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Authenticated Expense Report Form with Connected Employee List

Our free Expense Report Form template takes your existing expense approval process to the next level. Using Workflow, this template automatically triggers status changes and sends email notifications to those involved, making your expense reports more efficient than ever. This template is connected to an Employee ID List form that populates the data for the Employee Name and Email fields.

The form’s authentication settings require an employee to log in with their Cognito Forms username and password. The process begins when an employee submits a receipt for a business expense for reimbursement. This entry is then reviewed by a manager who can approve the expense, deny it, or ask for more information. Once the entry is approved by the manager, it’s sent along to Accounting to be processed.

Customize this template and add or edit fields to collect all the information you need. Insert a file upload field to collect images of receipts directly in the form.

This template uses Lookup fields. For full functionality, you must be on a Team plan or higher and copy its connected form. Learn more about using templates with Lookup fields.

Authenticated Expense Report Form with Connected Employee List

Use our free expense report form template to enable staff members to log business expenses for reimbursement.



  • Employee
  • Manager
  • Accounting


  • Incomplete
  • Submitted
  • Approved
  • Denied
  • Completed