Expense Register Format — Free Excel and App
An expense register lists every business expense with date, category, amount and who paid.
Use it to see where money goes each month and to keep proof ready for your accountant.
Expense Register format preview
| Date | Category | Description | Amount | Paid by | Payment mode | Bill attached (Y/N) |
|---|---|---|---|---|---|---|
| 12-Nov-2026 | Transport | Tempo hire | ₹1,800 | Kiran | Cash | Y |
The second row is a filled sample.
What each column means
Date
Example: 12-Nov-2026
Category
Example: Transport
Description
Example: Tempo hire
Amount
Example: ₹1,800
Paid by
Example: Kiran
Payment mode
Example: Cash
Bill attached (Y/N)
Example: Y
Please note: Rules on which records you must keep, and in what layout, can differ by state and by business type. Check the requirement that applies to you with your CA or labour consultant before adopting any format.
Expense Register FAQs
What is an expense register?
A record of all business spending with category, amount and payment details.
How do I group expenses?
Use a category column such as rent, transport, salary and repairs, then total by category.
Should I keep bills?
Yes. Keep bills or attach a photo so your accountant can verify entries.
Can staff add expenses from phone?
Yes, share the register with staff who can add rows but not delete them.
Related registers
Cash Book
Format and sample
Vehicle Log Register
Format and sample
Salary Advance Register
Format and sample
Running a professional services business? See Recordbook for professional services · Recordbook vs Excel