Expense Reimbursement App Template

An expense reimbursement app where employees submit claims with receipts, managers approve them and finance tracks payouts and team spend.

Use Template

What is an expense reimbursement app?

An expense reimbursement app lets employees submit expense claims with receipts, sends them to managers for approval and tracks payment by finance. Stackby's Expense Reimbursement App template combines an expense claim form, an expense approval workflow and an employee expense tracker in one stack. It replaces the emailed expense report template and gives finance a live view of every claim.

Who should use this employee expense tracker?

Finance teams, office managers and founders at small and mid-size companies, agencies and nonprofits. It suits teams that handle travel expense reimbursement and other claims by email and spreadsheet, and want the control of expense reimbursement software without a per-user subscription.

Template Features:

Title:Mobile Expense Claims
Desc:Employees submit claims from a phone or laptop, with receipt photos and several line items per claim.

Title:Manager Approval Workflow
Desc:Each new claim notifies the approver, who approves or rejects it with a comment.

Title:AI Receipt Extraction
Desc:An AI field reads the merchant, date and amount from each receipt for the approver to check.

Title:Policy Limit Checks
Desc:Set limits by expense category, and flag any line item that goes over its limit for review.

Title:Spend Dashboard
Desc:Chart spend by employee, department, category and month, and compare it with budget.

Key features of the Stackby Expense Reimbursement App

Expense claim form with receipts: Employees submit claims from a phone or laptop and attach receipt photos or PDFs.
Line items by category: Add several expenses to one claim, each with date, category, amount and project.
Manager approval workflow: Notify the approver for each new claim and record approval or rejection with a comment.
AI receipt extraction: An AI field reads merchant, date and amount from the receipt for the approver to check.
Reimbursement payment tracking: Finance marks claims as scheduled or paid, with payment date and reference.
Spend dashboard by team: Chart spend by employee, department, category and month, and compare it with budget.

How to set up expense reimbursement in Stackby

Copy the template and add employees with their approving manager.
Edit expense categories, limits and policy notes on the claim form.
Share the form link with employees.
Turn on approval and payment notifications, and review the spend dashboard monthly.

Related templates

Frequently asked questions

What is an expense reimbursement app?

It is a tool where employees submit expense claims with receipts, managers approve them, and finance tracks reimbursements through to payment.

How do employees submit expenses?

Employees fill in a form from a phone or laptop, attach receipt photos and add several line items to one claim.

How does the approval workflow run?

Each new claim notifies the employee's manager. Approved claims move to finance, and rejected claims return to the employee with a comment.

Can AI read receipts?

Yes. An AI field can extract the merchant, date and amount from an uploaded receipt, using your own OpenAI, Gemini or Anthropic key, for the approver to check.

Can I set spending limits by category?

Yes. Add a limit to each expense category, and a formula flags any line item that goes over it for the approver to review.