# Expense report SOP template ## How to use this template - Fields written as `[fill in: ...]` are blanks — replace each one with the value for your process. - Lines starting with `>` are guidance, not part of the SOP — delete them once you've filled in the real content. - Recording this process in Ledgerium generates a filled-in version of this SOP automatically. ## Document control - Process owner: [fill in: process owner] - Version: [fill in: version] - Effective date: [fill in: effective date] - Last reviewed: [fill in: last reviewed date] - Approved by: [fill in: approver name or title] ## Applies to / Use when > Who uses it: Employees submitting expenses, managers and finance approvers, and the finance lead who owns policy. Auditors reference it when testing spend controls. > When to use it: Use it to onboard staff to the expense process, standardize approvals, or document spend controls for an audit. - Applies to: [fill in: who this applies to in your organization] - Use when: [fill in: when your team should follow this procedure] ## Purpose > Why the procedure exists and the spend control it enforces. [fill in: purpose details] ## Scope > Which expense types and employees the procedure covers. [fill in: scope details] ## Roles > Who submits, who approves, and who processes reimbursement. [fill in: roles details] ## Procedure > The ordered steps from capturing receipts to reimbursement. [fill in: procedure details] ## Exceptions > How to handle policy breaches, missing receipts, and rejections. [fill in: exceptions details] ## Records > What evidence is retained and where, for audit. [fill in: records details] ## Worked example — steps from a real recording > Example steps from a real recording — replace with your own. 1. **Capture receipts and details** — Collect receipts and enter expense details and categories. 2. **Create the report** — Group expenses into a report and attach receipts. 3. **Submit for approval** — Submit so it routes to the correct approver. 4. **Approve or reject** — The approver checks policy and approves or returns it. 5. **Reimburse** — Approved expenses are posted and paid in the next run. 6. [fill in: step] 7. [fill in: step] ## Review checklist — common mistakes to avoid - [ ] Leaving policy limits and required receipts undocumented - [ ] Documenting submission but not the rejection loop - [ ] Not naming who approves at each step ## Limitations of this template A template is a starting structure. The real policy checks and routing are captured best by recording an actual submission rather than filling in a blank outline. --- Template: https://ledgerium.ai/sop-templates/expense-report-sop-template · Generated automatically from a real recording, or fill in by hand. Template last updated: June 2026 From Ledgerium recordings: A generated expense SOP captures the rejection and resubmission loop from a real recording, which is where most reimbursement delay lives and which a happy-path template omits. See the full recorded workflow: https://ledgerium.ai/workflow-library/expense-reporting-workflow