HR & internal
Expense claim
Receipts as an upload rather than an attachment on an email means they end up in one exportable place. The declaration is a consent block, which timestamps it.
- Questions
- 7
- Takes about
- 2.5 min
- Style
- One page
- Scoring
- None
Free, no card. It lands in your workspace as an editable draft.
Worth knowing
- The welcome screen and the intro text above the first question carry example turnaround times, policies and promises. Rewrite them as yours before you publish — they are the part respondents take literally.
What's in it
Claim an expense
Welcome screen
Before you submit One receipt per claim; submit separate forms for separate expenses · A p…
Rich text
- 1
Your name*
Short text
- 2
Date of the expense*
Date
- 3
Category*
Travel · Accommodation · Meals · Equipment · +2
Multiple choice
- 4
Amount*
Number
- 5
What was it for?*
Short text
- 6
Receipt*
File upload
- 7
Declaration*
Consent
Claim submitted
Ending
How to use this template
Open it as a draft
Press "Use this template" and it lands in your workspace as an editable form with all 7 questions already in it. No card, and nothing is published until you say so.
Cut what you do not need
Every question you remove is one fewer reason to abandon the form. It takes about 2.5 minutes to fill in as it stands, and that is the number worth protecting.
Add from the question bank
Pick what you are missing from the questions below. Drag any of them in, change the wording, and use conditional logic so people only see the ones that apply to them.
Share it, or put it on your own site
Publish to get a link, or embed it in a page you already have. Answers arrive in your dashboard, and you can send them on to anywhere else with a webhook or an integration.
32 expense claim form questions to choose from
Expense claims are rejected for two reasons: no receipt and no explanation of what it was for. Both are form problems, and both are fixable by asking properly.
Make the receipt upload required. Chasing them later costs more than the claim.
Who is claiming
- What is your name?
- What is your employee number?
- Which department or cost centre?
- Who is your approving manager?
- What is your email address?
- Which bank account should this be paid to?
- Is this a personal card or a company card?
- Which period does this claim cover?
The expense
- What was the expense?
- What category is it? (Travel, accommodation, meals, equipment, other)
- How much was it?
- Which currency?
- What was the exchange rate, if not in your home currency?
- What date was it incurred?
- Where was it?
- Who was the supplier?
Justification
- What was it for?
- Which project or client does it relate to?
- Was it pre-approved? By whom?
- Who else was present?
- If it was a meal, how many people?
- Was any part of it personal?
- Does it exceed the policy limit? Why?
- Is there a purchase order number?
Evidence
- Upload the receipt.
- Upload the invoice, if separate.
- Upload the boarding pass or ticket.
- Is VAT shown on the receipt? How much?
- Is the receipt itemised?
- If the receipt is lost, explain what happened.
- Do you confirm this claim is accurate and within policy?
- Signature and date
Expense Claim form questions, answered
- What should an expense claim form ask?
- Amount, date, category, business reason and a receipt. The business reason is what makes it approvable without a conversation, and it is the field most often left out.
- Can employees upload receipts to an expense form?
- Yes, and make it required. A file upload question takes a photo from a phone, which is how most receipts actually exist.
- How do I handle multiple expenses in one claim?
- One submission per expense is easier to approve and to reconcile. If you need batches, use a repeating section or ask people to submit the form once per line.
- Can expense claims go to our accounting system?
- Yes. A webhook or an integration passes each submission on, so nothing is rekeyed and the receipt stays attached to the claim.
- Is this expense claim form template free?
- Yes. Use it, publish it and collect answers on the free plan with no card. Paid plans add things like payments, scheduling, removing our badge and your own domain, but none of them are needed to run this form.
- Do I need an account to use it?
- You need one to edit and publish, because the form has to live somewhere and the answers have to come back to you. Signing up takes about a minute and does not ask for a card. The people filling your form in never need an account.
- Can I change the questions?
- All of them. The template is a starting point, not a fixed form: add, remove, reword and reorder anything, change the look, and use logic so people only see the questions that apply to them.
- Can I put it on my own website?
- Yes. Embed it in a page you already have, or share the link. On a paid plan you can serve it from your own domain so the address says your name rather than ours.
- Where do the answers go?
- Into your dashboard, where you can read, search and export them as CSV. You can also have each response emailed to you, pushed to another tool with a webhook, or sent to a connected integration.
- How long does this form take to fill in?
- About 2.5 minutes as it stands, across 7 questions. Every question you cut brings that down, and shorter forms get finished more often.
Worth reading next
- The forms your team needs and nobody builtMost small businesses run half their internal processes through email threads and memory. A form is usually a better answer than a system.
- How to Collect Files and Documents Through a FormCVs, photographs, certificates and signed documents: size limits, file types, security, and why a required upload loses people.