expense report fields

9 Fields for expense reports

Salespeople are always on the go. Whether it be on the road to meet new clients, or following up with calls or emails, they’re always moving from one place to another. It’s no question that many of them have a hard time keeping up with all the admin work that comes with it.

One of the most stressful aspects of a salesperson’s job is having to keep track of the expenses they include while trying to make a sale. While there have been a ton of expense report software available, they have one thing in common – they have the right fields.

If you’re wondering what kind of columns your expense report needs to have, no need to go further. Here’s all that you need to have on your list:


streamline expense reportsAccount Number

Many companies assign account numbers to specific salespeople or teams. It’s easier to keep track of expenses this way, instead of relying on names that may duplicate.


Author’s Name

While account numbers are useful, names are also necessary to quickly validate receipts paid for using company credit cards.



Amounts are essential aspects of expense reports because it shows how many financial resources are still available during a client engagement. It should also include taxes paid and discounts available.


Date & Time

Companies need to check if the budget for a particular window such as food for lunch or dinner.



For companies that have bases in different cities or countries, this avoids issues that arise from filing taxes across local governments.



Different companies have different budgets concerning the kinds of expenses. Whether it’s for food, petrol, or hotel fees, it’s necessary to track for salespeople to stay within budget.



Many companies have partner vendors that provide discounts to their employees and clients.


Client / Project

Salespeople often have to manage a multitude of clients. Companies need to keep track of which client or project the purchases were made for.


Sometimes, the other fields will not include important details that company accountants might need to determine if the expenses are acceptable or not, such as sudden expenses for team dinners or re-booking flights.


While expense reporting will always be a necessary component in the sales process, it doesn’t have to be stressful. There is much available software for people to keep track of how much they’ve spent trying to close a sale. However, not all of them are easy to use.

Having to learn a new complicated application or program is difficult for a lot of sales teams, and can sometimes cause delays, issues, and unnecessary stress. Thankfully, Hey DAN gives salespeople the option to take control of their finances better. Hey DAN lets busy salespeople on the road never have to worry about their expense report ever again.

Providing a seamless and effortless voice to CRM technology that can file your expenses with a single call, you’ll be sure that your salespeople can focus on what matters – closing deals.