Expense Reimbursement Form Template
A free expense reimbursement form for employees and volunteers. Submit the expense, amount, category and a photo of the receipt for approval in one form.
Customize the pages and design to fit your needs.
About this template
Replace emailed receipts with one expense form. Staff add what they spent, the date, category, project or cost code and a photo of the receipt, then sign to confirm it was a business expense.
Common uses
- Employee travel and meals
- Volunteer and contractor expenses
- Mileage claims
Key features
- Receipt upload
- Category and cost code
- Signed by the claimant
What this template asks
What's your full name?
Short Text
What's your work email?
Email
What was the expense for?
Short Text
Which category is it?
Single Choice · Travel, Meals, Lodging, Mileage, Supplies, Something else
When did you pay?
Date
How much was it?
Short Text
Which project or cost code?
Short Text · Optional
Upload the receipt
File
How would you like to be paid?
Single Choice · With payroll, Bank transfer, Check
Sign to confirm this was a business expense
Signature
How to use this template
Copy it
Select Use template and a copy opens in your workspace as an unpublished draft.
Make it yours
Edit any question or answer, choose a theme, and add your logo.
Share it
Publish, then send the link, show a QR code, or embed the form on your site. Responses arrive in Submissions.
Frequently asked questions
What should an expense reimbursement form include?
Who spent the money, what it was for, the category, date, amount, project or cost code, the receipt and how they want to be paid.
Can employees upload receipts from their phone?
Yes. They snap a photo of the receipt in the form, and it's saved with the claim.
Can I use it for mileage?
Yes. Choose mileage as the category and add the miles and rate in the description or amount.