Download the CSV, open it in Excel or import it into Google Sheets, and add one row per expense. Columns cover the date, merchant, category, business purpose, amount, how it was paid, whether you have the receipt and whether it needs reimbursing. Delete the example row before you start.
Opens in Excel. In Google Sheets, choose File, Import, Upload. Delete the example row before you start.
Date
Merchant
Category
Business purpose
Amount
Paid with
Receipt attached
Reimbursable
Status
2026-10-26
Example: Bluebird Coffee
Meals
Client meeting with [name]
18.40
Company card
Yes
No
Matched
Suggested categories
Software and subscriptions
Office supplies and small equipment
Rent and utilities
Travel
Meals
Marketing and advertising
Professional services
Contractors
Insurance
Bank and payment fees
Education and training
Dues and memberships
Shipping and postage
Repairs and maintenance
Miscellaneous
The template is a plain CSV file, so it works in any spreadsheet app. In Google Sheets, choose File, then Import, then Upload, and replace the current sheet.
Use the category list below, or swap in the names from your own chart of accounts. Consistent categories matter more than the exact names.
Yes. There is no sign-up and nothing to enter before you download it.
Can I use it in Google Sheets?
Yes. Upload the CSV with File, Import in Google Sheets. Excel opens it directly.
Which categories should I use?
Use the categories in your chart of accounts. If you don’t have a list yet, the categories below and in our expense categories guide are a reasonable start.
When should I move off a spreadsheet?
When chasing receipts and re-keying lines takes more time than the spreadsheet saves. Barespend collects receipts, matches them to card and bank transactions and codes them for your books.