Falcon Blog

Falcon’s Expense Report Template & What Exported Reports Look Like

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Falcon’s mobile app expense report template provides employers with expense reports that meet IRS recordkeeping requirements.

Background Information

Falcon Expenses is a mobile app for expense tracking, capture, and reporting. This post is about what expense reports look like that are exported from Falcon Expenses using Falcon’s expense report template. With Falcon Expenses, users can scan receipts (we type merchant name, amount and date), track mileage expenses (with their GPS) and log billable hours.

? Download Falcon Expenses
Falcon Expenses is free to download. If you’re on a desktop it’s best to use your phone and search for Falcon Expenses on the app store.

Expenses entered using Falcon’s mobile expense app are organized into easy-to-read expense reports. Falcon Expenses mobile app autogenerates expense reports. In addition, included in Falcon’s expense reports are the receipt images that the user takes pictures of with their phone and attaches to applicable expense entries. Basically, Falcon Expenses expense report template is auto-populated with the expenses entered by the user. Further, the user can exports their reports via email to anyone all from their phone. For example, email expense reports to a manager, employer, client, boss, accountant, etc.

For more information about Falcon Expenses mobile expense report app features please review the following posts:

So, what exactly do these reports look like?

Falcon Expenses offers two formats for exporting expense reports. In addition, both use the same expense report template.

  1. Spreadsheet
  2. PDF

Spreadsheet Expense Report Template and Export

The spreadsheet expense report export contains a summary of the expense data in a spreadsheet. This makes it easy for the reviewer (i.e. an accountant, manager or boss) to manipulate the data.

The image below shows the email attachment received by the recipient after a CSV report was submitted from Falcon Expenses mobile app. This is how the attachments appear in the recipient’s inbox. Included in the attachments is a summary of the expenses, which is the CSV file. Attached individually are the receipts. Quickly download the receipts with one click for storage and safe keeping.

Falcon's Expense Reporting App Spreadsheet Expense Report Output

Below is what an email would look like with both CSV and PDF report formats attached. In this email you see the addition PDF file attachment on the right of the bottom row.

Falcon Expenses Expense Report Email and What it Looks Like

? Download Falcon Expenses
Falcon Expenses is free to download. If you’re on a desktop it’s best to use your phone and search for Falcon Expenses on the app store.

PDF Expense Report Template and Export

PDF report outputs include the expense report summary and the receipt images in one PDF file. Thus in one attachment. Further, the first page of the PDF expense report export includes the summary of all of the expense information. Also, attached as four images per page after the expense report summary page are the receipt images. In addition, correlate attached receipt images expense items found on the expense report summary page. More specifically, make this correlation by matching the name above the receipt image with the name located on the ‘Receipts’ column of the expense report summary page. An example of a PDF report output is below.

Falcon's Expense Report App Report Export

? Download Falcon Expenses
Falcon Expenses is free to download. If you’re on a desktop it’s best to use your phone and search for Falcon Expenses on the app store.

The Columns Contained in the Spreadsheet and PDF Expense Summary Chart Include

For cash expenses …

  • date
  • amount
  • merchant
  • category
  • comment
  • receipt (the receipt image that the user took a picture of with their phone)
  • tags (you can add more than one tag)

For mileage expenses …

  • date
  • total miles
  • rate (i.e. the reimbursement rate per mile)
  • start (i.e. start address and end address or start odometer readings and end odometer readings)
  • end (i.e. start address and end address or start odometer readings and end odometer readings)
  • comment
  • mileage (i.e. the total amount of the mileage expense)
  • tolls
  • parking
  • total (i.e. the total amount of the mileage expense including parking and tolls
  • tags (you can add more than one tag)

For billable hours …

  • date
  • number of hours
  • rate (i.e. amount charged per hour)
  • amount (i.e. the total amount of the expense)
  • comment
  • tags (you can add more than one tag)

? Download Falcon Expenses
Falcon Expenses is free to download. If you’re on a desktop it’s best to use your phone and search for Falcon Expenses on the app store.

What different report export settings are available in Falcon Expenses mobile expense app?

You can set Falcon Expenses to export only the PDF format or only the spreadsheet format. Also, you can set Falcon Expenses to export BOTH the PDF and the spreadsheet format. To do this, tap on the settings icon located in top right of the yellow navigation bar. Scroll down until you see the option, ‘Report Output’. There, you will see two options: Spreadsheet and PDF. If the option, or options, is the color teal, that means it is selected. See image below for a screenshot of this section on the settings page. Squared off in red is the ‘Report Output’ section.

Falcon Expenses Setting Page Expense Report Output Options

? Download Falcon Expenses
Falcon Expenses is free to download. If you’re on a desktop it’s best to use your phone and search for Falcon Expenses on the app store.

Other

Lastly, for detailed information of the IRS requirements for expense reporting and expense recordkeeping please review this post, IRS Rules for Recording Business Expenses: Travel, Transportation, Meals and Entertainment.

About Falcon Expenses, Inc.

Falcon Expenses is an iOS solution for expense tracking and management. Scan receipts, we type merchant, date and amount, auto-track mileage expenses via GPS and log billable hours with an integrated timer. Quickly organize expenses by time period, project or client and easily prepare reports for email to anyone in PDF or spreadsheet formats, all from your phone. Use for reimbursements, taxes, record keeping or invoicing. Falcon Expenses is great for professionals, freelancers, realtors, business travelers, truckers and more. Find out more, here.

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