Expense Reimbursement
Collect expense claims with receipts and approval details.
Overview
The Expense Reimbursement template makes it simple for staff to submit work expenses for approval. Employees enter the expense details, the amount and the date, then upload a photo or scan of each receipt using the file upload field. Claims arrive in your responses dashboard with the supporting receipts attached, so your finance team can review and approve them quickly and pay the reimbursement through your existing accounting tool.
Adapt the form in the NodumForms drag-and-drop builder to match how your business handles expenses. Use a dropdown for expense category such as travel, meals or equipment, short text fields for the amount and date, a long text field for the business reason, and a file upload for receipts. Add the employee's name and the cost centre or project the expense relates to. Apply your company branding through the Styles panel, and reorder or remove fields so claimants only see what is relevant to your reimbursement policy.
It is worth being clear that NodumForms collects the claim and its receipts but does not handle the payment itself; the actual reimbursement always happens in your own finance or payroll tool. Once a claim is reviewed and approved, export the details to CSV and process the payment wherever you normally do. The Table view gives finance a clear, scannable list of outstanding claims, the live response count flags new submissions as they come in, and you can delete a response once a claim has been settled and recorded, keeping your dashboard focused on what still genuinely needs attention.
Perfect for
Approve staff expenses with receipts attached
Finance teams and office managers use this form to gather expense claims without paper receipts piling up. An employee who paid for a client lunch opens the form, enters the amount, selects the meals category and uploads a photo of the receipt. Finance reviews the claim in the dashboard, approves it, then reimburses the employee through the company accounting tool and marks the claim as done.
Why this template works
- Capture every claim with its receipt attached through file upload
- Sort expenses by category, project or cost centre with dropdown fields
- See outstanding claims at a glance in the Table view
- Export approved claims to CSV to reimburse in your finance tool
How to use
- Choose the Expense Reimbursement template to load the form into your builder.
- Customise the categories and fields to match your expense policy, and add your branding.
- Publish the form and share the link with staff, or embed it on your internal expenses page.
- Review and approve claims in the dashboard, then export to CSV to reimburse in your finance tool.
What this template includes
- Employee name
- Expense category
- Amount claimed
- Date of expense
- Business reason
- Receipt upload
- Cost centre or project
FAQ
- Does NodumForms pay out the reimbursement?
- No. The form collects the claim and receipts so you can review and approve them. The actual payment happens in your own finance or payroll tool; export the approved claim to CSV and process it there.
- Can staff upload their receipts?
- Yes. The template includes a file upload field for receipt photos or scans, and you can add more upload fields if a single claim covers several separate receipts or documents.
- Can I organise claims by category or project?
- Yes. Add a dropdown for expense category and a field for the cost centre or project, so finance can filter and reconcile claims against the right budget when exporting to CSV.