How to Make Office Expense Sheet in Excel (with Easy Steps)

Here’s an overview of how a sample office expense sheet might look. You can customize this template later.

How to Make an Office Expense Sheet in Excel: 8 Easy Steps

Step 1 – Turn Off Gridlines

• From the View tab, deselect Gridlines.

Step 2- Add the Basic Information

• Include this information about the company:
  • Company Logo.
  • Company Name.
  • Company Department.
  • Company Phone Number.
  • Company Email Address.
• Add the duration of the expense sheet:
  • From: 6-June-2022.
  • To: 28-July-2022.

Step 3 – Add Column Headers

• Insert these columns:
  • Date
  • Description
  • Payment Method
  • Category
  • Amount

Step 4 – Insert a Dropdown List for the Payment Method

• Select the cell range D12:D17.
• From the Data tab, select Data Validation.

• The Data Validation dialog box will appear.
• Select List.
• Put “Cash, Credit” inside the Source box.
• Press OK.

• You can use the dropdown list to select the payment method in the Office Expense Sheet.

Step 5 – Data Entry and Proper Formatting

• Insert data in the Date, Description, Category, and Amount columns.

• Select the cell range B12:B17 and press Ctrl + 1.
• The Format Cells dialog box will pop up.
• Select the desired Type from the box and press OK.

• Select the cell range F12:F17 and press Ctrl + 1.
• Select Currency from the Category.
• Set Decimal places to 0.
• Press OK.

• The Office Expense Sheet will look like this.

Step 6 – Apply the SUM Function to Get the Total

• Use the following formula in cell F18.

• Press Enter.

Step 7 – Automating the Conversion to Words Using VBA

• Press Alt + F11 to bring up the VBA window.

• From Insert, select Module.

• Insert the following code in the module.

Option Explicit
Function Number_To_Words(ByVal xNumber)
        Dim xDollars, xCents, xT
        Dim xPlace, xCount
        ReDim Place(9) As String
        Place(2) = " Thousand "
        Place(3) = " Million "
        Place(4) = " Billion "
        Place(5) = " Trillion "
        xNumber = Trim(Str(xNumber))
        xPlace = InStr(xNumber, ".")
        If xPlace > 0 Then
                xCents = xTens(Left(Mid(xNumber, xPlace + 1) & "00", 2))
                xNumber = Trim(Left(xNumber, xPlace - 1))
        End If
        xCount = 1
        Do While xNumber <> ""
                xT = xHundreds(Right(xNumber, 3))
                If xT <> "" Then xDollars = xT & Place(xCount) & xDollars
                If Len(xNumber) > 3 Then
                        xNumber = Left(xNumber, Len(xNumber) - 3)
                Else
                        xNumber = ""
                End If
                xCount = xCount + 1
        Loop
        Select Case xDollars
                Case ""
                        xDollars = "No Dollars"
                Case "One"
                        xDollars = "One Dollar"
                 Case Else
                        xDollars = xDollars & " Dollars"
        End Select
        Select Case xCents
                Case ""
                        xCents = ""
                Case "One"
                        xCents = " and One Cent"
                            Case Else
                        xCents = " and " & xCents & " Cents"
        End Select
        Number_To_Words = xDollars & xCents
End Function
Function xHundreds(ByVal xNumber)
        Dim xResult As String
        If Val(xNumber) = 0 Then Exit Function
        xNumber = Right("000" & xNumber, 3)
        If Mid(xNumber, 1, 1) <> "0" Then
                xResult = xDigit(Mid(xNumber, 1, 1)) & " Hundred "
        End If
        If Mid(xNumber, 2, 1) <> "0" Then
                xResult = xResult & xTens(Mid(xNumber, 2))
        Else
                xResult = xResult & xDigit(Mid(xNumber, 3))
        End If
        xHundreds = xResult
End Function
Function xTens(tt)
        Dim xResult As String
        xResult = ""
        If Val(Left(tt, 1)) = 1 Then
                Select Case Val(tt)
                        Case 10: xResult = "Ten"
                        Case 11: xResult = "Eleven"
                        Case 12: xResult = "Twelve"
                        Case 13: xResult = "Thirteen"
                        Case 14: xResult = "Fourteen"
                        Case 15: xResult = "Fifteen"
                        Case 16: xResult = "Sixteen"
                        Case 17: xResult = "Seventeen"
                        Case 18: xResult = "Eighteen"
                        Case 19: xResult = "Nineteen"
                        Case Else
                End Select
        Else
                Select Case Val(Left(tt, 1))
                        Case 2: xResult = "Twenty "
                        Case 3: xResult = "Thirty "
                        Case 4: xResult = "Forty "
                        Case 5: xResult = "Fifty "
                        Case 6: xResult = "Sixty "
                        Case 7: xResult = "Seventy "
                        Case 8: xResult = "Eighty "
                        Case 9: xResult = "Ninety "
                        Case Else
                End Select
                xResult = xResult & xDigit(Right(tt, 1))
        End If
        xTens = xResult
End Function
Function xDigit(dd)
        Select Case Val(dd)
                Case 1: xDigit = "One"
                Case 2: xDigit = "Two"
                Case 3: xDigit = "Three"
                Case 4: xDigit = "Four"
                Case 5: xDigit = "Five"
                Case 6: xDigit = "Six"
                Case 7: xDigit = "Seven"
                Case 8: xDigit = "Eight"
                Case 9: xDigit = "Nine"
                Case Else: xDigit = ""
        End Select
End Function

• Hit Save and close the Module.
• Use the following formula in cell B20.

• Press Enter.

Step 8 – Insert a Space for Comments and the Signature

• Add blank spaces to insert comments and the signature of the concerned authority.

• The Office Expense Sheet is complete. Here’s an overview.

Download the Practice Workbook

You can download the file to use as a template and modify it as needed. Insert rows before the Total row to keep the functions working.

Related Articles

• How to Make Personal Expense Sheet in Excel
• How to Make Monthly Expenses Sheet in Excel

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