Expense Reimbursement Invoice Template is an indispensable article of paperwork for any business that assumes the expenses incurred during a Customer’s job with the intention of being paid back. At times, a valid and easy to follow paper trail may be needed to keep track of the expenses for a job. For instance, a law firm may take charge of reproducing court-mandated materials or a Driver may need to simply pay tolls immediately as they arise so that a shipment may reach its goal on time. In such cases, it is not unusual for the Reimbursement Party seeks to regain the money that was spent during a job and will operate under an agreement that allows this. This invoice template will deliver the means to seek repayment of such expenses while providing its Recipient with the records needed for a positive response.
How to Write in PDF and MS Word
Download: Adobe PDF & Microsoft Word (.docx)
Step 1 – Obtain The Template Required To Invoice For A Reimbursement
Acquire the document request for reimbursement using the “Microsoft Word (.docx)” or “Adobe PDF” links above to download it.
Step 2 – Produce Documentation Identifying The Party Requiring Reimbursement
This paperwork will open with the basic request of identifying the Reimbursement Party. The text box and blank lines at the top of the page will seek this information. Thus, input the legal “Company Name” of the party expecting reimbursement to its contents. 
Naturally, an individual will be placed in charge of acquiring the reimbursement for the entity we named above. This person’s “Name” is mandatory content for the first blank line of this document. The mailing address where the reimbursement may be sent as a check or money order to the above entity is also a strict requirement for the header. The “Street Address” and “City, State, Country” lines will accept both address lines in this mailing address excluding the “Zip Code.” Record the “Zip Code” attached to the Reimbursement Party’s mailing address on the next line. Conclude the header’s call for contact material with the Reimbursement Party’s “Phone” number and “E-Mail” address.
Step 3 – Assign A Unique Filing Number To Define This Reimbursement Request
This reimbursement request will need to be easily identified. The “Invoice #” that will gather all the information we produce here under one document’s filing number should be recorded on the first blank line in the shaded horizontal divider underneath this header. 
The “Date” when reimbursement is formally requested should be displayed on the next line.
Step 4 – Name The Party Responsible For Reimbursement
You will also need to directly call upon a specific entity to provide reimbursement to the Sender of this document for the service or items we will later describe. Before these definitions are recorded however, we must present the legal “Name” of the party that must produce the reimbursement under the words “Bill To.” 
The mailing address used by the Payer supplying reimbursement is needed with this party’s “Name.” Therefore, use the three lines that continue this section to present the “Street Address,” “City, State…,” and the “Zip Code” where the reimbursing Payer receives mail
Step 5 – Record All Services, Supplies, And Merchandise To Be Reimbursed
We will submit a recording of the required reimbursements using a brief table. Here we can provide the hours of service that require payment, the supplies and products, or both. The “Description” box here will allow for an adequate listing of the reimbursable 
Report the price(s) of the reported reimbursables under the word “Amount.” The “Amount” column may now be populated with one or more dollar values that define the expected reimbursement, however, we will go one step further by confirming the sum of these amounts in the “Subtotal” box. You should generate this “Subtotal” even if only one reimbursable is priced (as a matter of convenience). Notice that we will not include any taxes. Any type of “Tax” expected with the above amount should be recorded in the next box of this column. Finalize this request of reimbursement with a sum of the “Subtotal” and “Tax.” After reaching this figure, enter it in “Total.”
Step 6 – Instruct The Recipient When The Reimbursement Is Expected
The table that we have completed will lead to a statement on the left (“Payment Is Due”). The blank line in this sentence serves to inform the Payer of how many days he or she has to submit reimbursement. 
Step 7 – Material Required For Reimbursement May Be Included or Attached
If you wish to include any additional pieces of information such as original log sheets or bills, you may do so after the label “Comments Or Special Instructions.”
How to Write in MS Excel
Download: Microsoft Excel (.xlsx)
Step 1 – Acquire The Spreadsheet Invoice To Seek Reimbursement
Use the Excel template displayed on this page to issue a formal reimbursement request, Obtain it with the button underneath the preview or the “Microsoft Excel (.xlsx)” link presented.
Step 2 – Identify The Party Eligible For Reimbursement
The first cell in this document (A1) will begin our reimbursement process. The business logo used by the Party seeking reimbursement to identify itself must be attached to this field. Place this image in cell A1 by uploading it directly as its contents. 
Cell A2 and A3 will seek the material accompanying this logo. These cells will expect the “Company Name” of the entity requiring reimbursement and the “Name” of the person in charge of this paperwork and obtaining reimbursement produced as their contents. We should make an effort to ensure that the Recipient of this document can contact the Sender by mail. To this effect, satisfy cell A3 with the “Street Address,” cell A4 with the “City, State, Country,” and cell A5 with the “Zip Code” of this address. The last couple of cells (A7 and A8) are presented next to accept your entries of the “E-Mail” and “Phone” number where the Party seeking reimbursement can be reached.
Step 3 – Name The Entity Expected To Reimburse The Sender
Naturally, a specific Party will be responsible for the reimbursement for the funds that were spent. Use cell A11 to “Name” this party and cells A12 through A14 as display areas for the mailing address where the Party providing reimbursement can be reached by mail. 
Step 4 – Record The Reimbursement’s Attached Invoice Number
Before we proceed further down this spreadsheet, we must take a moment to handle the content of cells F4 and H4. These two cells work together to identify this document. Supply the “Invoice#” defining this reimbursement request. You may notice that cell H4 is already populated with the current “Date.” This may be changed if another calendar day of application is more appropriate for your purpose.
Step 5 – Present Details Required To Obtain Reimbursement
A formatted area making up a table has been placed on the sixteenth row. You must fill in this table’s columns to complete this reimbursement request. Detail the services and items the Sender of this document has paid for with the expectation of being reimbursed in cell A17. 
We must continue to the right and place the “Amount” that must be reimbursed to the Sender in cell H17. Our attention must now turn to the next cell in the H column. Here, a total of the above figures without any taxes involved must be reported as the “Subtotal” to cell H18. If your reimbursement requires the Recipient to pay sales “Tax,” then you must list this separately. Cell H19 is reserved for your report on any owed taxes. It should be noted that in a few cases the Party Reimbursing the Sender, may insist on taxes being listed separately. This cell will also function as a reporting area for this information in such a case. This is rare since the sales “Tax” has already been paid and cannot be charged twice however this type of itemization can be useful in some accounting maneuvers. The full dollar value of the expected reimbursement is the sum of the reimbursement’s “Subtotal” (cell H18) and its “Tax” (cell H19). Reach this figure by adding these two cells then record it for the Recipient’s review.
Step 6 – Document The Deadline For These Owed Funds
We have reported quite a bit of information for the review of the Party providing this reimbursement. Now it is time to name a period of time (beginning with the invoice “Date”) when the Recipient is expected to reimburse the Sender for the above funds. Determine this as a matter of days, then supply this number as a substitution for the brackets and hashtag in cell H22. This will complete the “Payment Is Due…” statement nicely. 
Step 7 – Paperwork Supporting This Reimbursement May Be Attached
The Recipient may require the original bill or some documentation that supports the reimbursement request. You may attach such information but should cite it by title in cell H22 after the words “Comments Or Special Instructions.” You can also use this area to address additional subject matter.
