Can I show each department's part more clearly?

Use a swimlane. The library has an expense reimbursement swimlane template with lanes for employee, manager and finance.

Can I add how long each step takes?

Yes. Add a line break in the node, such as Finance reviews receipts 3 business days.

Where do receipt rules go?

In a note under the chart. The rules themselves come from your finance policy and tax requirements.

Expense reimbursement process flowchart template

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

When to use it

Use it to write an expense policy, to build an employee guide, or to show a new hire why a claim was sent back. The two common sticking points, invalid receipts and over-budget claims, are drawn as branches.

Make it yours

Travel, entertainment and purchases may have different approvers; make a chart for each or note it in the node.
If you use an expense tool, replace collecting receipts with "Upload receipt photos".
Write the payment cycle in the payment node, such as paid every Friday.

Mermaid code

invoice-reimbursement-flowchart.mmd

flowchart TD
    A[Employee collects receipts] --> B[Submit expense report]
    B --> C[Manager approval]
    C --> D{Approved}
    D -->|No| B
    D -->|Yes| E[Finance reviews receipts]
    E --> F{Receipts valid and amounts match}
    F -->|No| G[Return for correction] --> B
    F -->|Yes| H{Over budget}
    H -->|Yes| I[Additional sign-off]
    H -->|No| J[Payment issued]
    I --> J
    J --> K[Post to the ledger]
    K --> L[File supporting documents]

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 flowchart with Mermaid flowchart TD syntax. The employee collects receipts and submits an expense report for manager approval; if not approved it goes back. Finance then reviews the receipts; invalid receipts or mismatched amounts are returned for correction. If valid, check whether the claim is over budget, which requires an additional sign-off. Then payment is issued, posted to the ledger, and supporting documents are filed. Use diamonds for decisions and no parentheses in node text. Output only the mermaid code block.

FAQ

Can I show each department's part more clearly?: Use a swimlane. The library has an expense reimbursement swimlane template with lanes for employee, manager and finance.
Can I add how long each step takes?: Yes. Add a line break in the node, such as Finance reviews receipts<br/>3 business days.
Where do receipt rules go?: In a note under the chart. The rules themselves come from your finance policy and tax requirements.

More in this category

All templates

Updated 2026-11-11