Expense report form for reimbursement

This expense report form lets employees submit an expense for reimbursement in a couple of minutes, with all the details your finance team needs to check and approve it. No more loose receipts and incomplete emails.

What is this expense report form for?

Use it for one-off business purchases: office supplies, a client lunch, software, a training fee or a taxi ride. Employees give their name, department, work email and phone, then the date of purchase, what they paid for and how much it cost. They indicate whether they paid by credit card or cash, add any useful context and confirm that the information is accurate. Each claim arrives in the same format, so approvals and bookkeeping go faster.

Who is it for?

• Small and medium businesses without a dedicated expense tool
• Finance and accounting teams centralising claims
• Associations reimbursing volunteers and board members
• Schools and clubs handling staff purchases

How to adapt it in Mailpro

• Edit the departments, the questions and the texts, and add your logo and colors.
• Add a file upload so employees can attach a photo or scan of the receipt.
• Use conditional questions, for example to request a project code only for client-related costs.
• Share the form by link on the intranet, in an internal Mailpro newsletter or by QR code in the office. Claims arrive in Mailpro.

Tips

• Recall your expense policy in the introduction: limits, eligible costs, deadline for submission.
• Add a currency field if employees spend abroad.
• Ask for one claim per purchase to keep each employee expense report easy to verify.
• Agree on who approves and how quickly reimbursements are paid.

Frequently asked questions

Is this the same as an expense reimbursement form?

Yes. The terms are used interchangeably: the employee declares the cost and asks to be paid back.

What is the difference with an expense claim form for travel?

This one covers single purchases. For trips with several types of costs, a travel expense template is more practical.

Can I use it as my company's expense report template?

Yes. Adjust the departments and policy text once, then share the same link with all employees.

Questions in this template

1. What's your full name?
2. Which department are you in?
   Marketing · Sales · HR · Finance
3. What's your work email address?
4. What's your phone number?
5. When did you make this purchase?
6. What did you buy or pay for?
7. How much did it cost?
8. How did you pay?
   Credit card · Cash
9. Anything else we should know?
10. I agree