Expense Reimbursement template

An expense reimbursement form built around the receipt: category, purchase date, total amount, and an upload that takes up to 10 files — photos or PDFs — in one go. Employees submit once, finance gets everything it needs, and approved expenses ride the next payroll run.

Use this template Start free — no card

8 questions · works on the free plan (500 responses/month) · fully customizable

File upload question

What’s inside

The questions this template ships with — rename, reorder, or delete any of them in the builder.

01Your nameShort text

02What kind of expense is this?Dropdown

03When did you make the purchase?Date

04Total amountNumber

05Upload your receiptsFile upload

06What was it for?Long text

When to use this template

A startup drowning in receipts forwarded by email, Slack DM, and one crumpled paper handed to the office manager
A sales team back from a conference with a week of meals, rideshares, and a client dinner to file in a single submission
A nonprofit that reimburses volunteers for supplies and needs a paper trail its treasurer can export at year-end
A company without expense software that wants structured submissions before it's big enough for Expensify

Tips to get more from it

The receipt upload allows up to 10 files at 10 MB each and accepts any file type — phone photos and emailed PDF invoices both work. Raise maxFiles in the field editor if your travelers file monthly batches.
The amount field is a number field with a note to use the receipt's currency. If you only reimburse in USD, say so in the description to save finance a conversion step.
Edit the category dropdown to mirror your accounting codes — matching categories to your chart of accounts makes the CSV export drop straight into your books.
The 'what was it for' long-text asks for one line per item. Keep that phrasing; itemized answers are the difference between instant approval and a follow-up email.

Questions people ask

How many receipts can an employee attach?

Up to 10 files per submission, 10 MB each, in any format — photos, PDFs, or scans. The limits are editable on the file field.

Can I export expenses for my accountant?

Yes. Every response exports as CSV with the category, date, amount, and description columns intact, and uploaded receipts are downloadable from each response.

Is this expense form free, and is there a catch?

No catch — unlimited forms and 500 responses a month on the free plan, no card required. If your team files more than 500 expenses monthly, Pro ($14.99/mo) lifts that to 5,000.