Expense Reimbursement

Managing employee expense reimbursements can be a tedious and error-prone process if handled manually. The Expense Reimbursement template, built using Infowise Ultimate Forms for Microsoft SharePoint, provides an intuitive, automated solution that enables employees to submit detailed expense reports, track approvals, and receive timely reimbursements — all within your existing SharePoint environment.

This template is ideal for organizations looking to standardize and automate business-related expense tracking, approval routing, and audit logging. Employees can quickly log expenses for business trips, client entertainment, office supplies, and more, while managers are automatically notified for review and approval. Thanks to deep integration with Microsoft SharePoint and advanced capabilities of Infowise, the entire process becomes transparent, accountable, and efficient — without writing a single line of code.

Key Features and Workflow Overview

The Expense Reimbursement solution includes a rich set of features designed to simplify and optimize the full reimbursement lifecycle:​

• Automated Pre-Fill with Active Directory
  Employee details such as name, department, email, and manager are auto-populated directly from Active Directory, eliminating the need to re-enter personal information for each report. This ensures accuracy and speeds up the form-filling process, especially in large organizations.
• Multi-Item Report Submission
  Using Ultimate Forms: Associated Items, employees can add multiple line items under a single expense report — including the type of expense, date, amount, vendor, and notes. Each item is classified into customizable categories (e.g., Travel, Meals, Supplies), which are color-coded for visual clarity.
• Automatic Totals and Validations
  ​Dynamic rules dynamically sum up expense amounts in real-time, providing the submitter and the approver with full visibility into the total amount requested.  Validation Rules ensure required fields are filled, amounts are within allowable limits, and submissions meet company policy.
• Routing and Notifications
  Upon submission, the report is automatically routed to the employee’s manager using  Ultimate Forms: Actions and Ultimate Forms: Alerts. The manager receives an email notification and can approve or reject the request with a single click. If additional steps are required (such as finance team review), the workflow can easily be extended with conditional logic — all without code.
• Electronic Signatures 
  For companies running SharePoint, the solution includes support for Ultimate Forms: Signature, enabling all submissions and approvals to be digitally signed and archived — ensuring audit readiness and regulatory compliance.
• Delegated Submission
  In scenarios where assistants or team leads need to submit reports on behalf of others, the system supports proxy submissions, allowing users to indicate the actual employee the report is for. This is especially useful for executives or employees without direct SharePoint access.

Infowise Ultimate Forms— No Code Power for SharePoint

This template is a fully functional example of what can be built using Infowise Ultimate Forms, the leading no-code development platform for Microsoft SharePoint. 

Infowise components used in this solution include:​

• Ultimate Forms: Associated Items – To manage multiple expense entries under one report.
• Ultimate Forms: Actions – To automate status changes, routing logic, and conditional approvals.
• Ultimate Forms: Alerts  – To notify managers, finance, or submitters at each step of the process.
• Ultimate Forms: Signature – For secure approval tracking.
• Column Permissions – To hide or lock sensitive fields based on user roles (e.g., finance-only fields).
• Dynamic rules – To total expenses, flag items over budget, or calculate reimbursement limits.
• Ultimate Forms: Color Choice – To visually distinguish expense types or report statuses.

All of this is done without custom development, meaning HR, finance, or operations teams can configure, extend, and maintain the solution without IT involvement.

Built for Microsoft SharePoint and Microsoft 365

The Expense Reimbursement template is built natively inside Microsoft SharePoint, ensuring seamless integration with the tools your organization already uses. Whether deployed in SharePoint Online (Microsoft 365) or SharePoint On-Premises, it leverages existing user profiles, permissions, and document libraries.

For cloud-based implementations, the solution provides instant access across devices — including tablets and mobile — using responsive forms. In hybrid or on-premises setups, the solution extends SharePoint’s native power while benefiting from Infowise’s advanced capabilities like electronic signatures and Active Directory integration.

Practical Use Cases

The Expense Reimbursement template is suitable for a wide range of scenarios, including:​

• Employee Travel Expenses – Submit transportation, lodging, and per diem costs after a business trip.
• Client Entertainment – Track and document meals or events held with clients.
• Office Purchases – Log out-of-pocket purchases for office supplies or team needs.
• Departmental Budgets – Monitor expenses per team or project using category-based filtering.

Because every form submission is tracked, approved, and stored inside SharePoint, you gain full visibility and auditability — making this solution ideal for organizations subject to financial reporting or compliance regulations.

Why Choose This Template?

Expense management is often a pain point for growing businesses. Manual tracking leads to lost receipts, delayed approvals, and inconsistent policy enforcement. With this SharePoint-based solution from Infowise, you not only digitize the reimbursement process but also gain flexibility and control over every step.

The combination of SharePoint and Infowise Ultimate Forms gives you the best of both worlds: enterprise-grade compliance and scalability with the agility of a no-code platform. Whether you’re a small business with basic needs or a large enterprise with strict auditing requirements, this template provides the structure and flexibility to match your workflow.

You can start using the solution as-is or customize it with a few clicks to reflect your company’s policies, approval structure, or budget categories. There’s no development cost and no dependency on IT once it’s set up.