Expense Invoice Template
An expense invoice template for recharging costs to a client: travel, materials and other outlays, each with its date and amount. Example amounts are illustrative — replace them with your own.
Also used as a expense reimbursement invoice, rebill invoice, disbursement invoice.
From
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Custom fields
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Invoice
| Invoice # | INV-001 |
| Issued | Oct 8, 2026 |
| Due | Oct 22, 2026 |
Billed to
| Description | Qty | Rate | Amount |
|---|
| Subtotal | $0.00 |
| Tax (0%) | $0.00 |
| Total due | $0.00 |
Notes
Payment due within 14 days. Thank you for your business!
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When to use this template
Use it when you paid for something on a client's behalf and your agreement lets you bill it back, with or without a handling fee.
Fields to include
- Your business name, address and contact details
- Invoice number, issue date and due date
- Date and supplier for each expense
- What it was for
- Receipts attached or available
Sample expense invoice: what the lines look like
- Return flight to client site, 4 May1 × $318.00 = $318.00
- Hotel, 2 nights2 × $129.00 = $258.00
- Ground transport and meals1 × $86.40 = $86.40
- Example total before tax$662.40
Practical tips
- Bill expenses at cost unless you agreed a markup.
- Attach receipts or say they are available on request.
- Check whether the tax you paid can be recharged or must be removed.
Frequently asked questions
Do I add tax to expenses I recharge?
It depends on your tax status and local rules. Often you charge the net cost plus your own tax as part of your service; a pure disbursement can be different. Ask your accountant which applies.
Should expenses go on the same invoice as my fee?
Either works. A separate expense invoice is easier for clients who approve fees and expenses through different people.
Is this expense invoice template free?
Yes. Fill it in on this page, check the preview and download a print-ready PDF. You don't need an account.
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