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An expense report should include: employee name and department, reporting period, itemised list of expenses with date/description/category/amount, receipt references, total by category and grand total, manager approval, and reimbursement payment details. Attach receipts for all expenses above your company's threshold.

Standard categories: Travel (flights, trains, fuel), Accommodation (hotels), Meals & Entertainment, Transport (taxi, uber, parking), Office Supplies, Software/Subscriptions, Client Meeting Costs, Training/Conferences, Communication (phone, internet), and Miscellaneous. Customise categories to match your company policy.

Typical workflow: Employee incurs expense → collects receipt → submits expense report within policy deadline (usually 30 days) → manager approves → finance team verifies → reimbursement processed (usually within 7-15 business days). Digital expense tools can reduce this to 1-3 days.

Most legitimate business expenses are tax-deductible, including travel, office supplies, professional services, and marketing costs. Requirements vary by country: In India, receipts are needed for Section 37(1) deductions. In Australia/IE/UK, expenses must be 'wholly and exclusively' for business purposes. Always maintain proper documentation.