Expenses reimbursement clause for freelancers
An expenses clause for freelancers: which costs the client reimburses, approval thresholds and how they're invoiced.
Expenses reimbursement clause: copy and adapt
The Client will reimburse reasonable out-of-pocket expenses incurred for the project, including [travel, stock assets, software licences and printing]. Any single expense above [amount] requires the Client's prior written approval. Expenses are invoiced at cost, with receipts, together with the next invoice.
When to use it
When a project needs travel, stock assets, fonts, plugins, hosting or materials you'd otherwise pay yourself.
Variants by trade
Photographers and videographers
Travel beyond [50] km from the Provider's base is billed at [rate] per km; overnight shoots include accommodation and a per-diem of [amount].
With handling fee
Third-party purchases made on the Client's behalf are billed at cost plus a [10]% handling fee.
Frequently asked questions
Should freelancers mark up expenses?
Many add 10–15% for handling on purchases they manage. Say so in the contract so it's not a surprise.
Do I need approval for every expense?
Set a threshold: small costs are fine, anything above it needs written approval first.
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These clauses are general templates, not legal advice. Laws vary by country and state; for high-value or unusual deals, have a lawyer review your contract.