About this template
Managing employee expenses shouldn't require endless email threads and misplaced paper receipts. This Purchase and Reimbursement Form template provides a centralized, structured way for your team to submit out-of-pocket expenses, travel costs, and vendor purchases for approval.
Designed for finance departments, office managers, and business owners, this form captures all essential details including vendor information, purchase dates, cost categories, payment methods, and requested amounts. It also features a dedicated area for attaching receipt links or documentation, ensuring your accounting team has everything needed for fast auditing and payout.
By converting this template into a Google Form with Doc2Form, you can seamlessly track submissions in a connected Google Sheet, automate review workflows, and reimburse your staff without administrative friction.
Key features
- Collect detailed itemized expense and vendor data in one submission
- Standardize receipt uploads via cloud storage links for easy auditing
- Categorize purchases instantly for simplified bookkeeping and tax reporting
- Automatically log every claim into Google Sheets for real-time finance tracking
Use cases
- Employee travel and meal expense claims
- Office supply and software subscription purchases
- Client entertainment and event cost reimbursements
What this form collects
- Full Name (Short answer)Enter your first and last name.
- Email Address (Short answer)Enter your work email address where we can send status updates.
- Purchase Category (Dropdown)Select the category that best describes this expense.
- Vendor Name (Short answer)Name of the merchant, store, or supplier where the purchase was made.
- Receipt Date (Date)Date when the transaction occurred.
- Receipt Amount (Short answer)Enter the total amount shown on the receipt including taxes and fees.
- Requested Reimbursement Amount (Short answer)Enter the exact amount you are requesting to be reimbursed.
- Payment Method (Multiple choice)How was the purchase paid for?
- Recurring Cost Status (Multiple choice)Is this a one-time expense or a recurring charge?
- Receipt Upload (Paragraph)Please paste a link to your file (Google Drive, Dropbox, etc.) or describe the document you wish to attach.
- Additional Details (Paragraph)Provide any extra context, business justification, or notes for the finance team.
FAQ
How do employees submit receipts using this form?
Respondents can easily paste a link to their receipt stored in Google Drive, Dropbox, or any other cloud platform directly into the upload field.
Can I connect this form to Google Sheets for tracking?
Yes! Google Forms automatically links responses to a Google Sheet, allowing your finance team to review, sort, and manage reimbursement requests in real time.
How do I customize the purchase categories?
Once the template is generated in your Google Drive, you can easily open the form editor to add, remove, or edit expense categories to match your company's policy.
Is this template free to use?
Yes, this template is completely free to convert and use via Doc2Form and Google Forms.
Get this form in your Google Drive
Save a copy to your Google Drive with one click (uses 1 credit). Or build from a PDF or description in the app.