Receipt Templates for Expense Reimbursement
Re-create the receipts you need to attach to an employer or client expense report — meals, rideshare, fuel, hotels, and travel, sized for Concur or Expensify uploads.
Most corporate expense workflows — Concur, Expensify, SAP Ariba, Ramp, Brex, Zoho Expense — require a receipt image attached to every line item over a small dollar threshold (usually $25, sometimes $75). When the original receipt is lost, faded, or never issued in the first place (a tip given in cash, a parking meter without a printer), employees and contractors need a clean replacement that captures the same information the original would have: merchant, date, location, line items, tax, tip if applicable, and total. These templates produce exactly that, sized to the standard paper profiles your finance team is used to seeing.
Use the templates that match the expense category: restaurant or fast-food layouts for client meals and team dinners, gas receipts for rental-car fill-ups on business travel, taxi and rideshare receipts for ground transport, hotel folios for lodging, and toll or parking receipts for incidentals. Pair each one with the category your expense tool expects (Meals & Entertainment, Ground Transportation, Lodging, etc.) and totals roll up cleanly into the report.
Important caveats: every employer has its own expense policy, and most require the original merchant receipt whenever it's available — a re-created receipt is usually only acceptable as a documented replacement for a genuinely lost original, with an attached missing-receipt affidavit or memo explaining why the original isn't available. Check your company's T&E policy before submitting. Submitting a fabricated receipt for an expense that didn't happen is expense fraud and a fireable offense in most companies — these templates exist to reconstruct legitimate spending, not to invent it.
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Frequently Asked Questions
Will my employer accept a re-created receipt?
It depends entirely on your company's T&E policy. Most employers require the original merchant receipt whenever it's available; a re-created receipt is usually only accepted as a documented replacement for a genuinely lost original, often with a missing-receipt affidavit attached. Check your policy before submitting.
Can I attach the PDF directly to my expense report in Concur or Expensify?
Yes. The downloaded PDF can be uploaded as the receipt image on any major expense tool — Concur, Expensify, SAP Ariba, Ramp, Brex, Zoho Expense, and similar. Match the expense category in your tool to the type of receipt (Meals, Ground Transport, Lodging, etc.) so totals roll up correctly.
Do I still need the original receipt if I have a re-created one?
Yes, whenever the original exists. Re-created receipts are intended as a backup or replacement for genuinely lost originals — not as a substitute when the original is on hand. If the merchant can reissue a duplicate, that's almost always the cleaner option for your finance team.
Is it legal to submit a re-created receipt for reimbursement?
Reconstructing a receipt for an expense that genuinely happened, with accurate amounts and merchant info, is generally fine when accompanied by an explanation of why the original isn't available. Submitting a fabricated receipt for an expense that didn't happen, or inflating real amounts, is expense fraud — it's grounds for termination at most companies and can carry civil or criminal consequences.