# Expense Claim Approval Memo, Free Template Source: https://nerix.ai/templates/expense-claim-approval-memo Record a manager's decision on an expense claim: what was checked, what is approved and how it is paid. Before you send it Tax treatment of expenses and what must be kept as proof varies by country. Keep receipts as the tax rules where you are require. ## Fill it in and preview You are signed in. Fill it in your workspace and it is kept as a document you can send, share and have signed. [Open in your workspace](https://app.nerix.ai/documents/templates/expense-claim-approval-memo) ### Expense claim approval memo **Company:** Brightwater Analytics **Date:** 20 March 2028 **Claim reference:** EXP-2028-0412 **Employee:** Tomas Silva **Approving manager:** Maria Costa **Period:** 10 to 14 March 2028 ## Purpose of the expenses Client visit and workshop in Lyon. ## Expenses claimed | Date | What | Amount | Proof | | 10 Mar | Train, Paris to Lyon | 86.00 | Receipt attached | | 10 Mar | Hotel, 2 nights | 210.00 | Invoice attached | | 12 Mar | Client dinner, 4 people | 164.50 | Receipt attached, names listed | **Total claimed:** EUR 460.50 ## What was checked All receipts match the amounts. The trip was approved in advance. The dinner is within the entertainment limit of 50 per person. ## Decision **Decision** **Amount approved:** EUR 440.50 EUR 20 for a minibar charge is not covered by the travel policy. ## Payment With the March payroll, on 28 March 2028 **Approver** ______________________ Date: 20 March 2028 Send this memo with the receipts to Finance. The employee may ask the approver to review the decision. Templates are a careful starting point, not legal advice. Where the law matters, check what applies where you are. Finance and accounting ## What this template is for An expense claim approval memo for managers to approve or decline a claim. Record receipts checked, policy match, amount approved and payment details. It is free to fill in online, needs no account, and downloads as a Word document or a PDF. [See all Finance and accounting templates](https://nerix.ai/templates/finance-accounting) Finance and accounting ## What you fill in The form asks for 14 details. The document fills itself in as you type. - ### Company For example: Brightwater Analytics - ### Employee who claims For example: Tomas Silva - ### Approving manager For example: Maria Costa - ### Claim reference For example: EXP-2028-0412 - ### Period of the expenses For example: 10 to 14 March 2028 - ### Business purpose For example: Client visit and workshop in Lyon. - ### Expenses claimed One row for each expense. For example: 10 Mar | Train, Paris to Lyon | 86.00 | Receipt attached 10 Mar | Hotel, 2 nights | 210.00 | Invoice attached 12 Mar | Client dinner, 4 people | 164.50 | Receipt attached, names listed - ### Total claimed For example: EUR 460.50 - ### What was checked For example: All receipts match the amounts. The trip was approved in advance. The dinner is within the entertainment limit of 50 per person. - ### Decision - ### Amount approved (optional) optional For example: EUR 440.50 - ### Reasons for any change or refusal (optional) optional For example: EUR 20 for a minibar charge is not covered by the travel policy. - ### How and when it will be paid (optional) optional For example: With the March payroll, on 28 March 2028 - ### Date of memo For example: 20 March 2028 Finance and accounting ## What is inside The parts of this document, in order. - 1 Purpose of the expenses - 2 Expenses claimed - 3 What was checked - 4 Decision - 5 Payment Templates ## How it works - 01 ### Fill in Type your details in the form. The document fills itself in as you type; click any gap to jump to its field. - 02 ### Check Read it through. Gaps you have not filled stay marked, so nothing goes out half done. - 03 ### Download Save it as a Word document to edit further, or as a PDF to send or print. ### Make it yours with AI Open it in the chat and ask for changes: shorter, firmer, another situation, another language. [Adapt it with nerix](https://nerix.ai/try?template=expense-claim-approval-memo) ### Was this template helpful? Finance and accounting ## Questions people ask ### What details does this template ask for? The form asks for 14 details, starting with Company, Employee who claims, Approving manager, Claim reference, Period of the expenses. 3 more are optional. ### Can I download this template as Word or PDF? Yes. When you have filled in the form, save it as a Word document to keep editing, or as a PDF to send or print. It is free and needs no account. ### Is what I type sent anywhere? No. What you type stays in your browser while you fill in the document. It only goes to nerix if you choose to open the template in the chat. ### What should I check before I use this template? Tax treatment of expenses and what must be kept as proof varies by country. Keep receipts as the tax rules where you are require. ### Are these finance templates free? Most are. Fill in and download them for free as Word or PDF, with no account. A few longer documents are premium: free to fill in, paid once to download, and marked with their price. ### Do these templates include tax rules? No. Tax and invoicing rules differ by country. Each template has fields for amounts and references, and you add the tax details your local rules require. ### Can I use them with my accounting software? Yes. They are plain documents. Download the Word version, or copy the figures into your software. Templates ## More in Finance and accounting - [Account reconciliation sign-off Show that a ledger balance matches the bank or statement, with the differences explained and signed off. 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