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Free expense claim form
A claim form for staff to list what they spent, with the VAT and mileage, and sign it for approval. Download it free, or claim in Hyrlo from a photo of the receipt.
Download the template
Free, with no sign-up. Fill in the yellow fields, attach the receipts and send it for approval.
Download for ExcelStaff photograph a receipt and Hyrlo reads it into the claim. Mileage is worked out at HMRC’s rates, and each claim is approved like any other expense and posted to the ledger.
Start a 14-day trialNo card needed.What an expense claim should show
- Who is claiming, and for which period
- Each cost with its date, what it was for and its category
- The VAT in each cost, from a VAT receipt, if it’s to be reclaimed
- For mileage: the journey, the reason and the miles
- The total to pay back
- The claimant’s declaration, and who approved it
Questions
Does every cost need a receipt?
Keep a receipt or invoice for each cost wherever there is one. To reclaim the VAT on a cost, you need a VAT receipt from the supplier. Mileage needs a record of each journey instead.
How should mileage be claimed?
Record the date, the journey, the business reason and the miles, and pay at HMRC’s approved rates: from 6 April 2026, 55p a mile for the first 10,000 miles in a car or van, then 25p.
Is a paid-back expense taxable?
Paying back what someone spent on the business isn’t taxable for them. Mileage paid above HMRC’s approved rates is taxable on the extra.