Expense Tracker Template

Make employee expense submissions, approvals, and tracking easy, without complicated software.

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Overview

This free template helps you create a custom expense tracker on top of your existing data, making it easy to collect, review, and approve expenses in one secure place.

It includes a sample database with categories, amounts, and approval statuses, but is fully customizable to work with any Softr-supported data source — including Google Sheets, Notion, HubSpot, monday.com, and more.

Why use this expense tracker template

Reduce approval delays: Centralize all submissions, so managers and finance teams can review and approve expenses quickly.
Give employees visibility: Each user gets their own login and dashboard to check the status of their submitted expenses.
Customize for your workflows: Add new fields, categories, or approval steps as your team and processes grow.

Template features:

Role-based access
Employees and managers have different access levels, so each person sees only the data that’s relevant to them.
Easy expense submission
A simple, mobile-friendly form makes it quick for employees to submit expenses — no training required.
Approval tracking
Managers can view pending submissions, approve or reject expenses, and leave comments if needed.
Advanced filtering and search
Quickly find expense records by employee, category, date, or status using built-in filtering options.
Expense overview dashboard
Visualize your expense categories, totals, and trends in a clean dashboard — great for finance teams.
Works on any device
Employees and managers can submit and manage expenses on any device — desktop, tablet, or phone.

Who is this expense tracker template for?

This template is ideal for any small to mid-sized team looking to simplify expense tracking without relying on spreadsheets or enterprise software. Examples:

Startups & small businesses: Track internal and team expenses with a simple approval flow.
HR & operations teams: Standardize employee reimbursements and travel claims.
Finance departments: Stay on top of budgets and reduce back-and-forth with employees.
Agencies & consultants: Capture billable expenses for client work.
Field teams & remote workers: Submit receipts and track mileage from mobile.

“What we love most about Softr is the instantaneous, customizable power a no-code platform allows.”

David Malbin

Founder, Integral Ed

How to set up your expense tracker template

1
Click Use template: Sign up or log in to your Softr account (it’s free, no credit card required!)
2
Connect and map your data: Connect to any of 14+ data sources (like Airtable, Google Sheets, HubSpot, Notion, and more) in just a few clicks. Map your data to replace mock content in pre-set fields and pages.
3
Customize logic and branding: Adjust layouts with drag-and-drop. Set user groups and permissions to control access, then style everything to match your brand.
4
Go live in minutes: Your expense tracker is ready! Publish and share the URL with your clients to start collaborating.

Frequently asked questions

Do I need a Softr account to use this expense tracker?
Yes — you'll need a free Softr account to use this template. You’ll also need a data source to store your expense data — this template comes with a sample database, but you can use another Softr-supported data source like Google Sheets, Notion, ClickUp, or HubSpot.
Can managers and employees have different access?
Absolutely. You can create user groups (e.g. “Employee” and “Manager”) and show different views and permissions to each group.
Can I track receipts and categorize expenses?
Yes. The template includes fields for uploading receipts and selecting categories. You can also add custom fields to fit your organization’s workflow.
Can I brand this with my company’s colors and domain?
Yes, you can fully customize the branding, add your logo, and use a custom domain for a polished, professional experience.