Describe your travel policy and approval route. Makeform creates an editable form for trip details, itemized costs, currencies, purposes, and receipts.
Route reimbursement submissions to email, Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a prompt, adapt it to your policy, or send it to the builder.
Audience
Employees claiming airfare, lodging, meals, and ground transport
Format
Itemized claim with receipt uploads
Prompt size
301 chars
Example form structure
Itemized claim with receipt uploads
Employee, department, and manager
Destination and travel dates
Expense date, category, and amount
Business purpose for this expense
Upload the matching receipt
Suggested routing tags
Needs review
Receipt missing
Ready for payment
Ask for one line per expense, including its date, category, amount, currency, purpose, and receipt.
Step 1
Document
trip, dates, purpose, and traveler
Step 2
Itemize
category, merchant, currency, and amount
Step 3
Attach
receipts matched to expense lines
Step 4
Review
manager and finance check the submission
Clearer claims
Connect every cost to a trip, purpose, category, and receipt so finance receives consistent information.
Collect date, merchant, category, amount, currency, and purpose together.
Request an upload per expense and an exception explanation when allowed.
Route records to reviewers who apply the organization's reimbursement rules.
Adapt it to your program
Choose the details that match how your organization authorizes trips, handles company cards, and reviews employee-paid costs.
Gather personal-card expenses that the employee is asking the organization to reimburse, with item totals and supporting receipts.
Label transactions paid directly by the organization so reviewers can reconcile them without adding them to the reimbursement requested.
Use dropdowns for department, client, grant, event, or cost center to keep reporting labels consistent across submissions.
Show the upload field for ordinary claims and an explanation field when the employee selects that a receipt is unavailable.
Build the workflow
Use your categories and reviewer route, then test the form with a sample trip.
Specify travelers, categories, currencies, receipt rules, and reviewers.
Add your category list and reviewed instructions; remove unnecessary fields.
Enter sample costs and confirm each receipt matches its line item.
Share the form and route submissions to manager and finance reviewers.
Choose a collection method
A structured form links trip details, amounts, and attachments consistently.
Field guide
Keep only the information needed for recordkeeping and review.
Employee details
Collect enough information to send the submission to the right team. Use controlled department and manager choices.
Trip context
Destination and dates define the reimbursement period; a concise purpose explains the trip.
Expense lines
Repeatable lines separate categories while preserving each transaction's date and merchant.
Supporting records
Place each receipt beside its expense. Show an exception explanation only when needed.
Payment source
Payment source separates employee-paid claims from company-card reconciliation records.
Confirmation and review
Request employee confirmation, then describe the human review step accurately.
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Open toolFAQ
Practical answers for HR, finance, operations, and employees replacing email-based expense claims.
Employees use it to report business-travel costs for review under their organization's policy. It includes trip details, expense lines, payment sources, amounts, currencies, purposes, and receipts.
Include employee, department, manager, destination, dates, and purpose. Per expense, collect date, merchant, category, amount, currency, payment method, explanation, and receipt. Add project codes or authorization references if needed.
Use repeatable rows rather than one total field. Keep each amount, category, date, purpose, and receipt together under the same trip context.
Yes. Add labeled image or PDF uploads beside their expenses. Request itineraries or invoices only when useful, and follow your organization's file practices.
Collect the original amount and currency. When needed, add reimbursement currency, converted amount, rate date, and the source or calculation method specified by policy. Reviewers apply the rules.
Yes. Add a payment-source choice per line. Separate employee-paid claims from company-card or centrally booked charges, and exclude already-paid items from the requested total.
Yes. Makeform provides unlimited free forms and responses, so you can generate, edit, publish, and collect submissions without a response cap. The paid tier removes the Makeform badge.
No. It collects employee-supplied information for review. Your organization checks receipts, applies policy, requests corrections, approves claims, and initiates payment.
Replace scattered receipts with a consistent intake.
