Claim Details
Branding
Company Information
Claim Info
Reimbursement Currency
Rates load automatically for line items in a different currency than your home currency. You can always type in your own rate instead.
Expense Items
Signatures (all optional)
Live Preview
| Date | Description | Amount | Converted |
|---|---|---|---|
| Total Owed | |||
Expense Reimbursement Calculator — Description & Quick Guide
Description
The Expense Reimbursement Calculator is a free, interactive tool for tallying up what a business owes an employee after a trip or project — including expenses paid in different currencies. Enter each expense as its own line item, in whatever currency it was actually paid in, and the tool automatically converts everything into your home currency using live exchange rates, then totals it up with an amount-in-words conversion ready for formal approval. Choose from six letterhead-friendly designs, add your company logo, and print or save the finished claim as a PDF in one click — all directly in your browser, with nothing ever uploaded to a server except the currency lookup itself.
Quick Guide
1. Add your company details
Under Company Information, enter your company name, address, and contact details. Upload a logo under Branding if you have one. If you’re printing onto pre-printed letterhead paper, check “Leave space at top for pre-printed letterhead” and set how much space to reserve.
2. Fill in the claim info
Under Claim Info, enter the Claim No. (auto-generated, editable), Date (defaults to today), the employee’s name, and optionally their department/employee ID and a Purpose / Trip Reference (e.g. “Client visit — Karachi, June 2026”).
3. Set your reimbursement currency
Under Reimbursement Currency, enter the Home Currency Code — the 3-letter code (e.g. PKR, USD, GBP) the employee will actually be paid in — plus a Currency Symbol and Currency (in words) for display. As soon as you set this, the tool tries to fetch live exchange rates in the background. Watch the status line just below: it’ll say “Live rates loaded ✓” once ready, or let you know if live rates aren’t available so you can enter rates by hand instead. A Refresh rates link lets you re-pull the latest rates anytime without reloading the page.
4. Add expense line items
Under Expense Items, click + Add Line for each expense. Each row has:
- Description — what the expense was for.
- Date — optional, when it was incurred.
- Amount — the amount actually paid.
- Currency — a 3-letter code; type to see suggestions. Defaults to your home currency.
- If you enter a currency different from your home currency, a Rate field appears automatically, pre-filled from live data if available. You can always overwrite it — your typed rate is never overridden again for that row, even if you refresh rates later.
Each row shows its converted amount live, and the Total Owed at the bottom updates as you go. Remove a row with the × button.
5. Add signatures
Under Signatures, you can optionally type names for Claimed By, Approved By, and Reimbursed By — matching the typical approval-then-payment flow for a reimbursement claim. The signature lines always print regardless of whether a name is typed in.
6. Choose a design
Scroll through the six designs above the preview and click one to apply it:
- Classic Ledger, Modern Bold, Minimal Compact, and Stamped Official — no printed border, ideal for pre-printed letterhead paper.
- Formal Bordered and Boxed Ledger — the two designs with a full printed border, better suited to plain paper.
The printed claim also lists exactly which exchange rates were used for any foreign-currency items, so approvers can see precisely how the total was calculated.
7. Print or save as PDF
Click 🖨️ Print / Save as PDF. Your browser’s print dialog opens with only the claim on the page — no site header, sidebar, or blank extra pages. Choose your printer, or “Save as PDF” to download it.
8. Starting over
Click Reset to clear all fields, generate a fresh claim number and today’s date, remove the logo, reset the home currency to the default, and return to the default design.
Tip: Live exchange rates are daily reference rates, not real-time trading rates — accurate enough for expense reimbursement, but if your company has a fixed internal FX policy, just overwrite the rate field with your own figure.