Reimbursement invoice template
Reimbursement invoice template is used by employees or contractors to request repayment of out-of-pocket business expenses. It should list each expense with date, description, amount, and receipt reference. For reimbursements to be tax-free under an IRS accountable plan, expenses must be business-related, substantiated in time (e.g. within 60 days), and any excess must be returned within 120 days.
Reimbursement invoice template Sample
Reimbursement invoice template
123 Business Street, City, Country
Phone: (123) 456-7890
Email: contact@company.com
Reimbursement invoice template
Bill To:
Client Name
Client Address
Client City, Country
Phone: (987) 654-3210
Email: client@example.com
Invoice #: 12345
Date: 2024-10-10
Due Date: 2024-11-10
| Item | Description | Qty | Price | Total |
|---|---|---|---|---|
| Service A | Itemized service or product | 1 | $100.00 | $100.00 |
| Service B | Additional line item | 2 | $50.00 | $100.00 |
| Subtotal | $200.00 | |||
| Tax (10%) | $20.00 | |||
| Total Due | $220.00 | |||
An invoice should include your business or name, the customer’s details, the date and invoice number, and a line-by-line breakdown of what was provided. Including payment terms—such as due on receipt, Net 15, or Net 30—helps you get paid on time and keeps records clear for taxes.
Supporting resources
| Resource | Type | Description |
|---|---|---|
| IRS accountable plan | Government | Reimbursements under an accountable plan are excluded from wages: business connection, substantiation within 60 days, return of excess within 120 days. |
| Form 2106 | Government | Employee business expenses; used for unreimbursed expenses. Reimbursed amounts under accountable plans generally don’t go on Form 2106. |
| Mileage rate 2025–2026 | Benchmark | IRS standard mileage rate for business (e.g. 67¢/mile 2025, 72.5¢/mile 2026). Reimbursement at or below this rate is typically tax-free under accountable plan. |
| Expensify IRS travel reimbursement | Industry guide | IRS guidelines for travel reimbursement: receipts for lodging; detailed records for expenses; accountable plan rules. |
Frequently Asked Questions
- What should a reimbursement invoice include?
- Employee/contractor name, date of request, each expense with date incurred, description, amount, and receipt or documentation. Total amount requested and payment instructions.
- Are reimbursements taxable to the employee?
- Not when the employer uses an IRS accountable plan: business purpose, timely substantiation, and return of excess. Non-accountable reimbursements are taxable wages.
- How soon must I submit an expense report for reimbursement?
- Under IRS accountable plan rules, substantiation should generally be within 60 days of incurring the expense to keep reimbursement tax-free.