Expense approval template: free, editable diagram
Submit, policy check, approve, reimburse. This starter has 9 steps and 2 decision points. Open it as a real canvas with shapes and arrows you can restyle, extend and share, then turn the action steps into tasks.
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What is in this template
9 steps, 2 of them decisions, in diagram order. Rename, remove or add branches once it is on your canvas.
- 1Employee spends
- 2Submit receipt and category
- 3Auto-check against policy
- 4Over the limit?
- 5Reimburse in next payout
- 6Manager and finance review
- 7Approved?
- 8Return with a reason
- 9Book to the ledger
Get the Mermaid source
Mermaid source
flowchart TD
spend([icon:receipt Employee spends]) ==> submit[icon:upload Submit receipt and category]
submit ==> policy[icon:checklist Auto-check against policy]
policy ==> over{Over the limit?}
over -->|no| reimburse[icon:cash Reimburse in next payout]
over ==>|yes| review[icon:user-check Manager and finance review]
review ==> ok{Approved?}
ok ==>|yes| reimburse
ok -->|no| rejected([icon:ban Return with a reason])
reimburse ==> booked([icon:book Book to the ledger])
classDef tone-accent fill:#fae8ff
class spend tone-accent
classDef tone-info fill:#dbeafe
class submit,policy,review,reimburse tone-info
classDef tone-warning fill:#fef3c7
class over,ok tone-warning
classDef tone-danger fill:#fee2e2
class rejected tone-danger
classDef tone-success fill:#dcfce7
class booked tone-successPaste it into the free Mermaid editor or your own docs.
Questions
- What is the expense approval template?
- Submit, policy check, approve, reimburse. It is a starting diagram you adapt to your own process.
- Can I edit it?
- Yes. It opens as normal shapes and bound arrows: rename steps, add branches, restyle, and collaborate live once you have an account.
- Do I need an account?
- No. You can open it in a guest canvas saved in your browser. Create an account to keep it and share it.