Submitting a business expense can happen across any department—finance, human resources, marketing—you name it. This can quickly lead to an expensive pileup of unaccounted for bills. As a result, it becomes increasingly difficult to keep track of each transaction. Keeping track of business expenses has never been easier with this comprehensive database template. It maintains a list of all the people who work for your company, as well as a list of your business’s suppliers and service providers. The most common types of tax-deductible expenses are also included in this template, making it easier to categorize expenses. This template helps business owners and their employees keep track of all of their company’s expenses. To use this template, first populate the employee directory tables, followed by the Suppliers and providers table. Start with the following tables: Office locations, Departments, Titles, then Employees and Supervisors. The Expense types lookup table is already defined and ready to use. Populate the Suppliers and providers table when done with the mentioned tables. Finally, your database is ready to record all your business expenses. There is an Add new expense form in the Expenses table that allows you to do so. Let’s explore this template’s tables with its variety of views:

Expenses

This table contains the most important information about all of your company’s expenses. Log all your business expenses on this table. It only makes sense that this table has the highest number of table views, and that number will only increase in the future. When a transaction is made, this table includes information such as: who was responsible for the expenditure, when it took place, who made the payment, and more.

Fields

• Expense ID. A formula field that autogenerates a unique identifier for the expense.
• Transaction date. The date of the transaction when this expense was made.
• Description. A description or list of items paid for with this expense.
• Supplier. This field is linked to the Suppliers table, indicating the supplier, merchant, or service provider that was paid for this expense.
• Expense type. This field is linked to the Expense types table, specifying the type or classification of this expense.
• Amount. The actual amount paid for this expense.
• Disburser ID. This field is linked to the Employees table and indicates the employee ID of the person who did the transaction for this expense.
• Disburser name. A lookup field based on the Disburser ID field that gets the full name of the disburser.
• Department. A lookup field based on the Disburser ID field that gets the department where the disburser belongs to.
• Receipt. An uploaded photo of the transaction receipt.
• Is substantiated. A checkbox that indicates whether this transaction has a valid and verifiable sales invoice or official receipt. Tax deductions can’t be claimed for expenses that can’t be proven or that don’t have valid receipts.
• Remarks. Details of this transaction or any other notes regarding this expense.
• Status. The current status of this expense record.
• Approved by. This field is linked to the Supervisors table and specifies the full name of the supervisor who approved or authorized this expense.
• Date filed. The date and time that this expense record was entered in the database.
• Estimated tax credit. A formula field that computes the estimated tax credit for the expense based on the Expense type field. This field is hidden by default. Please consult your tax advisor or auditor for a more accurate computation.

Views

• All expenses. Displays all expenses without any filters sorted by Transaction date from the most recent to the oldest.
• Add new expense. Displays a form that facilitates adding new expenses to the database.
• Approved expenses. Displays approved expenses sorted by Transaction date from the most recent to the oldest.
• Awaiting approval. Displays expenses that await approval from a supervisor sorted by Transaction date from the most recent to the oldest.
• Expenses this month. Displays expenses made this month sorted by Transaction date from the oldest to the most recent.
• Expenses this year. Displays expenses made this year sorted by Transaction date from the oldest to the most recent
• Substantiated expenses. Displays expenses with valid sales invoices or official receipts sorted by Transaction date from the most recent to the oldest.
• Unsubstantiated expenses. Displays expenses without receipts sorted by Transaction date from the most recent to the oldest.
• Expenses by status. Displays a Kanban view of expenses stacked by status.
• 2022 Quarter 1. Displays all expenses in the first quarter of 2022 sorted by Transaction date from the oldest to the most recent.
• 2022 Quarter 2. Displays all expenses in the second quarter of 2022 sorted by Transaction date from the oldest to the most recent.
• 2022 Quarter 3. Displays all expenses in the third quarter of 2022 sorted by Transaction date from the oldest to the most recent. You may keep on creating new grid views following your business’s tax calendar’s return period.

Expense types

Find a list of different kinds of expenses that you can use to organize all of your business’s expenses. At the same time, this table shows the different types of expenses that can be deducted from your taxes.

Fields

• Type. The type or name of this expense classification.
• Description. The details about this type of expense.
• Tax-deductible percentage. This is the percentage of the cost of your expenses that you can deduct from your taxes. If this field is blank, the deductible credit for this type is not always the same and depends on other things. Consult your tax advisor or auditor to get additional and updated information.
• Expense count. A formula field that counts the number of expense records that are under this type.
• Related expenses. This field is linked to the Expenses table, identifying all expense records classified as this type. This field is hidden by default.

Views

• All expense types. Displays all expense types without any filters, sorted by Type in alphabetical order from A to Z.

Suppliers

Each vendor, merchant, or service provider with whom your company has done business should be listed in this table, along with their business name and their contact information.

Fields

• Business. The business name of the merchant, supplier, or service provider.
• Description. Notes and remarks describing the merchant, supplier, or service provider.
• Address. The address of this business or merchant.
• Phone number. The phone number of this business or merchant.
• Email. The email address of this business or merchant.
• Website. The website URL of this business or merchant.
• Expense count. A formula field that counts the number of expense records that are associated with this business or merchant.
• Related expenses. This field is linked to the Expenses table, identifying all expense records associated with this business or merchant. This field is hidden by default.

Views

• All suppliers. Displays all merchants, suppliers, or service providers without any filters, sorted by Business in alphabetical order from A to Z.
• Add new supplier. Displays a form view that lets you add new suppliers or service providers to the database.

Supervisors

All business expenses must be approved by the supervisor or the department’s executive, so this list of supervisors also includes approvers of expenses.

Fields

• Name. The full name of the supervisor.
• Details. This field is linked to the Employees table and links this record to its details found in the other table.
• Department. A lookup field based on the Details field that gets the department where this supervisor belongs to.
• Direct reports count. A formula field that counts the number of employees directly reporting to this supervisor.
• Expense count. A formula field that keeps track of how many expense records this supervisor has approved.
• Related employees. This field is linked to the Employees table, identifying all employees associated with this supervisor. This field is hidden by default.
• Related expenses. This field is linked to the Expenses table, identifying all expense records associated with this supervisor. This field is hidden by default.

Views

• All supervisors. Displays all supervisors without any filters, sorted by Name in alphabetical order from A to Z.
• Add new supervisor. Displays a form view that lets you add new supervisors to the database.

Employees

The Employees table provides the contact information for each member of the organization. This table is connected to most of the other tables that are present in this database.

Fields

• ID number. A formula field that autogenerates a unique identifier for the expense.
• Last name. The employee’s last name.
• First name. The employee’s first (given) name.
• Middle initial. The employee’s middle initial.
• Title. This field is linked to the Titles table, indicating the employee’s current title or position in the organization.
• Department. This field is linked to the Departments table, which indicates the department the employee belongs.
• Office location. This field is linked to the Office locations table, indicating the location of the employee’s office.
• Photo. The employee’s photograph.
• Local extension number. The employees local or extension number based on the organization’s trunk line.
• Phone number. The employee’s current phone or mobile number.
• Email. The employee’s email address.
• Address . The employee’s home address.
• Zip code. The mailing zip code of the employee’s home address.
• Supervisor.. This field is linked to the Supervisors table, specifying the full name of the employee’s supervisor.
• Date of birth. The employee’s birth date.
• Remarks. This field is for recording any notes or remarks about the employee.
• Start date. The date the employee joined the organization.
• End date. The date the employee left the organization. This is used when the employee is inactive or has left the organization.
• Status. The employment status of the employee.
• Is active. A checkbox that indicates whether the employee is still with the organization or not.
• Full name. A formula field that shows the employee’s full name. This field is hidden by default.
• Expense count. A formula field that keeps track of how many expense records associated with this employee.
• Related supervisor info. This field is linked to the Supervisors table, associating this employee record to a supervisor. This field is hidden by default.
• Related expenses. This field is linked to the Expenses table, identifying all expense records associated with this employee. This field is hidden by default.

Views

• All employees. Displays all employees without any filters sorted by Last name , then by First name in alphabetical order from A to Z.
• Employees with expenses. Displays employees with expense records without any filters sorted by Last name , then by First name in alphabetical order from A to Z.
• Add new employee. Displays a form view for the purpose of simplifying the entry of basic contact information for employees.
• Active employees. Displays a gallery of all active employees sorted alphabetically by Full name from A to Z.
• Full-time employees. Displays a gallery of all active, full-time employees sorted alphabetically by Full name from A to Z.
• Part-time employees. Displays a gallery of all active, part-time employees sorted alphabetically by Full name from A to Z.
• Seasonal employees. Displays a gallery of all active, seasonal employees sorted alphabetically by Full name from A to Z.
• Temporary employees. Displays a gallery of all active, temporary employees sorted alphabetically by Full name from A to Z.
• Employees by status. Displays a Kanban view of active employees stacked by Status.

Titles

This table allows you to maintain and manage a list of job roles with their descriptions. As an example, this template has a predefined list of titles for a software development business.

Fields

• Name. The position name.
• Description. A description of the title, which may include position specifics and responsibilities.
• Employee count. A formula field that counts the number of active employees with this title.
• Related employees. This field is linked to the Employees table, identifying all employees or staff members using this title. This field is hidden by default.

Views

• All titles. Displays all the titles or staff designations in an organization without any filters.
• Business analysis. Displays all titles related to business analysis.
• Quality assurance. Displays all titles related to quality assurance.
• Software engineering. Displays all titles related to software engineering.
• Human resources. Displays all titles related to human resources or recruitment.
• Executive. Displays all titles related to the company’s executives.

Departments

Among the many types of departments are those dealing with finance, law, human resources, advertising, and so on. It’s common practice in large and medium-sized companies for these departments to collaborate with each other to carry out business functions, so use this table as needed to fit your organization.

Fields

• Name. The name of the department.
• Description. A short description of the department.
• Employee count. A formula field that counts the number of active employees under this department.
• Is active. A checkbox that indicates whether the department is active or not.
• Related employees. A linked field gained from the Employees table indicating all employees assigned to the current department. This field is hidden by default.

Views

• All departments. Displays all departments sorted in alphabetical order by Name from A to Z.
• Active departments. Displays a gallery of active departments arranged in alphabetical order by Name from A to Z.

Office locations

As your business grows, so will the size of your office. Expanding into new locations and spaces is a distinct possibility. You can use this table to keep track of where your offices are located.

Fields

• Location. The name or identifier of the specific location.
• Photo. A photograph of the building or office room identifying this location.
• Street. This is the street where this office is located.
• City. This is the city where this office is located.
• State. This is the state where this office is located.
• Zip code. The mailing zip code of this office location.
• Phone number. The main or trunk line phone number of this location.
• Employee count. A formula field that counts the number of active employees in this location.
• Related employees. This field is linked to the Employees table, identifying all employees or staff members assigned in this location. This field is hidden by default.

Views

• All locations. Displays all the locations of the organization’s offices without any filters sorted by Location in alphabetical order from A to Z.
• Locations. Displays a gallery of the organization’s offices.