Expense Report Generator

About the Expense Report Generator

An expense report asks your employer (or client) to pay back what you spent on their behalf. This generator lists each expense with its date, category, merchant, payment method, currency, tax and receipt number, adds mileage (distance × your rate) and per diem (days × your daily rate) lines, converts foreign-currency spending at the rate you enter, and totals everything by category.

It separates what the company already paid (company card) from what is reimbursable, subtracts any advance, and shows the amount due to you — or the refund due to the company — in figures and words, with signature lines for the employee, the approver and finance. Receipt photos are attached on your device and printed after the report in the PDF, PDF receipts are appended, and the lines export as CSV for your accounting software. Everything stays in your browser.

Common uses

• Employees claiming travel, meals, fuel and client entertainment after a trip.
• Field and sales staff claiming mileage for their own vehicle.
• Freelancers and consultants passing on project expenses to a client.
• Settling a travel advance or petty cash against the actual spending.

What the report works out

• Each line in the report currency: the amount × the exchange rate you enter for foreign-currency spending; distance × rate for mileage; days × daily rate for per diem.
• By category, largest first, so the approver sees where the money went.
• Paid by the company: lines paid with a company card are listed and counted in the total but not reimbursed (untick “Reimburse me” for anything else the company paid).
• Reimbursable − advance = amount due. If the advance was bigger, the report shows the refund due to the company.
• Tax included in the expenses (GST, VAT), when you enter it, totalled separately for whoever books the expenses.

Receipts

Attach photos (JPG, PNG, WebP) or PDF receipts to each line. Photos are resized on your device — the longest side to 1,600 pixels — and stored in this browser only; the PDF prints them after the report, two to a page, each captioned with its line, date, merchant and amount. PDF receipts are added as pages at the end of the downloaded PDF. Lines without a receipt or a receipt number are counted in the notes, because most expense policies ask for one. iPhone HEIC photos may not open in every browser — convert them with the HEIC to JPG tool first.

Rates are yours to set

Mileage and per-diem rates, and the exchange rate for each foreign-currency expense, depend on your organisation’s policy and the day of the spending, so the tool never assumes one. Enter the policy rate once — New report keeps your last mileage and per-diem rates. For exchange rates, use the rate on your card statement or the one your policy names; the currency converter shows reference rates.

Limitations

• The tool adds up what you enter; it does not check expenses against a policy or decide what is reimbursable or taxable — your employer’s rules and the tax rules apply.
• Receipts are kept in this browser only: clearing site data removes them, and a saved file does not contain them. Download the PDF to keep everything together.
• Password-protected PDF receipts cannot be added to the PDF.
• The PDF draws Latin-script text (with ₹, €, £). For other scripts, use Print / Save as PDF. The first PDF download needs a connection to fetch the PDF engine and fonts.

Privacy

Everything happens in your browser. Expenses, receipts and personal details are not uploaded or stored by MySmartCoPilot; the draft is kept in this browser’s local storage and the receipts in its IndexedDB until you press Clear saved data on this device.