Reimbursement Invoice Template
Create professional reimbursement invoices for expense recovery with clear periods and itemized costs. This reimbursement invoice template supports reimbursable expenses, travel, per diem, mileage, supplies, and pass-through client costs—ideal for contractors, employees, and businesses requesting repayment with documentation that’s easy to approve. Download instantly in PDF, Word, or Excel format.
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Invoice Generator
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Subtotal$250.00
Total (USD)$250.00
What to Include on a Reimbursement Invoice
Reimbursement invoices should clearly show what expenses are being repaid and for what time period.
Expense details- Expense period (date range)
- Expense report/reference number (optional)
- Receipts included (optional)
- Cost center/department (optional)
- Reimbursable expenses (itemized)
- Travel expenses
- Meals/per diem
- Mileage reimbursement
- Supplies/materials reimbursement
- Pass-through client costs
- Subtotal, tax (if applicable), total due
- Payment terms and approval notes
How to Itemize Expenses for Faster Approval
Reimbursement requests get delayed when expenses are unclear.
Best practices- Use clear descriptions (what the expense was for)
- Group expenses by category (travel, meals, supplies)
- Include an expense period and reference number
- Note whether receipts are included or available
Travel, Mileage, and Per Diem on Reimbursement Invoices
Travel-related reimbursements are common.
Common categories- Travel costs (transportation, lodging, transit)
- Meals or per diem
- Mileage reimbursement
Pass-Through Client Costs and Cost Recovery
Many service providers pay costs on behalf of clients.
Examples- Booking fees
- Subcontractor expenses
- Materials purchased for a client
- Platform or processing costs