Expense claims

Expense report

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

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 Archivo and IBM Plex Mono fonts, original graphic marks, and fictional sample names.

A portrait A4 expense report with a dark navy header band and a cyan corner triangle, a striped expense table in navy tones, and a dark navy reimbursement panel showing a large cyan total of $432.14. — expense-report/template.html

About this design

What you can make with it.

Staff use this for monthly expenses or project travel costs. It lists each dated expense in a table, then totals the amount owed below. Update the employee, the dated rows, the total, and the approver for each report.

Your details

What you can change.

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

Business nameA short text.
Employee nameA short text.
Employee roleA short text.
PeriodA short text.
Submitted onA short text.
Manager nameA short text.
ExpensesA list of items. Each item has date, category, description and amount.
TotalA number.
Reimbursement noteA longer text with more than one line.
FooterA longer text with more than one line.

{
  "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 copy once, then send the new details with each request. Each finished file costs 1 credit.

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."}}'

{
  "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."
        }
      }
    }
  }
}