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Expense Report / Reimbursement Claim

Employee expense claim with dated items, category and amounts, advance received and the amount to be reimbursed, ready for approval.

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Expense Report / Reimbursement Claim - sample

EXPENSE REPORT

Bright Studio
Employee: Anita Rao (E-2041)
Department: Marketing		Date of claim: 06/10/2026
Period: Client visit to Pune, 12-14 March 2026
DateDescriptionCategoryAmount
12/03/2026Train tickets, Mumbai - Pune (return)Travel1,450.00
13/03/2026Hotel, 2 nightsLodging5,200.00
13/03/2026Client lunchMeals1,200.00
Total expenses7,850.00
Amount to be reimbursed ____________5,850.00

Amount in words: Five thousand eight hundred fifty only

I certify that these expenses were incurred on company business and that receipts are attached.



Employee: Anita Rao

Approved by: Rohan Desai
Signature: ____________

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Expense Report / Reimbursement Claim

An expense report lets an employee claim back money spent on the company's behalf. Attach the receipts, list each item with its date and category, and deduct any advance already paid.

When to use it

  • Billing clients and customers
  • Quoting before a job
  • Chasing late payment
  • Refunds and cancellations

How to write Expense Report / Reimbursement Claim

  1. Enter your business details and the customer's, then the invoice or quotation number and date.
  2. Add one row per item with quantity, rate and amount; the totals are yours to type, so check the arithmetic.
  3. Add payment terms, bank details and any tax number your country requires.
  4. Download the PDF and send it; keep a numbered copy for your records.

Attach with it

  • Purchase order or contract reference
  • Bank or payment details

Common mistakes

  • No invoice number
  • No due date
  • Wrong tax treatment

Options you can choose

Tone and salutation, validity statement, ID-copies note, witness boxes, execution note (notary / stamp paper / oath), QR or reference box, four layouts and - in any language except English - a side-by-side English copy.

How to write a Expense Report / Reimbursement Claim

  1. Fill in the form: Company name, Employee name, Employee ID, Department, Period / purpose of expenses, Total expenses.
  2. Add your letterhead, logo, footer or watermark if you like.
  3. Download a print-ready PDF - or send it for e-signature.

Invoices, quotations & payment letters →

FAQ

What should be attached to an expense claim?

Original or scanned receipts for every item, and any approval your policy requires for large amounts.

What must an invoice show?

Seller and buyer details, a unique number, the date, a description with quantity and price, tax where charged, the total and how to pay.

Do I need a tax number on the invoice?

Where you are registered for VAT or GST, yes. Check your country's invoice rules.

Is this Expense Report / Reimbursement Claim template free?

Yes. You can fill it in online and download it as a PDF for free, without installing anything.

Can I change the wording?

Yes. Every sentence of the document can be edited on the page before you download it.

This is a general template, not legal advice. Check any requirements that apply in your country or organisation.

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