How do I keep the return arrows tidy?

Write them as plain edges such as C -- Returned --> B; the layout engine routes them automatically. If there are too many crossings, try LR on the first line or reduce the number of hand-offs between lanes.

Can each lane have its own colour?

You can add a line such as style Finance fill:#f0f4ff, but that overrides the theme colours and will not follow theme changes. One of the four designed themes is usually enough.

Where does this diagram normally go?

Attached to the finance policy, in the "Expenses" chapter of the employee handbook, or in onboarding slides. Exporting to Word or PowerPoint embeds a high-resolution image with the code appended.

Expense Reimbursement Swimlane Diagram Template

Previewed in the “Ink Teal” theme; you can switch themes in the editor

When to use it

Expense policies, employee handbooks and admin training slides. Three roles and two return paths: the manager can send the claim back, and finance sends it back when the receipts do not meet policy, until the payment is made.

Making it yours

Add a tier for large claims (for example anything over 500 needs the general manager) with one more subgraph and one more diamond.
Split "Check receipts and budget" into two steps, or add detail inside the node with <br/>.
Put deadlines on the arrows: F -- within 3 working days --> G.

Mermaid code

expense-reimbursement-swimlane.mmd

flowchart TB
    subgraph Employee
        A[Collect receipts] --> B[Submit expense claim]
        G[Receive payment]
    end
    subgraph Manager
        C{Review claim}
    end
    subgraph Finance
        D[Check receipts and budget]
        E{Compliant?}
        F[Pay out]
    end
    B --> C
    C -- Approved --> D
    C -- Returned --> B
    D --> E
    E -- Yes --> F
    E -- No --> B
    F --> G

Ask an AI for one with this structure

Send the prompt below to ChatGPT or Claude, then paste the whole reply into the editor; the code inside is detected automatically.

prompt.txt

Draw an expense reimbursement swimlane diagram in Mermaid flowchart syntax with subgraph lanes for Employee, Manager and Finance. The employee collects receipts and submits a claim; the manager reviews it (returned to the employee if not approved); finance checks receipts and budget and whether the claim is compliant (returned if not), then pays out; the employee receives the payment. Output only the mermaid code block.

FAQ

How do I keep the return arrows tidy?: Write them as plain edges such as C -- Returned --> B; the layout engine routes them automatically. If there are too many crossings, try LR on the first line or reduce the number of hand-offs between lanes.
Can each lane have its own colour?: You can add a line such as style Finance fill:#f0f4ff, but that overrides the theme colours and will not follow theme changes. One of the four designed themes is usually enough.
Where does this diagram normally go?: Attached to the finance policy, in the "Expenses" chapter of the employee handbook, or in onboarding slides. Exporting to Word or PowerPoint embeds a high-resolution image with the code appended.

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Updated 2026-09-05