How do I invoice a client for expenses I paid on their behalf?

List each expense with its date, description and amount. This tool totals them into a subtotal, applies any markup and tax you set, and generates a PDF invoice you can send straight to your client.

What is a markup on reimbursed expenses?

Some agencies and contractors add a small handling percentage on top of the raw expense cost to cover the administrative work of managing and paying for it upfront. This tool lets you add that markup automatically before tax is calculated.

Can I reference receipt numbers on the invoice?

Yes. Each line item has an optional receipt/reference field so your client can match every billed expense back to its receipt.

Does this apply tax to the markup as well as the expense?

Yes. Tax is calculated on the expense subtotal plus any markup, which matches how most jurisdictions tax a billed service that includes a markup on passed-through costs. Confirm the correct treatment with your accountant for your specific tax jurisdiction.

Is my expense data stored anywhere?

No. Everything is calculated and rendered directly in your browser. Nothing you type is sent to or saved on CrmLeaf's servers.

Free converterNo signup

Expenses to Invoice

Turn reimbursable expenses into a client-ready invoice with optional markup, tax, and real-time PDF output.

Load sample:PSA Kit

Buyer (your details)

This appears as the "From" section on your invoice.

Company Logo

Company / your name

Email / phone

Address

Bill to

Your client's details.

Client name / company

Email / phone

Address

Invoice details

Invoice #

Invoice date

Due date

Currency

Handling markup (%)

Tax / GST / VAT (%)

Expenses

2 line item(s)

Add one row per expense. Receipt reference is optional.

DateDescriptionReceipt ref.Amount

Notes / payment terms

Acme Consulting Ltd.

INVOICE

#INV-1001
Date: -
Due: -

From

Acme Consulting Ltd. hello@acme.com | +1 (555) 210-9981 240 Market Street, Suite 600, San Francisco, CA 94105

Bill To

Brightline Ventures LLC finance@brightline.com | +1 (555) 882-1414 88 Madison Ave, 12th Floor, New York, NY 10016

Date	Description	Receipt ref.	Amount
Aug 3, 2026	Client site travel and parking	RCPT-0451	$ 185.50
Aug 4, 2026	Stock photography license	RCPT-0452	$ 79.00

Subtotal$ 264.50

Markup (5%)$ 13.23

Tax (8%)$ 22.22

Total Due$ 299.94

Original receipts available on request. Payment due within 15 days of invoice date.

Generated entirely in your browser. Nothing is uploaded.

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FAQ

Common Questions

About billing expenses to a client.

How do I invoice a client for expenses I paid on their behalf?
List each expense with its date, description and amount. This tool totals them into a subtotal, applies any markup and tax you set, and generates a PDF invoice you can send straight to your client.
What is a markup on reimbursed expenses?
Some agencies and contractors add a small handling percentage on top of the raw expense cost to cover the administrative work of managing and paying for it upfront. This tool lets you add that markup automatically before tax is calculated.
Can I reference receipt numbers on the invoice?
Yes. Each line item has an optional receipt/reference field so your client can match every billed expense back to its receipt.
Does this apply tax to the markup as well as the expense?
Yes. Tax is calculated on the expense subtotal plus any markup, which matches how most jurisdictions tax a billed service that includes a markup on passed-through costs. Confirm the correct treatment with your accountant for your specific tax jurisdiction.
Is my expense data stored anywhere?
No. Everything is calculated and rendered directly in your browser. Nothing you type is sent to or saved on CrmLeaf's servers.

Passing through expenses every month?

CrmLeaf tracks expenses against a project and rolls them into an invoice automatically - receipts attached, markup applied, nothing retyped.

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