Free Expense Reimbursement Packet — Totals + Receipts in One PDF
Stop stitching together emails and spreadsheets. Build a single PDF that outlines totals by category, lists receipts with thumbnails, and provides an appendix for auditors or judges.
TL;DR
- Log every reimbursable expense with date, vendor, category, and amount.
- Attach scans or photos of receipts; the packet keeps a filename index for review.
- Optional mileage section auto-calculates totals based on miles × rate.
Build your packet now
Open the Expense Packet tool →Who needs a reimbursement packet?
Anyone seeking repayment for work expenses—employees, contractors, tenants, or litigants—benefits from packaging proof in a single PDF. Courts and finance teams alike prefer organized exhibits that summarize totals upfront.
How to group categories
Keep categories broad enough for quick review but specific enough for accounting codes: Travel, Meals, Lodging, Supplies, Professional Services, or Mileage. If finance uses GL codes, add them to the notes column.
Best practices for receipts
- Label file names with date_vendor_amount for quicker searches.
- Highlight tip lines or handwritten totals before photographing.
- For digital receipts, download the PDF instead of screenshotting whenever possible.
Attaching bank corroboration
When finance teams request proof of payment, attach the relevant bank or credit card statement pages. Use theBankSummaryLedger tool to summarize accounts, then include statement snippets in the appendix.
FAQs
- What if I have mixed personal/business charges?
- Highlight the reimbursable portion and describe the split in the notes so reviewers understand the adjustment.
- How do I handle missing receipts?
- Attach a statement explaining the expense and include card statements or emails that confirm the purchase.
- Can I request per-diem?
- Document the days covered and cite the policy rate in the notes; provide receipts only when policy demands it.
- How should I present mileage?
- List the route, miles, and rate. Attach a map screenshot or log if your organization requires it.