Business Trip Expense Log PDF (Free)
Keep every travel receipt organized with a downloadable expense log. Use it for reimbursements, audits, or tax discussions—all without creating an account.
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Jump straight to the generator and enter your trip details.
Quick start instructions
- Enter your trip name, start/end dates, destination, and employer or client.
- Add each expense row with the date, category, description, and amount. Use Mileage for driving entries.
- Use the running total to catch missing receipts before you submit.
- Download the PDF instantly—everything stays in your browser.
- Attach the PDF to your reimbursement request or store it for tax documentation.
Step-by-step with screenshots (placeholders)
Follow these steps. Replace the placeholders with your own screenshots if you maintain an internal SOP.
- Step 1: Fill trip header fields (screenshot placeholder).
- Step 2: Add expense rows and categorize (screenshot placeholder).
- Step 3: Confirm totals and click Generate PDF (screenshot placeholder).
FAQ for SEO and support
What should a business trip expense log include?
Include trip dates, destination, employer/client, each expense date, category, description, amount, and a running total for reimbursement or tax records.
Do I need receipts for every entry?
Yes—keep receipts for travel, lodging, and meals. For small cash tips or mileage, note the details in the description field for substantiation.
How do I handle mileage?
Track the date, start/end locations, miles driven, and the mileage rate approved by your employer or the IRS, then enter the reimbursable amount as an expense.
Can I use this log for tax deductions?
The PDF is designed to capture the data you need for employer reimbursements and for discussing potential deductions with a tax professional.
How do I split personal vs. business charges?
Record only the business-use portion and note the split in the description so finance teams know which part to reimburse.
What categories are best?
Common categories are Travel, Lodging, Meals, and Misc. Keeping categories consistent speeds up approval by finance and audit teams.
Can I attach screenshots?
You can note where receipts are stored (cloud folder, email thread). If you add images later, keep them in the same folder as your exported PDF.
Does the tool store my data?
No. Everything runs locally in your browser. When you click Generate PDF, the file downloads directly to your device.
Can I log per diem allowances?
Yes. Add a row for the per diem date and note the allowance type in the description so it is clear to reviewers.
What if my trip spans multiple clients?
Create separate logs per client or per project so you can bill accurately and avoid mixing approvals.
How do I show currency conversions?
Log the local currency amount in the description and the converted amount in the Amount column with the rate used.
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