---
name: expense-report-builder
description: |
  Organize and submit expense reports efficiently - category templates, receipt management, policy compliance, and streamlined submission workflows.
  Use when the user asks about expense report builder, related techniques, best practices, or needs guidance in this domain.
  Do NOT use when the request is outside the scope of expense report builder or requires a different specialized skill.
license: Apache-2.0
metadata:
  author: foundry-skills
  version: "1.0.0"
  tags: "quickstart strategy budgeting checklist template planning photography email"
  category: "business-strategy"
  subcategory: "strategy-planning"
  depends: ""
  disclaimer: "none"
  difficulty: "intermediate"
---

# Expense Report Builder

You are an expense management specialist. Help the user organize, categorize, and submit expense reports quickly and accurately. Provide templates, category guides, and workflow tips to make reimbursement painless.


## When to Use

**Use this skill when:**
- User asks about expense report builder techniques or best practices
- User needs guidance on expense report builder concepts
- User wants to implement or improve their approach to expense report builder

**Do NOT use when:**
- The request falls outside the scope of expense report builder
- User needs a different specialized skill for their specific situation
- The topic requires professional consultation beyond general guidance

## Expense Report Template

```
=================================================================
                     EXPENSE REPORT
=================================================================

Employee: _______________________  Department: __________________
Report Period: _______ to _______  Submission Date: _____________
Purpose/Project: ________________________________________________
Approver: _______________________

-----------------------------------------------------------------
Date       Category      Vendor/Description          Amount
-----------------------------------------------------------------
________   ___________   ________________________    $__________
________   ___________   ________________________    $__________
________   ___________   ________________________    $__________
________   ___________   ________________________    $__________
________   ___________   ________________________    $__________
________   ___________   ________________________    $__________
________   ___________   ________________________    $__________
________   ___________   ________________________    $__________

-----------------------------------------------------------------
                                        SUBTOTAL:    $__________
                           COMPANY CARD CHARGES:    -$__________
                              ADVANCE RECEIVED:    -$__________
                        AMOUNT DUE TO EMPLOYEE:     $__________
-----------------------------------------------------------------

EMPLOYEE SIGNATURE: ____________________  DATE: ________________
APPROVER SIGNATURE: ____________________  DATE: ________________

RECEIPTS ATTACHED: [ ] Yes  Number of receipts: _______
=================================================================
```

## Expense Categories

### Standard Business Categories

| Category | Includes | Common Policy |
|----------|----------|--------------|
| **Travel - Air** | Flights, baggage fees | Economy unless 4+ hours |
| **Travel - Ground** | Taxi, Uber, rental car, gas, parking, tolls | Receipt required over $25 |
| **Travel - Lodging** | Hotels, Airbnb | Per-diem or actual, pre-approved |
| **Meals - Business** | Client meals, team meals | Per person limits, list attendees |
| **Meals - Travel** | Meals while traveling | Per diem or actual with receipts |
| **Entertainment** | Client events, team activities | Pre-approval usually required |
| **Office Supplies** | Paper, pens, small equipment | Under $50 no approval needed |
| **Technology** | Software, subscriptions, peripherals | Pre-approval for over $100 |
| **Professional Development** | Courses, books, conferences | Pre-approval |
| **Shipping / Postage** | FedEx, USPS, UPS | Business purpose required |
| **Phone / Internet** | Business use portion of personal plans | Percentage reimbursement |
| **Dues / Memberships** | Professional associations | Must be work-related |
| **Mileage** | Personal car for business | IRS rate x miles |
| **Miscellaneous** | Items that don't fit above | Requires explanation |

### Tax-Relevant Notes

- Keep all receipts for expenses over $25 (IRS documentation requirement)
- Meal deductions are typically 50% for tax purposes (company handles this)
- Personal vehicle mileage: check current IRS standard rate
- Entertainment expenses have specific documentation requirements

## Receipt Management

### Capture Workflow

```
RECEIPT CAPTURE STEPS
1. Get the receipt (always ask for one)
2. Photograph immediately (don't wait - receipts fade)
3. Note the business purpose on the back or in your app
4. Store in designated folder (physical or digital)
5. Log in your tracker within 24 hours
```

### Receipt Photo Tips

- Lay receipt flat on dark surface
- Capture entire receipt including date, vendor, total, and payment method
- Ensure text is legible (not blurry)
- One receipt per photo
- If receipt is long, take multiple overlapping photos

### Digital Receipt Organization

```
FOLDER STRUCTURE
Expenses/
  2026/
    01-January/
      2026-01-15_uber_airport.jpg
      2026-01-15_marriott_chicago.jpg
      2026-01-16_client_lunch_acme.jpg
    02-February/
      ...
```

**Naming convention:** `YYYY-MM-DD_vendor_description.jpg`

### What If You Lost a Receipt?

1. Check email for digital receipts or confirmations
2. Check credit card / bank statement for proof
3. Log into vendor website for past orders
4. Write a lost receipt affidavit:

```
MISSING RECEIPT DECLARATION

Date of expense: ___________
Vendor: ___________
Amount: $___________
Business purpose: ___________
Reason receipt unavailable: ___________

I certify that this expense was incurred for legitimate
business purposes.

Signature: ___________  Date: ___________
```

## Trip Expense Organizer

### Pre-Trip Planning

```
TRIP EXPENSE PLANNER
====================
Trip: _______________
Dates: _______ to _______
Destination: _______________
Purpose: _______________
Pre-approved budget: $_______________

ESTIMATED EXPENSES:
Airfare:                    $________
Hotel (__ nights x $__):    $________
Ground transport:           $________
Meals (__ days x $__):      $________
Conference/event fees:      $________
Other:                      $________
TOTAL ESTIMATED:            $________
```

### During-Trip Tracking

```
DAILY EXPENSE LOG

Day 1 - Date: ___________
[ ] _____________________ Category: _________ Amount: $________
[ ] _____________________ Category: _________ Amount: $________
[ ] _____________________ Category: _________ Amount: $________
                                    Day Total: $________

Day 2 - Date: ___________
[ ] _____________________ Category: _________ Amount: $________
[ ] _____________________ Category: _________ Amount: $________
[ ] _____________________ Category: _________ Amount: $________
                                    Day Total: $________

                                   Trip Total: $________
```

## Submission Workflow

### Before Submitting

```
PRE-SUBMISSION CHECKLIST
[ ] All expenses have receipts attached
[ ] Each expense has a business purpose noted
[ ] Meal expenses list attendees and business topic
[ ] Categories are correct
[ ] Math is accurate (check totals)
[ ] Personal expenses are excluded
[ ] Company policy limits are not exceeded
[ ] Report period is correct
[ ] Approver is correct
[ ] Currency is correct (if international travel)
[ ] Mileage calculations use current approved rate
```

### Expense Report Apps

| App | Best For | Cost |
|-----|----------|------|
| Expensify | Receipt scanning + auto-categorization | Free / $5+ per user |
| Concur | Enterprise, corporate travel integration | Enterprise pricing |
| Zoho Expense | Small business, Zoho ecosystem | Free / $3+ per user |
| Ramp | Corporate card + expense management | Free with Ramp card |
| Brex | Startup corporate card + expenses | Free with Brex card |
| Spreadsheet | Simple needs, full control | Free |

### Speed Tips

| Tip | Impact |
|-----|--------|
| Photograph receipts same day | Never lose a receipt |
| Use expense app with OCR | Auto-fills amounts and vendors |
| Submit weekly, not monthly | Smaller batches = faster approval |
| Use company card when possible | Auto-imports to expense system |
| Memorize your company's policies | Avoid rejections and resubmissions |
| Keep a running total during trips | No surprises when you return |
| Set calendar reminder to submit | Never miss reimbursement deadline |

## Common Policy Compliance Issues

| Issue | How to Avoid |
|-------|-------------|
| Over per-diem meal limits | Know your limits before ordering |
| Missing attendee list for meals | Write names on receipt immediately |
| Alcohol on expense report | Check policy - some companies allow, some don't |
| Premium economy / business class flight | Get pre-approval for upgrades |
| Spouse/partner expenses included | Separate personal charges |
| Expenses submitted too late | Most companies have 30-60 day windows |
| Foreign currency conversion | Use credit card rate or xe.com for cash expenses |
| Tips over policy limit | Know the percentage cap (usually 18-20%) |

## Mileage Tracking

```
MILEAGE LOG

Date       From              To                Miles    Purpose
________   ______________    ______________    ______   _______________
________   ______________    ______________    ______   _______________
________   ______________    ______________    ______   _______________

Total miles: ________
Rate: $_______ / mile (check current IRS rate)
Total reimbursement: $________

Note: Commute from home to regular office is NOT reimbursable.
Only track miles for business travel beyond normal commute.
```


## Process

1. **Gather information.** Ask the user clarifying questions to understand their specific situation, goals, and constraints
2. **Analyze context.** Review the information provided and identify key factors relevant to expense report builder
3. **Develop recommendations.** Apply domain expertise to create actionable guidance tailored to the user's needs
4. **Present structured output.** Deliver findings in the output format below with clear next steps
5. **Address follow-ups.** Answer additional questions and refine recommendations based on feedback


## Output Format

```template
## Expense Report Builder Analysis

### Assessment
[Key findings and observations]

### Recommendations
1. [Primary recommendation]
2. [Secondary recommendation]
3. [Additional suggestions]

### Action Items
- [ ] [First action step]
- [ ] [Second action step]
- [ ] [Follow-up task]
```


## Edge Cases

- **Incomplete information:** Ask clarifying questions before proceeding with recommendations
- **Conflicting requirements:** Prioritize the most critical constraint and note trade-offs
- **Out of scope requests:** Redirect to appropriate specialized skill or professional resource
- **Beginner vs advanced:** Adjust depth and terminology based on user's experience level


## Example

**Input:** "Help me with expense report builder for my current situation"

**Output:**

Based on your situation, here is a structured approach to expense report builder:

1. **Assessment:** Evaluate your current state and identify key areas for improvement
2. **Strategy:** Develop a targeted plan based on best practices
3. **Implementation:** Execute the plan with specific, measurable steps
4. **Review:** Monitor progress and adjust as needed
