Plumbing Expense Reimbursement Template

Build and download a free plumbing expense reimbursement form for fuel, mileage, fittings, and materials. Log each expense by category, let the built-in mileage formula and totals do the math, and get manager sign-off — with PDF, Excel, or Word export.

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Plumbing expense reimbursement

Log each business expense, let the mileage formula and totals calculate the reimbursement, then get manager sign-off — export to PDF, Excel, or Word.

Expense Report

Plumbing · Reimbursement

Report #

Date submitted

Period start

Period end

Employee (claimant)

Employee IDoptional

Titleoptional

Departmentoptional

Phone

Email

Submit to (company)

Phone

Approving manageroptional

Business purposeoptional

DateCategoryDescriptionReimb.RcptAmount
$
$
$

Mileage reimbursement

Miles

×

$ / mile

Mileage total$69.60

IRS 2026 standard rate is 72.5¢/mi ($0.725). Set your company’s reimbursement rate above.

Reimbursable expenses$127.00
Mileage$69.60
Reimbursable subtotal$196.60
Less cash advance
$
Due to employee$196.60
Customize report:

Ready to submit? Download your expense report:

What's included

  • Employee, company, and pay-period fields
  • Up to 20 dated expense lines
  • Eleven expense categories — fuel, materials, tools, meals, lodging, per diem, parking, and more
  • Reimbursable / company-paid toggle on every line
  • Receipt-attached checkbox for each expense
  • Built-in mileage formula (miles × your rate) using the IRS standard mileage rate
  • Automatic reimbursable subtotal with cash-advance deduction
  • Resolves the amount due to the employee — or owed back to the company
  • Business-purpose and notes fields
  • Employee and approving-manager signatures
  • Company logo upload
  • Export to PDF, Excel (.xlsx), or Word (.docx)

How to use this template

  1. 1

    Add your company, employee & period

    Enter your company, the plumbing employee submitting the report, the pay period the expenses cover, and a short business purpose. The report number and dates are pre-filled — edit them to match your bookkeeping.

  2. 2

    Log each expense by category

    Add a line for every expense with its date, category, description, and amount. Mark whether each line is reimbursable or company-paid, and check the box when a receipt is attached. Totals update instantly.

  3. 3

    Add mileage and net out any advance

    Enter miles driven and your reimbursement rate — the built-in formula computes the mileage total using the IRS standard rate. Subtract any cash advance already paid, and the sheet resolves the exact amount owed.

  4. 4

    Get sign-off and download

    Capture the employee and approving-manager signatures, then export a clean PDF, Excel, or Word file to submit for reimbursement and file with your accounting.

Why plumbing shops standardize expense reimbursement

Plumbers spend out of pocket all day — fuel between service calls, fittings and PEX from the branch, parking downtown, and the occasional emergency parts run. When those costs live on crumpled receipts, reimbursements slip and mileage never gets tracked accurately.

A standard expense report keeps it clean. Each cost is coded to a category with a receipt box, the mileage formula converts miles to dollars at your rate, and any advance is subtracted so the balance owed is exact. Your plumber gets paid back quickly and your bookkeeping stays audit-ready.

Use this free plumbing expense reimbursement builder to standardize how techs submit costs. Pair it with CloseCrew so Larry, your AI receptionist, captures every lead while your office stays organized.

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Expense Reimbursement Template FAQs

What is a Plumbing expense reimbursement form?

It is a form a plumbing employee uses to claim back money spent on the job — fuel, mileage, materials, meals, lodging, and tools — so the company can review, approve, and repay it. This builder totals the expenses, calculates mileage, subtracts any advance, and produces a signed PDF, Excel, or Word file.

Mileage reimbursement = miles driven × your per-mile rate. Enter the miles and the rate and the built-in formula does the math. Most companies use the IRS standard mileage rate (72.5¢ per mile for 2026, up from 70¢ in 2025), which covers fuel, wear, and maintenance in a single figure.

Ordinary, necessary costs the employee paid out of pocket for work — fuel and mileage, job materials and parts, tools, work meals and lodging while traveling, parking and tolls, and license or training fees. Personal spending and anything already paid on a company card is not reimbursable; uncheck the reimbursable box on those lines.

Most company policies and IRS accountable-plan rules require an itemized receipt for each expense (often above a small threshold like $25 for meals). Use the receipt checkbox on every line to confirm one is attached, and keep the receipts with the report.

The reimbursable subtotal is the total of all reimbursable expenses plus mileage. The amount due is that subtotal minus any cash advance the employee already received. If an advance was larger than the expenses, the sheet shows the balance owed back to the company instead.

Get your crew paid back fast. CloseCrew handles the calls while you run the numbers.

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