Reimbursement Invoice Template
A reimbursement invoice recovers costs you paid on a client's behalf — materials, travel, subcontractors, or fees — usually on top of your service charges. Separating reimbursable expenses from your fees keeps the invoice transparent and matches how many contracts handle pass-through costs.
When to use this
- When your contract allows billing expenses on top of fees
- When you paid suppliers or subcontractors for the client's project
- When travel or materials were bought specifically for the engagement
- When you need to show the client exactly what was spent vs your markup
- When the client requires receipts before reimbursing costs
Key fields to include
- Each expense with date, vendor, and description
- Amount paid and any markup or handling fee, shown separately
- Reference to the contract clause allowing reimbursement
- Receipt or proof-of-payment references
- Subtotal of expenses separate from service fees
- Payment terms for the reimbursed amount
Frequently asked questions
Can I add a markup to reimbursed expenses?
Only if your contract allows it. Some agreements permit a handling percentage; others require pure pass-through at cost. Whatever the arrangement, show the markup as its own line so the client can see it.
Should reimbursements be taxed?
Tax treatment of reimbursements varies by jurisdiction and by whether they are true disbursements or part of your supply. When in doubt, ask your accountant — misclassifying can create tax problems for both sides.
What proof should I attach?
Copies of receipts or supplier invoices for each claimed expense. Many clients will not pay reimbursements without them, so collecting receipts as you spend saves time later.
More use cases
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