Why a column for each VAT rate?

One receipt can carry several rates, like 1%, 10% and 20% in Türkiye. Your accountant books VAT per rate, so the summary totals each one.

Which exchange rate should I use?

The one your policy names. The file records the rate, its date and its source for every foreign receipt, so the conversion can be checked later.

Is my data sent anywhere?

No. The file is generated in your browser; what you choose here never reaches our servers.

Expense report template

Pick your country, language and the tabs you need. The file is built in your browser with real formulas, dropdown lists and checks: VAT by rate, any currency, mileage and per diem. No sign-up.

FormatXLSX
Works inExcel 2016+ · Google Sheets
UploadsNone

Country rules

Sets the VAT columns, base currency and mileage rate table.

File language

Tabs

Built on your device. Nothing is uploaded.

For information only. Not tax or legal advice; check with your accountant.

Spotted a wrong rate or result?

Method

How it’s calculated

01The gross and the VAT per rate are copied from the receipt; net is derived. Nothing printed on the document is recalculated.
02Foreign receipts carry the exchange rate, its date and its source (ECB, TCMB or card statement), then convert to your base currency.
03The mileage tab picks the rate by trip date: both 2026 IRS rates; HMRC 45p before 6 April 2026 and 55p after, with the 10,000-mile step counted per tax year.
04The summary totals deductible VAT by rate for your accountant and settles any advance.
05Checks flag what an auditor would ask: VAT above the highest rate, a till receipt over the invoice threshold, a missing business purpose.

Net        = Gross − SUM(VAT by rate)
Base gross = ROUND(Gross × FX, 2)
Base VAT   = ROUND(VAT × FX, 2)
Base net   = Base gross − Base VAT   (only one side rounded)
Refund     = IF(paid personally, Base gross, 0)
Checks     = VAT above the highest rate → flag

Rates and sources

Values used

Tab	What it holds
Header	Name, period, base currency, advance received, report number
Expenses	100 rows: document type, category, VAT per rate, exchange rate with date and source, refund, checks
Mileage	Trips with the rate of their date and country
Per diem	Days, the company’s daily amount and the share paid on the first or last day
Summary	Totals by category and VAT rate, refund, advance settlement, signatures
Settings	Categories, document types, payment methods, mileage table
CSV	One flat row per expense, category as a key, ready for import

Questions

The file is generated on your device. Nothing you choose here reaches our servers.

Yes. It uses functions both support (INDEX/MATCH and LOOKUP rather than XLOOKUP) and no macros, so it opens in Excel 2016 and later and in Google Sheets.

Related tools

All tools

VAT breakdown calculatorSeveral VAT rates on one receipt, checked against the printed VAT total. Türkiye, Germany, UK, France.Per diem (harcırah)Private-sector tax exemption, 2026 brackets and the payroll effect.Receipt or invoice?Can it be expensed, is the VAT deductible, what the document must show.

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