What each column holds
The template uses the same columns as the Simple export in SlipInbox, so a team outgrowing the sheet keeps the same file shape.
- Receipt date: the date printed on the slip, not the day you typed the row
- Merchant: the shop or supplier name as printed
- Category: one word your accountant recognises, such as Fuel, Meals or Office
- Total: the amount paid, tax included
- Currency: a three-letter code such as USD, EUR or ZMW
- Submitted by: who paid, so you know who to pay back
- Notes: the reason for the purchase, the client or the job
- Receipt link: where the photo or PDF lives, such as a shared drive link
How to fill in the template
Delete the three example rows.
Add one row per receipt, on the day of the purchase if possible.
Save a photo of each receipt in one folder and paste the photo's link into Receipt link.
At month end, sort by Submitted by to total what each person paid, then send the file to whoever approves expenses.
Categories worth starting with
Keep the list short. Ten categories cover most small teams: Fuel, Travel, Meals, Accommodation, Office, Supplies, Repairs, Software, Phone and internet, and Other. Agree the list with your accountant before the first month.
When the template stops being enough
A template works while one person types a few dozen receipts a month. Beyond a few dozen, typing, chasing and checking take longer than the spending deserves. SlipInbox fills in the same columns from a photo, a forwarded email or a WhatsApp message, keeps the photo with each row, and exports the finished sheet.
Questions
Is the template free?
Yes. Download the Excel or CSV file and use the file as you like. No account needed.
Excel or CSV?
Pick Excel to work in Excel, Google Sheets or Numbers. Pick CSV to import into accounting software, which reads CSV almost everywhere.
Does the template calculate VAT?
No. The template keeps the total as paid. For VAT returns, SlipInbox's Accountant / VAT export adds subtotal, VAT and the merchant's tax ID.