### [How to Create an Expense Approval Form for Small Businesses](https://wpforms.com/how-to-create-an-expense-approval-form/)

**Published:** September 25, 2023
**Author:** Hamza Shahid

**Excerpt:** Are you looking for a simple way to create an expense approval form on your WordPress website?

Expense approval forms ensure that all financial requests are systematically reviewed per corporate policy and financial projections.

In this article, we’ll show you the easiest way to create an expense approval form with WPForms for an efficient approval process.

**Content:**

Managing expenses in a business can be a headache, especially when approvals are delayed or requests are overlooked. Creating an expense approval form can save you a ton of time and hassle when managing team requests.

Expense approval forms ensure that all financial requests are systematically reviewed per corporate policy and financial projections. This helps facilitate the approval process and simplifies things for everyone involved.

[Create Your Expense Approval Form Now 📝](https://wpforms.com/pricing/)

In this guide, I’ll show you how to set up a powerful expense approval form using WPForms. I’ve been through this process myself and know the exact steps to make it as smooth as possible, even if you’re new to creating forms!

## How to Create Expense Forms for Your Small Business Easily!

You can rely on the ease of use and functionality of [WPForms](https://wpforms.com/what-is-wpforms/) to design an expense approval form in WordPress. Follow the steps below to get started:

- [1. Subscribe and Install WPForms Pro](#1-subscribe-and-install-wpforms-pro)
- [2. Get the Save and Resume and Signature Addons](#2-get-the-save-and-resume-and-signature-addons)
- [3. Utilize the Expense Approval Form Template](#3-utilize-the-expense-approval-form-template)
- [4. Configure Save and Resume Settings](#4-configure-save-and-resume-settings)
- [5. Publish Your Expense Approval Form](#7-publish-your-expense-approval-form)

### 1. Subscribe and Install WPForms Pro

WPForms is the best form builder plugin to add customized forms to WordPress. You can use it to create [any type of WordPress form](https://wpforms.com/types-of-wordpress-forms/) and easily publish it on your site. It even includes [2,100+ WordPress form templates](https://wpforms.com/templates/), including expense request forms.

Since we’ll use the Save and Resume and Signature Addons for this guide, you must [subscribe to WPForms Pro](https://wpforms.com/wpforms-lite-vs-pro/) to access premium integrations, addons, and extra features like conditional logic.

[![The WPForms homepage](https://wpforms.com/wp-content/uploads/2024/08/WPForms-Website.png)](https://wpforms.com/pricing/)After you’ve purchased the WPForms Pro subscription, it’s time to [install and activate the plugin on your WordPress site](http://www.wpbeginner.com/beginners-guide/step-by-step-guide-to-install-a-wordpress-plugin-for-beginners/).

[Upgrade to WPForms Pro Now! 🙂](https://wpforms.com/pricing/)

### 2. Get the Save and Resume and Signature Addons

From your WordPress admin dashboard, navigate to **WPForms** and click on **Addons** from the list of options.

![WPForms addons screen](https://wpforms.com/wp-content/uploads/2021/01/wpforms-addons-screen.png "WPForms Addons Screen")Now, search for the [Save and Resume Addon](https://wpforms.com/addons/save-and-resume-addon/) by typing its name in the Search Addons field. Next, click on **Install Addon**.

![Install the Save and Resume addon](https://wpforms.com/wp-content/uploads/2023/08/Install-the-Save-and-Resume-addon.png "Install Save And Resume Addon")After the addon has been installed successfully, press the same button again to **Activate** it. And repeat the same process for the [Signature Addon](https://wpforms.com/addons/signature-addon/).

![Install the Signature addon](https://wpforms.com/wp-content/uploads/2023/08/Install-the-Signature-addon.png "Install Signature Addon")Great job so far! Now, we’ll walk you through the easy steps to create your expense approval form with the help of an existing WPForms Pro template.

### 3. Utilize the Expense Approval Form Template

From your WordPress admin dashboard, navigate to **WPForms** and click on **Add New** from the list of options.

![Add new form WPForms](https://wpforms.com/wp-content/uploads/2020/11/adding-new-form.png "Add New Form WPForms")**Name Your Form** and then use the search box to find the [Expense Approval Form template](https://wpforms.com/templates/expense-approval-form-template/). Once it shows up, click on the **Use Template** button.

![Expense approval form template](https://wpforms.com/wp-content/uploads/2023/08/Expense-approval-form-template.png "Expense Approval Form Template")You will now be directed to the **Fields** screen, where available fields appear on the left panel. The ones you have access to will depend on your license level.

![Fields screen WPForms](https://wpforms.com/wp-content/uploads/2022/09/standard-fields-e1690437815507.png "Fields Screen WPForms")In the right panel, you will see an editable preview of your form. Since we’re using a template, the fields will already be added.

![Preview of expense approval form template](https://wpforms.com/wp-content/uploads/2023/08/Preview-of-expense-approval-form-template.png "Preview of Expense Approval Form Template")You’ll notice that this template is built with fields that automate capturing the requestor’s information, expense details, and [approval via Signature](https://wpforms.com/how-to-add-electronic-signature-to-form/).

If required, you can use [WPForms’ intuitive form builder](https://wpforms.com/what-is-wpforms/) to easily add, modify, and arrange fields to tailor the form to your liking. You can also [save your customized form as a template](https://wpforms.com/how-to-create-your-own-custom-form-templates/) to reuse if you’d like.

[Get the Expense Approval Form Template 📝](https://wpforms.com/pricing/)

### 4. Configure Save and Resume Settings

Navigate to **Settings » Save and Resume** from the form builder. To turn on save and resume functionality, toggle on the **Enable Save and Resume** option.

![Enable save and resume functionality](https://wpforms.com/wp-content/uploads/2023/08/Enable-save-and-resume-functionality.png "Enable Save And Resume Functionality")When you turn on Save and Resume functionality, you’ll be able to change a number of settings. We’ve explained each one below.

#### Customize Save and Resume Link Text

To begin, you can personalize the wording on the link that users will click to save their progress in your form.

You can change the text in the supplied field. By default, it says “Save and Resume Later,” but you can change it to anything you like.

![Save and resume link text](https://wpforms.com/wp-content/uploads/2021/10/save-and-resume-link-text.png "Save and Resume Link Text")This link will display on the frontend of your website at the bottom of your form, next to the button labeled **Submit**.

![Save and resume link placement](https://wpforms.com/wp-content/uploads/2023/08/Save-and-resume-link-placement.png "Save And Resume Link Placement")#### Enable a Disclaimer Page

You can add an optional disclaimer page that will show up when a requestor clicks the Save and Resume link. To do this, turn on the **Enable Disclaimer Page** option.

![Enable disclaimer page option](https://wpforms.com/wp-content/uploads/2023/08/Enable-disclaimer-page-option.png "Enable Disclaimer Page Option")This will bring up a text editor that you can use to modify the content of your disclaimer page once it has been revealed.

![Customize disclaimer page text](https://wpforms.com/wp-content/uploads/2023/08/Customize-disclaimer-page-text.png "Customize Disclaimer Page Text")When a user clicks the save and resume link in your expense application form, they will see your disclaimer page. This ensures they are aware of the terms and conditions associated with saving their progress.

Upon viewing the disclaimer, users have two choices. They can confirm their decision to save their progress and leave your form by clicking the **Continue** button. Alternatively, they can click the **Go Back** link to return to the form.

![Save and resume disclaimer page](https://wpforms.com/wp-content/uploads/2023/08/Save-and-resume-disclaimer-page.png "Save And Resume Disclaimer Page")#### Customize the Save and Resume Confirmation Page

When a requestor for your expense approval form saves their progress, they’ll see a **Confirmation Page** appear.

This message can be customized to help them understand the next step of the expense approval process.

![Save and resume confirmation page message](https://wpforms.com/wp-content/uploads/2023/08/Save-and-resume-confirmation-page-message.png "Save And Resume Confirmation Page Message")For those who prefer a more hands-on approach, an option to manually copy and share the link can also be talked about.

This can be done by toggling on the **Enable Resume Link** option underneath the confirmation page display message.

![Save and resume enable link](https://wpforms.com/wp-content/uploads/2023/08/Save-and-resume-enable-link.png "Save And Eesume Enable Link")It can also guide the requestor to input the email address of the individual responsible for approving the expenses to send the resume link directly to them.

To send approver’s email notifications with links to resume the form and provide their approval, toggle on the **Enable Email Notification** setting.

![Save and resume enable email notification](https://wpforms.com/wp-content/uploads/2023/08/Save-and-resume-enable-email-notification.png "Save and Resume Enable Email Notification")![Save and resume confirmation page preview](https://wpforms.com/wp-content/uploads/2023/08/Save-and-resume-confirmation-page-preview.png)No matter how one chooses to share users’ links to save and resume, these URLs will stop working after 30 days.

We suggest making this clear to users when you customize your save and resume messages so they are less likely to lose their work due to inactivity.

#### Customize the Email Notification Message

Once you toggle on the **Enable Email Notification** option, a text editor will pop up for you to customize the email notification message.

Although you can change the default message to anything you like, make sure the email notification has the {resume\_link} [Smart Tag](https://wpforms.com/docs/how-to-use-smart-tags-in-wpforms/).

This Smart Tag will provide a link to the form that has only been partially completed, enabling the approver to continue and grant the expense request.

![Save and resume email notification message](https://wpforms.com/wp-content/uploads/2023/08/Save-and-resume-email-notification-message.png)#### Customize the Signature Field on Your Form

To ensure the authenticity of expense approval requests, the form template we’re using comes with Signature fields for both the requestor and approver.

Click on either of the **Signature** fields in the form builder area to edit its label, description, or ink color, or mark it as a **Required** field.

![Signature general field options](https://wpforms.com/wp-content/uploads/2023/08/Signature-general-field-options.png "Signature General Field Options")You also have the ability to change the color of the ink used for the electronic signature inside the **Advanced** Section.

![Signature field ink color](https://wpforms.com/wp-content/uploads/2017/11/signature-field-ink-color.png "Signature Field Ink Color")Once you’re finished configuring these settings, be sure to save your form before leaving the form builder.

![Save form changes](https://wpforms.com/wp-content/uploads/2023/02/save-form-changes.png "Save Form Changes")#### Enable Form Notifications and Confirmations

It is crucial to set up the messages and notifications that will appear after a user fills out and submits their form.

This is easy to do. From the Form Builder screen, navigate to the **Settings** tab and select **Notifications**.

![Form notification settings](https://wpforms.com/wp-content/uploads/2022/06/form-notifications-setting.png "Form Notifications Settings")Administrators will receive alerts automatically. However, the email’s title, body, and list of recipients can be modified if required.

![Form notification expense approval form](https://wpforms.com/wp-content/uploads/2023/08/Form-notification-expense-approval-form.png)Next, under the **Settings** tab, select **Confirmations** to modify the message the decision-makers will receive upon providing their approval and completing the form.

![Form confirmation](https://wpforms.com/wp-content/uploads/2020/12/wpforms-confirmations.png "Form Confirmation")You can also use the **Confirmation Type** setting in WPForms to display a message, link to another page, or redirect the user.

![Form confirmation expense approval form](https://wpforms.com/wp-content/uploads/2023/08/Form-confirmation-expense-approval-form.png)Once you have configured your email notification and confirmation settings, hit the **Save** button again to save your current progress.

### 5. Publish Your Expense Approval Form

Now that you’ve built your expense approval form using the template, you can add it to your WordPress website and further [style it using the block editor](https://wpforms.com/how-to-style-wpforms-using-the-block-editor/).

Create a new page/post or simply update an existing one. After that, click on the **Add Block** button and select the **WPForms** icon.

![Add form widget WPForms](https://wpforms.com/wp-content/uploads/2023/04/Add-Form-Widget-WPForms.png "Add Form Widget WPForms")Next, select your expense pre-approval form from the dropdown menu in the WPForms widget to attach it to your page/post.

![WPForms block expense approval form](https://wpforms.com/wp-content/uploads/2023/08/WPForms-block-expense-approval-form.png "WPForms Block Expense Approval Form")If you’re satisfied with the way your form looks, hit the Update or **Publish** button, and your form will go live.

![Publish the expense order form](https://wpforms.com/wp-content/uploads/2023/08/Publish-the-expense-order-form.png "Publish Expense Order Form")Now, all you need to do is [test the embedded form](https://wpforms.com/form-testing-checklist/) after publishing to make sure it works as expected to avoid any problems.

### FAQs about Expense Approval Forms

Expense approval forms are a popular topic among our readers. Here are answers to some common questions about them.

#### What is an expense approval form?

An expense approval form is a document employees submit to get reimbursement for business expenses. It itemizes work-related expenses that employees pay out of pocket and requires supporting documentation like receipts.

#### Why do companies use expense approval forms?

Companies use standardized expense forms to control spending and ensure expenses adhere to policies. The approval workflow enables oversight and justification of employee spend. Forms create an auditable digital trail for financial reporting.

#### What information is required on an expense approval form?

Typical details include employee name, department, expense date of request, vendor, description, business purpose, project codes, amount, receipt copy, and approval signatures. Company policy outlines required backup and details.

#### Who needs to sign/approve an expense approval form?

Expense forms route through an approval chain that varies by company. Common approvers are the employee, manager, accounting supervisor, human resources manager, controller, or CFO.

### Next, Check Out Some More Expense Authorization Form Templates

If you’re looking for some more creative ways to create expense and financial-related forms for your business, it is a good time to check out these template demos:

- [Simple Expense Form](https://wpforms.com/templates/simple-expense-form-template/)
- [Requisition Form](https://wpforms.com/templates/requisition-form-template/)
- [Online Reimbursement Form](https://wpforms.com/templates/travel-reimbursement-form-template/)
- [Expense Reimbursement Form](https://wpforms.com/templates/employee-expense-reimbursement-form-template/)
- [Capital Expenditure Approval Form](https://wpforms.com/templates/capital-expenditure-approval-form-template/)

[Create Your Expense Approval Form Now](https://wpforms.com/pricing/)

Ready to build your form? Get started today with the easiest WordPress form builder plugin. [WPForms Pro](https://wpforms.com/pricing) includes lots of free templates and offers a 14-day money-back guarantee.

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**Categories:** WordPress Tutorials

**Tags:** approval form, expense approval, expense form, save and resume addon, signature addon, WPForms, wpforms pro license

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