expense_reimbursement_email
Write a professional email requesting reimbursement from a client for project expenses incurred on their behalf, including stock images, software, and travel.
Instructions
Write the professional email requesting reimbursement from a client for project expenses you have incurred on their behalf — stock images, fonts, software licences, hosting, printing, materials, travel. Required: client_name, expense_description (what you bought and why it was needed), amount. Optional: project_name, receipt_note (e.g. 'I have attached the receipt'), add_to_next_invoice (default false — if true, frames this as a heads-up addition to the next invoice rather than a standalone request), payment_instructions (e.g. 'via your usual payment portal', 'by bank transfer to the details on my invoice'), your_name. Distinct from budget_update_email (cost overrun from increased project scope or time) and invoice_cover_email (billing for your own labour). Does not count against your monthly draft limit.
Input Schema
| Name | Required | Description | Default |
|---|---|---|---|
| client_name | Yes | Client's first name or full name | |
| expense_description | Yes | What you purchased and why it was needed for the project (e.g. 'a stock photography licence for the hero image', 'a Figma seat to collaborate on your design files', 'return travel to your office for the kick-off meeting') | |
| amount | Yes | The amount to be reimbursed (e.g. '$85', '£120', '€200') | |
| project_name | No | Name or description of the project (e.g. 'the website redesign', 'your brand identity project') | |
| receipt_note | No | Optional note about the receipt (e.g. 'I have attached the receipt for your records', 'receipt available on request'). If omitted, no receipt line is added. | |
| add_to_next_invoice | No | If true, frames the email as a transparency heads-up that this will appear on the next invoice, rather than a standalone reimbursement request. Default: false. | |
| payment_instructions | No | How you would like to be paid (e.g. 'via your usual payment portal', 'by bank transfer — details on my invoice', 'alongside the next milestone payment'). Omit if add_to_next_invoice is true. | |
| your_name | No | Your name for the sign-off |