expense-report

SKILL.md

Expense Report

Overview

This skill helps you organize business expenses into clear, categorized reports suitable for reimbursement requests, accounting, and tax preparation.

Use Cases:

Creating expense reimbursement reports

Organizing receipts for tax preparation

Categorizing business expenses

Summarizing travel expenses

Preparing monthly/quarterly expense summaries

How to Use

Provide your expense information (receipts, transactions, or descriptions)

Specify the purpose (reimbursement, tax prep, budget tracking)

Tell me your expense categories or policies

I'll create a structured expense report

Example prompts:

"Create an expense report from these receipts for my business trip"

"Categorize and summarize my expenses for the month"

"Format these expenses for reimbursement"

"Help me organize my freelance business expenses for taxes"

Expense Report Templates

Standard Reimbursement Report

# Expense Report

**Employee:** [Name]
**Department:** [Department]
**Report Period:** [Start Date] - [End Date]
**Purpose:** [Business trip / Project / General]
**Submission Date:** [Date]

## Summary
| Category | Amount |
|----------|--------|
| Transportation | $XXX.XX |
| Lodging | $XXX.XX |
| Meals | $XXX.XX |
| Other | $XXX.XX |
| **Total** | **$XXX.XX** |

## Expense Details

### Transportation
| Date | Description | Vendor | Amount | Receipt |
|------|-------------|--------|--------|---------|
| [Date] | [Description] | [Vendor] | $XX.XX | ✓ |

### Lodging
| Date | Description | Vendor | Amount | Receipt |
|------|-------------|--------|--------|---------|
| [Date] | [Hotel name] | [Vendor] | $XX.XX | ✓ |

### Meals & Entertainment
| Date | Description | Attendees | Business Purpose | Amount | Receipt |
|------|-------------|-----------|------------------|--------|---------|
| [Date] | [Restaurant] | [Names] | [Purpose] | $XX.XX | ✓ |

### Other Expenses
| Date | Description | Category | Amount | Receipt |
|------|-------------|----------|--------|---------|
| [Date] | [Description] | [Category] | $XX.XX | ✓ |

## Approvals
- [ ] Employee Signature: _____________ Date: _______
- [ ] Manager Approval: _____________ Date: _______
- [ ] Finance Approval: _____________ Date: _______

## Notes
[Any additional context or explanations]

Travel Expense Report

# Travel Expense Report

**Traveler:** [Name]
**Trip Dates:** [Start] - [End]
**Destination:** [City, Country]
**Business Purpose:** [Reason for travel]

## Trip Summary
- **Duration:** [X] days
- **Total Expenses:** $X,XXX.XX
- **Per Diem Allowance:** $XXX.XX
- **Variance:** +/- $XX.XX

## Pre-Trip Expenses
| Item | Vendor | Amount | Date Paid |
|------|--------|--------|-----------|
| Flight | [Airline] | $XXX.XX | [Date] |
| Hotel Booking | [Hotel] | $XXX.XX | [Date] |
| Conference Registration | [Event] | $XXX.XX | [Date] |

## Daily Expenses

### Day 1 - [Date]
| Category | Description | Amount |
|----------|-------------|--------|
| Transport | Airport taxi | $XX.XX |
| Meals | Dinner | $XX.XX |
| **Day Total** | | **$XX.XX** |

### Day 2 - [Date]
| Category | Description | Amount |
|----------|-------------|--------|
| Meals | Breakfast/Lunch/Dinner | $XX.XX |
| Transport | Uber to meeting | $XX.XX |
| **Day Total** | | **$XX.XX** |

## Expense by Category
| Category | Amount | % of Total |
|----------|--------|------------|
| Airfare | $XXX.XX | XX% |
| Lodging | $XXX.XX | XX% |
| Ground Transport | $XXX.XX | XX% |
| Meals | $XXX.XX | XX% |
| Other | $XXX.XX | XX% |
| **Total** | **$X,XXX.XX** | 100% |

## Receipt Checklist
- [ ] Flight confirmation/receipt
- [ ] Hotel invoice
- [ ] Ground transportation receipts
- [ ] Meal receipts over $[threshold]
- [ ] Other expense receipts

Monthly Expense Summary

# Monthly Expense Summary

**Period:** [Month Year]
**Prepared by:** [Name]
**Business:** [Business Name]

## Overview
| Metric | Amount |
|--------|--------|
| Total Expenses | $X,XXX.XX |
| vs Last Month | +/-XX% |
| vs Budget | +/-XX% |

## Expenses by Category

### Operating Expenses
| Category | Amount | Budget | Variance |
|----------|--------|--------|----------|
| Rent/Utilities | $XXX.XX | $XXX.XX | $XX.XX |
| Software/Subscriptions | $XXX.XX | $XXX.XX | $XX.XX |
| Office Supplies | $XXX.XX | $XXX.XX | $XX.XX |

### Professional Services
| Category | Amount | Budget | Variance |
|----------|--------|--------|----------|
| Legal | $XXX.XX | $XXX.XX | $XX.XX |
| Accounting | $XXX.XX | $XXX.XX | $XX.XX |
| Consulting | $XXX.XX | $XXX.XX | $XX.XX |

### Marketing & Sales
| Category | Amount | Budget | Variance |
|----------|--------|--------|----------|
| Advertising | $XXX.XX | $XXX.XX | $XX.XX |
| Events | $XXX.XX | $XXX.XX | $XX.XX |
| Travel | $XXX.XX | $XXX.XX | $XX.XX |

## Top 10 Expenses
| Rank | Date | Description | Category | Amount |
|------|------|-------------|----------|--------|
| 1 | [Date] | [Description] | [Category] | $XXX.XX |
| 2 | [Date] | [Description] | [Category] | $XXX.XX |

## Notes & Anomalies
- [Explanation for any unusual expenses]
- [Budget variance explanations]

Expense Categories

Common Business Categories

Category
Examples
Tax Deductible

Travel
Flights, hotels, car rentals
Usually yes

Meals & Entertainment
Client dinners, team lunches
50-100%

Transportation
Taxi, Uber, parking, mileage
Yes

Office Supplies
Paper, pens, printer ink
Yes

Software & Subscriptions
SaaS tools, apps
Yes

Professional Development
Courses, books, conferences
Usually yes

Communication
Phone, internet
Partial

Professional Services
Legal, accounting
Yes

Marketing
Ads, promotional materials
Yes

Equipment
Computer, office furniture
Depreciated

IRS Category Alignment (US)

IRS Category
Description

Advertising
Marketing and promotional

Car and Truck
Vehicle expenses

Commissions
Payments to contractors

Contract Labor
Freelancer payments

Depreciation
Asset depreciation

Insurance
Business insurance

Interest
Business loan interest

Legal and Professional
Attorney, CPA fees

Office Expense
General office

Rent
Workspace rental

Repairs
Equipment maintenance

Supplies
Business supplies

Taxes and Licenses
Business taxes

Travel
Business travel

Meals
Business meals (50%)

Utilities
Business utilities

Processing Guidelines

Receipt Requirements

Keep receipts for: All expenses over $25 (US) or local threshold

Required info: Date, vendor, amount, payment method

Meals: Include attendees and business purpose

Missing receipts: Note explanation in report

Currency Conversion

Use exchange rate from date of expense

Document rate source (bank, XE.com, etc.)

Keep in original currency + converted amount

Mileage Calculation

Current IRS rate (2024): $0.67/mile (verify current rate)

Document: Date, destination, purpose, miles

Use odometer readings or mapping app

Output Format

# Expense Report

**Period:** [Dates]
**Total:** $X,XXX.XX

## Summary by Category
[Category breakdown table]

## Detailed Expenses
[Line items with all required info]

## Missing/Notes
[Any issues to address]

Limitations

Cannot scan or read receipt images directly

Tax advice should be verified with a professional

Exchange rates should be verified for accuracy

Company policies may have specific requirements

Cannot submit reports to your expense system

Examples

Example: Quick Expense Organization

Input:

uber to airport $45
flight to NYC $380
hotel 2 nights $420
dinner with client john from acme $125
coffee and breakfast $35
uber to meetings $28
lunch meeting $65
return flight $395
uber home $42

Output:

Travel Expense Report

Trip: NYC Client Visit
Dates: [Dates based on context]
Purpose: Client meeting with Acme Corp

Summary

Category
Amount

Airfare
$775.00

Lodging
$420.00

Ground Transportation
$115.00

Meals & Entertainment
$225.00

Total
$1,535.00

Detailed Expenses

Airfare

Date
Description
Amount
Receipt

[Day 1]
Flight to NYC
$380.00
Needed

[Day 3]
Return flight
$395.00
Needed

Subtotal

$775.00

Lodging

Date
Description
Amount
Receipt

[Day 1-2]
Hotel (2 nights)
$420.00
Needed

Ground Transportation

Date
Description
Amount
Receipt

[Day 1]
Uber to airport
$45.00
✓ App

[Day 2]
Uber to meetings
$28.00
✓ App

[Day 3]
Uber to home
$42.00
✓ App

Subtotal

$115.00

Meals & Entertainment

Date
Description
Attendees
Purpose
Amount
Receipt

[Day 1]
Client dinner
John (Acme)
Account review
$125.00
Needed

[Day 2]
Breakfast/coffee
Self
Working meal
$35.00
Optional

[Day 2]
Lunch meeting
[TBD]
[Purpose]
$65.00
Needed

Subtotal

$225.00

Action Items

 Collect flight confirmation emails

 Get hotel invoice/folio

 Save restaurant receipts for meals over $25

 Document business purpose for client dinner

 Confirm lunch meeting attendees