Log every expense — date, vendor, category, payment method, status. We total the lot, group by category, and ship a clean PDF + .xlsx ready to submit, reconcile, or staple to receipts.
01 — What you create
Every row carries a date, vendor, category, payment method, and reimbursement status. Totals reconcile per category and per status — finance reviewers see everything at a glance.
Pending
87.50
Submitted
38.20
Reimbursed
1,601.25
Alex Hartwell
Sonchoy Studio Ltd.
12 May – 04 Jun 2026
Total
2,017.95
Entries
8
Average
252.24
Reimbursable
377.70
| Date | Vendor | Cat. | Status | Amount |
|---|---|---|---|---|
| 12 May | United Airlines | Travel | REIMBURSED | 642.40 |
| 14 May | Hotel Triton | Travel | REIMBURSED | 894.00 |
| 15 May | Blue Bottle Coffee | Meals | SUBMITTED | 38.20 |
| 18 May | Adobe | Software | APPROVED | 192.00 |
| 22 May | Figma | Software | APPROVED | 60.00 |
| 26 May | Lyft | Travel | PENDING | 87.50 |
| 30 May | Staples | Office | REIMBURSED | 64.85 |
| 04 Jun | WSJ | Comms | REJECTED | 39.00 |
Top categories
Scanned invoices, multi-page batches, multi-currency stacks, and direct push into your accounting system. Free for 30 days, no card required.
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02 — How it works
No spreadsheet template to set up, no accounting software to learn. Log the receipts as you take them, and ship the report at the end of the week or month.
Date, vendor, description, category, payment method, status, amount. Twelve category presets and seven payment methods make data entry a few clicks per row.
Pending → Submitted → Approved → Reimbursed (or Rejected). Each status is colour-coded so a reviewer can scan the report in seconds.
PDF with a chip-coded table, category breakdown, and signature line — plus an .xlsx with a Summary sheet for management or filing.
03 — Built for everyone who travels
Click any cell and type — date, vendor, description, category, payment method, status, and amount.
Travel, meals, software, supplies, marketing, professional fees, communications, insurance + 4 more.
Pending, Submitted, Approved, Reimbursed, Rejected — each colour-coded as a chip in the PDF and on screen.
Mini summary tables in both the PDF and the XLSX — group totals, percentage shares, status counts.
Everything not yet reimbursed (pending + submitted + approved) is summed separately — your "submit this" total.
Detail sheet with every expense plus a Summary sheet with totals, breakdowns, and status counts.
Bulk OCR, batch invoicing, multi-party e-signing, redaction, audit logs — pdfFiller picks up where Sonchoy ends. Free for 30 days, no credit card.
Run 100+ invoices, statements, or conversions in one go.
Turn paper invoices into searchable, exportable data.
Multi-party signatures with full audit trails.
Mask sensitive ledger lines before sending to auditors.
04 — Common questions
Anyone who needs to track and submit expenses — employees on business trips, freelancers tracking project costs, small business owners running their own books, or anyone preparing a monthly expense report for their accountant.
Total = every expense logged, regardless of status. Reimbursable = expenses with status Pending, Submitted, or Approved (not yet Reimbursed). It's your "still-owed-to-me" number, useful when chasing payment.
No — receipts stay separately. Each expense row has a Reference field where you can note a receipt number, transaction ID, or filename. Many users export the PDF then staple physical receipts behind it.
Each report is single-owner. For team-level expense aggregation, see the Expense Report Generator (Business Documents) which rolls up multiple employees' expenses into one approver-ready PDF.
The free tier is form-driven (faster for power users). OCR — reading receipt images into structured rows — is available on the pdfFiller premium tier alongside batch processing and accounting-software push.
PDF (chip-coded status, category breakdown, signature line — print and submit) and .xlsx (two sheets: Detail and Summary, useful for accountants and pivot tables).
05 — Related tools
Aggregate multi-employee expense reports.
Wages, deductions, employer taxes per period.
Build budgets line-by-line with variance tracking.
Aggregate expenses with revenue for full P&L.