Overview
Purpose
- Capture all loss-related costs by category.
- Note which expenses are reimbursable under the policy.
- Include payment method and payer for each entry.
Quality checklist
Ready-to-send
- Match receipts to dates and locations.
- Flag items already reimbursed or paid by the carrier.
- Add business purpose or mitigation notes for clarity.
What to include
Use these pieces to keep the expense tracking packet complete.
Core documents
Build the file
- Expense tracker spreadsheet.
- Receipt packets organized by week or vendor.
- Proof of payment statements or screenshots.
Supporting proof
Evidence to attach
- Bank or card statements with sensitive data redacted.
- Invoices and work orders.
- Approval emails or adjuster authorizations.
Delivery notes
Keep it moving
- Summarize totals by coverage bucket before submitting.
- Provide monthly updates to the carrier.
- Store receipts as PDFs with consistent file names.