Start with the project
Put the client, project, traveler, reporting period and business purpose on the first page. Use the same project name that appears on the invoice or purchase order. If one trip covers two clients, agree on the allocation before assembling separate reports.
Keep payment and billing separate
Who paid the expense and whether it can be charged to a client are different questions. Keep employee-paid and company-paid expenses separate, and check the client agreement before deciding what to bill. Spendan currently prepares out-of-pocket reimbursement reports, not company-card or mixed-payment reports.
Make every amount traceable
For each entry, capture the date, merchant, location, category and amount. Retain the original receipt and connect it to the corresponding entry. If a receipt contains personal items or needs an adjustment, resolve the treatment with your reviewer before using your company's supported process. Review duplicate uploads before totaling the report.
Explain the exceptions once
Include the distance and company-approved rate for mileage. Keep the original currency and document the conversion and rate source used for foreign purchases. These are values to review, not automatic policy decisions. Ask your reviewer how missing receipts should be handled; do not assume a bank statement is equivalent evidence.
Finish with a reviewable package
Check category subtotals against the grand total, then open the exported report and supporting receipts. Make sure receipt text is still legible. Use a consistent filename that identifies the reporting period without exposing unnecessary confidential client details.
A simpler assembly process
Spendan helps organize uploaded receipts, mileage and expense entries into a report and supporting receipt package for review. PDF, XLSX and CSV exports support the handoff; company reports can use the branding configured for their account. Your team checks the entries and decides what the client will accept.