Reimbursement Form Template

Simplify team expense reimbursements with a request form you can customize and automate.

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Overview

This free reimbursement form template helps businesses streamline employee reimbursement requests and eliminate messy email threads, PDFs, and manual approvals.

Employees can easily submit requests with receipt uploads, expense categories, and payment details — and managers can review and approve everything in one place.

It comes with a sample database to track all submissions, so you can stay organized and process reimbursements faster.

Why use this reimbursement form template

Smooth submission experience: Make it easy for employees to submit expenses with a clean, mobile-friendly form.
Smart form logic: Show only relevant fields based on user input — like displaying travel-related fields only if “Travel” is selected as the category.
Faster approvals: Keep everything in one place so managers can review and approve requests without back-and-forth.

Template features:

Customizable fields
Tailor the form to capture exactly what you need — including amount, date, category, payment method, and supporting documentation.
Multi-step form experience
Break the form into smaller sections like “Employee Info,” “Expense Details,” and “Upload Receipts” to keep it easy to complete.
Conditional logic
Use conditional fields to tailor the form to different scenarios — like auto-skipping sections if the amount is below a certain threshold.
2-way data sync
All responses are stored securely in your database of choice, with the option for you to trigger automations like approval notifications or reimbursement status updates.
Responsive design
Employees can fill out the form from their phone, tablet, or laptop — making it easy to submit expenses on the go.
Thank you page
Add a personalized confirmation page to reassure employees that their request was received and share next steps or processing timelines.

Who is this reimbursement form template for?

This template is ideal for any business that needs a clear, consistent way to collect and manage expense reimbursements. Examples include:

Startups & small businesses: Collect receipts and payment info from team members without juggling spreadsheets or email threads.
Operations & HR teams: Standardize reimbursement processes and reduce admin time with centralized data and workflows.
Agencies & consulting firms: Track team travel, meals, and project-related expenses in one place.
Nonprofits: Ensure transparency and accountability with documented reimbursements and a digital paper trail.
Remote teams: Let employees submit expenses anytime, anywhere — without waiting for in-person reviews or office access.

“What we love most about Softr is the instantaneous, customizable power a no-code platform allows.”

David Malbin

Founder, Integral Ed

How to set up your reimbursement form template

1
Click Use template: Sign up or log in to your Softr account (it’s free, no credit card required!)
2
Connect and map your data: Connect to any of 14+ data sources (like Airtable, Google Sheets, HubSpot, Notion, and more) in just a few clicks. Map your data to replace mock content in pre-set fields and pages.
3
Customize logic and branding: Adjust layouts with drag-and-drop. Set user groups and permissions to control access, then style everything to match your brand.
4
Go live in minutes: Your reimbursement form is ready! Publish and share the URL with your clients to start collaborating.

Frequently asked questions

What is a reimbursement form?
A reimbursement form is a standardized way for employees to request repayment for business-related expenses. It typically includes fields for payment details, receipts, expense categories, and justification.
What data sources can I use this form with?
This template includes a sample database, but you can also connect it to Google Sheets, Notion, ClickUp, monday.com, or any other Softr-supported data source.
Is this reimbursement form customizable?
Yes — everything is fully customizable. You can adjust fields, form logic, branding, and the thank you page to match your internal process.
Why should I use a digital reimbursement form?
Digital forms reduce manual errors, ensure consistent data collection, and save time for both employees and approvers. With conditional logic and instant data sync, you can speed up the entire reimbursement cycle.