Reimbursement invoice template you can fill in online
Reviewed in November 2026
A reimbursement invoice bills a client back for money spent on their project. Each line is an expense at cost with the receipt number that proves it. It travels apart from the fee invoice or as a clearly marked section of it. The generator above opens with project costs from a Pune consultancy.
Reimbursement invoice
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What it includes
- Business name, address, GSTIN and contact
- Invoice number and date
- Client name, address and engagement or PO reference
- Expense period
- Lines: expense with vendor and receipt number, quantity, cost, amount
- Total to reimburse
- List of receipts attached
- Payment instructions and due date
Reimbursement invoice: full text
REIMBURSEMENT INVOICE
[Kulkarni Project Consultants]
[Baner, Pune] · GSTIN [number] · [accounts@domain]
Invoice no.: [KPC-R-0310]
Date: [6 November 2026]
Expense period: [1 to 31 October 2026]
Bill to:
[Greenfield Agro Foods Pvt Ltd]
[Chakan, Pune] · Engagement letter dated [2 June 2026] · PO [number]
Expense Qty Cost Amount
[Courier of documents to Delhi, docket [no.]] [6] [180.00] [1,080.00]
[Printing and binding of tender set] [4] [1,250.00] [5,000.00]
[Design software licence, 1 year, for the project] [1] [18,500.00] [18,500.00]
[Municipal permit application fee, receipt [no.]] [1] [7,500.00] [7,500.00]
[Sample materials bought for lab testing] [1] [4,860.00] [4,860.00]
[Stamp paper for agreement, ₹500 each] [2] [500.00] [1,000.00]
TOTAL TO REIMBURSE [₹37,940.00]
Expenses billed at cost. Copies of [15] receipts attached.
Approved by: [name, client project lead]
Payment instructions
A/c [number] · IFSC [code] · [NEFT or RTGS]
Payment is due within [15] days of the invoice date.Expenses that are billed back at cost
| Expense | Proof | Qty | Cost (₹) | Amount (₹) |
|---|---|---|---|---|
| Courier of documents to Delhi | Docket numbers | 6 | 180.00 | 1,080.00 |
| Printing and binding of tender set | Printer's bill | 4 | 1,250.00 | 5,000.00 |
| Design software licence, 1 year | Licence invoice | 1 | 18,500.00 | 18,500.00 |
| Municipal permit application fee | Fee receipt | 1 | 7,500.00 | 7,500.00 |
| Sample materials for lab testing | Supplier bill | 1 | 4,860.00 | 4,860.00 |
| Stamp paper for agreement | Stamp vendor receipt | 2 | 500.00 | 1,000.00 |
The total to recover is ₹37,940.00. Each figure matches the receipt to the paisa.
Agree in the engagement letter which expenses the client pays back. The invoice then quotes that clause.
Fields a reimbursement invoice needs
| Field | Why the client asks for it |
|---|---|
| Engagement or PO reference | Shows the expense was agreed |
| Expense date | Places it inside the project period |
| Vendor name | Shows who was paid |
| Receipt or docket number | Lets accounts trace the original |
| Cost as paid | No mark-up on a pure recovery |
| Approval name | Who on the client side signed it off |
| Copies attached | The receipts go with the invoice |
Attach a scan of every receipt in one PDF. The client's auditor checks them line by line.
Fee invoice and reimbursement invoice
The fee invoice bills your work. The reimbursement invoice recovers money paid on the client's behalf.
| Point | Fee invoice | Reimbursement invoice |
|---|---|---|
| What it bills | Hours, stages or a fixed fee | Expenses at cost |
| Mark-up | Your price | Usually none |
| Proof | Timesheet or milestone | Vendor receipts |
| Approval | Project lead | Often the finance team |
Keeping them apart speeds both up. A query on one receipt no longer holds the fee.
GST treats some recovered expenses differently from your fee. Ask your accountant whether the pure agent rules apply.
What a client usually refuses to repay
- Costs not named in the engagement letter or purchase order.
- Expenses with no receipt or a receipt in another company's name.
- Software kept and used for other clients after the project.
- Rush courier charges that nobody on the client side approved.
- Bulk printing for your own office stock.
Ask for written approval before any expense above a set limit. One WhatsApp yes is enough proof.
Monthly reimbursement summary
Long projects collect small costs every week. Bill them once a month with a summary by type.
| Type | Lines | Amount (₹) |
|---|---|---|
| Courier and postage | 6 | 1,080.00 |
| Printing and stationery | 4 | 5,000.00 |
| Licences and permits | 2 | 26,000.00 |
| Materials and stamp paper | 3 | 5,860.00 |
| Total for October | 15 | 37,940.00 |
Recover the expenses on WhatsApp
Small expense invoices sit at the bottom of the client's pile. A clear message moves them up.
«Hello Mr. Sharma, this is Pooja from Kulkarni Project Consultants. The October reimbursement invoice of ₹37,940 is attached with all receipts. It covers the permit fee and the testing samples you approved. Payment is due by 21 November.»
Follow up with the finance contact a day after the due date.
«Hi Ms. Patil, reimbursement invoice KPC-R-0310 for ₹37,940 was due yesterday. Is anything missing from the receipts?»
Mistakes on reimbursement invoices
- Receipts not attached. The finance team returns the invoice unpaid.
- Expenses mixed into the fee lines. One query blocks the whole amount.
- A quiet mark-up on cost. The client finds it and doubts every line.
- Billing months late. The client's project budget is already closed.
- No approval reference. Nobody on the client side admits asking for it.
Number and file reimbursement invoices
Give reimbursement invoices their own series, such as KPC-R-0310. Fee invoices keep the main series.
- Scan every receipt the day the expense is paid.
- Name each scan with the project code and the date.
- Join the scans into one PDF in the order of the invoice lines.
- Log the invoice and its receipt count in the project file.
- Close the month by the fifth working day of the next one.
A tidy file answers audit questions in minutes. It also speeds the next approval with the same client.
Let the recovery reminders go out on their own
Makatea sends the reminder for each reimbursement invoice on WhatsApp or email. It follows up when the due date passes.
When the client pays, Makatea records it and the open balance updates. Try it free for 14 days without a card.
Free on Makatea: proforma invoice template · free receipt template · free invoice generator
Frequently asked questions
What is a reimbursement invoice?
It bills a client back for expenses paid on their behalf. The amount is usually the exact cost.
Should I add a mark-up to reimbursed expenses?
Only if the contract allows it. Most clients expect the exact cost on the receipt.
Do I attach receipts to a reimbursement invoice?
Yes. Attach a copy of each one, in the same order as the lines.
Can expenses go on the same invoice as my fee?
They can, in a separate section. A separate invoice is usually approved faster.
Does GST apply to reimbursed expenses?
It depends on how the expense was incurred. Check the pure agent conditions with your accountant.
Is this a GST e-invoice?
No. It is a commercial invoice for billing and collections. GST e-invoices are issued on the government portal.
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