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Expense report

Collect dated expenses by category, then show the total in one PDF.

An expense claim for Sam Taylor at Northline Studio with a ruled list of receipts and the £432.14 total in a deep red block with a gold approval stamp.
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File types
PDF
Size
A4 PDF
Use case
Expense claims
Licence
Free to copy and use in your own templates
Source
Made by thirds.ai with the open-licence DM Serif Display font, original graphic marks, and fictional sample names.

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  • An expense claim for Sam Taylor at Northline Studio with a ruled list of receipts and the £432.14 total in a deep red block with a gold approval stamp.
  • The Expense report design made for a second business, with its own details and brand.
  • The Expense report design made for a third business, with its own details and brand.

About this design

What you can make with it.

Claim back work spending with a report your manager can check fast. Each cost gets its own dated row with a category and amount, and the total to pay back sits large at the bottom. Add new rows and a new period each month.

Your details

What you can change.

These are the words and numbers you swap for your own. The design stays the same.

  1. Business nameA short text.
  2. Employee nameA short text.
  3. Employee roleA short text.
  4. PeriodA short text.
  5. Submitted onA short text.
  6. Manager nameA short text.
  7. ExpensesA list of items. Each item has date, category, description and amount.
  8. TotalA number.
  9. Reimbursement noteA longer text with more than one line.
  10. FooterA longer text with more than one line.
Sample data
{
  "business_name": "Northline Studio",
  "employee_name": "Sam Taylor",
  "employee_role": "Account manager",
  "period": "1–30 September 2026",
  "submitted_on": "2026-10-02",
  "manager_name": "Riley Morgan",
  "expenses": [
    {
      "date": "2026-09-03",
      "category": "Travel",
      "description": "Rail fare to the Leeds client workshop",
      "amount": 78.4
    },
    {
      "date": "2026-09-08",
      "category": "Meals",
      "description": "Client lunch during the review session",
      "amount": 42.6
    },
    {
      "date": "2026-09-11",
      "category": "Supplies",
      "description": "Printed workshop materials and folders",
      "amount": 18.75
    },
    {
      "date": "2026-09-15",
      "category": "Travel",
      "description": "Taxi to the airport for the site visit",
      "amount": 34.2
    },
    {
      "date": "2026-09-18",
      "category": "Accommodation",
      "description": "One night stay before the client pitch",
      "amount": 96.5
    },
    {
      "date": "2026-09-22",
      "category": "Meals",
      "description": "Team dinner after the pitch presentation",
      "amount": 61.3
    },
    {
      "date": "2026-09-26",
      "category": "Supplies",
      "description": "Presentation boards for the showroom",
      "amount": 27.9
    },
    {
      "date": "2026-09-29",
      "category": "Travel",
      "description": "Mileage claim for the client site visit",
      "amount": 22.5
    },
    {
      "date": "2026-09-30",
      "category": "Software",
      "description": "Design tool subscription renewal",
      "amount": 49.99
    }
  ],
  "total": 432.14,
  "reimbursement_note": "Please reimburse the approved amount through the next payroll run and keep the receipts on file.",
  "footer": "Attach a receipt for every line above £20 and submit within two weeks of the expense."
}

For developers

Make this file from your code or your AI tools.

Save your design once, then your code or AI tool sends the details and gets the finished file back. Each one costs 1 credit.

API request
curl https://thirds.ai/v1/pdf \
  -H "Authorization: Bearer $THIRDS_API_KEY" \
  -H "Content-Type: application/json" \
  -H "Idempotency-Key: expense-report-1" \
  -d '{"template_id":"tpl_your_copy","version":1,"data":{"business_name":"Northline Studio","employee_name":"Sam Taylor","employee_role":"Account manager","period":"1–30 September 2026","submitted_on":"2026-10-02","manager_name":"Riley Morgan","expenses":[{"date":"2026-09-03","category":"Travel","description":"Rail fare to the Leeds client workshop","amount":78.4},{"date":"2026-09-08","category":"Meals","description":"Client lunch during the review session","amount":42.6},{"date":"2026-09-11","category":"Supplies","description":"Printed workshop materials and folders","amount":18.75},{"date":"2026-09-15","category":"Travel","description":"Taxi to the airport for the site visit","amount":34.2},{"date":"2026-09-18","category":"Accommodation","description":"One night stay before the client pitch","amount":96.5},{"date":"2026-09-22","category":"Meals","description":"Team dinner after the pitch presentation","amount":61.3},{"date":"2026-09-26","category":"Supplies","description":"Presentation boards for the showroom","amount":27.9},{"date":"2026-09-29","category":"Travel","description":"Mileage claim for the client site visit","amount":22.5},{"date":"2026-09-30","category":"Software","description":"Design tool subscription renewal","amount":49.99}],"total":432.14,"reimbursement_note":"Please reimburse the approved amount through the next payroll run and keep the receipts on file.","footer":"Attach a receipt for every line above £20 and submit within two weeks of the expense."}}'
MCP call
{
  "jsonrpc": "2.0",
  "id": 1,
  "method": "tools/call",
  "params": {
    "name": "render",
    "arguments": {
      "output": "pdf",
      "idempotency_key": "expense-report-1",
      "request": {
        "template_id": "tpl_your_copy",
        "version": 1,
        "data": {
          "business_name": "Northline Studio",
          "employee_name": "Sam Taylor",
          "employee_role": "Account manager",
          "period": "1–30 September 2026",
          "submitted_on": "2026-10-02",
          "manager_name": "Riley Morgan",
          "expenses": [
            {
              "date": "2026-09-03",
              "category": "Travel",
              "description": "Rail fare to the Leeds client workshop",
              "amount": 78.4
            },
            {
              "date": "2026-09-08",
              "category": "Meals",
              "description": "Client lunch during the review session",
              "amount": 42.6
            },
            {
              "date": "2026-09-11",
              "category": "Supplies",
              "description": "Printed workshop materials and folders",
              "amount": 18.75
            },
            {
              "date": "2026-09-15",
              "category": "Travel",
              "description": "Taxi to the airport for the site visit",
              "amount": 34.2
            },
            {
              "date": "2026-09-18",
              "category": "Accommodation",
              "description": "One night stay before the client pitch",
              "amount": 96.5
            },
            {
              "date": "2026-09-22",
              "category": "Meals",
              "description": "Team dinner after the pitch presentation",
              "amount": 61.3
            },
            {
              "date": "2026-09-26",
              "category": "Supplies",
              "description": "Presentation boards for the showroom",
              "amount": 27.9
            },
            {
              "date": "2026-09-29",
              "category": "Travel",
              "description": "Mileage claim for the client site visit",
              "amount": 22.5
            },
            {
              "date": "2026-09-30",
              "category": "Software",
              "description": "Design tool subscription renewal",
              "amount": 49.99
            }
          ],
          "total": 432.14,
          "reimbursement_note": "Please reimburse the approved amount through the next payroll run and keep the receipts on file.",
          "footer": "Attach a receipt for every line above £20 and submit within two weeks of the expense."
        }
      }
    }
  }
}

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