Expense Request Form Template
Submit business expenses clearly — with the details finance actually needs.
Chasing down receipts and vague descriptions after the fact is one of the more tedious parts of expense management. A structured expense request form means everyone submits the same information in the same format — which makes approvals faster and reimbursements more predictable.
This template captures the employee's name and department, the expense date and amount, the category (travel, meals, supplies, equipment, and so on), the business purpose, the project or cost center if applicable, and a receipt upload. Optional fields for mileage rate and GST/HST break out the details that accounting needs without requiring a separate submission.
Connect the form to your accounting system or a shared spreadsheet so every submission lands in the right place without manual forwarding. Managers can receive an email notification on submission and approve or follow up from there.
Date, amount, vendor name, expense category, business purpose, and a receipt. The business purpose is the field most people leave vague — 'client lunch' is less useful than 'lunch with [client name] re: Q3 renewal.' Specific descriptions make it easier to approve quickly and code correctly.
The form itself doesn't enforce limits, but you can add an acknowledgement field where submitters confirm the expense is within policy. For automated enforcement, connect the form to an approval workflow where a manager reviews submissions above a set threshold before reimbursement is processed.
Add a currency field and an exchange rate field so submitters can document the original amount and the equivalent in your base currency. Some teams also require a screenshot of the exchange rate used on the date of the transaction — worth specifying in your expense policy and including as a note on the form.
The standard template covers one expense per submission, which keeps records clean and easy to trace. For employees submitting multiple expenses from a single trip or project, consider a matrix question or a repeating section that captures multiple line items in one submission.
Most tax authorities require business expense records to be kept for at least 3–7 years depending on jurisdiction. Store all submissions and attachments in a system that can be searched and exported, and don't delete historical records without confirming you're past the required retention period.
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