Reimbursable Expenses: A Creator’s Guide to Tracking and Claiming

What Are Reimbursable Expenses for Creators?

Reimbursable expenses are costs that creators, Influencers, or contractors incur while working on projects that are eligible to be reimbursed by their clients or employers. These expenses can vary depending on the specific nature of the work, the project, and the terms agreed upon between the creator and the client. Essentially, reimbursable expenses are out-of-pocket costs that directly support your creative work.

Common Reimbursable Expenses for Creators

As a creator, there are several expenses that you might incur during the course of your work that are eligible for reimbursement. Here are some of the most common reimbursable expenses for creative professionals:

1. Travel Expenses

• Airfare, train tickets, or mileage for travel related to a project (e.g., attending a creative meeting, shooting on-location).
• Gas mileage or car rental costs if the project requires transportation to a specific location (e.g., photoshoots, video shoots).

2. Supplies and Equipment

• Cameras, microphones, lighting equipment, or other tech tools essential for content creation.
• Software subscriptions like video editing tools, design software, or music production tools that are required for completing client work (e.g., Adobe Creative Cloud, Final Cut Pro).

3. Meals and Lodging

• Meals and accommodations for trips related to work that require you to travel away from home.
• Hotel stays or per diem expenses when staying overnight for client projects or filming.

4. Software or Subscriptions

• Premium tools for your creative work, such as video editing software, graphic design platforms, or music production programs, may qualify for reimbursement.
• Specialized subscriptions like online courses or research tools used for the client project.

5. Professional Services

• Payment for outsourced services like photography, graphic design, or even legal consultations that are necessary for project support.
• Hiring specialists for specific tasks required for your project (e.g., a web designer or a social media manager).

How Reimbursable Expenses Work

For reimbursable expenses to be processed smoothly, you’ll need to follow a few key steps:

1. Clear Agreements

• Before you incur any expenses, it’s crucial to have a clear agreement with your client about what costs will be reimbursed. This should be outlined in your contract or service agreement. Be sure to confirm in advance which expenses are covered and which are not.

2. Document Everything

• Keep receipts, invoices, or bank statements that provide proof of your expenses. This documentation is essential for the reimbursement process.
• Platforms like Otto make it easier for creators to track and submit these expenses, reducing the chances of missing anything important.

3. Reimbursement Process

• To get reimbursed, you typically submit an expense report that lists each expense, along with the receipts and a brief explanation of why each cost was necessary for the project.
• Reimbursement timelines will vary depending on the agreement with your client, so always check the expected processing time.

Examples of Reimbursable Expenses for Creators

Here’s a closer look at some examples of reimbursable expenses across different types of creative work:

Podcasting

• Studio rental fees for recording episodes.
• Purchase of new microphones, podcast hosting services, or other necessary equipment.

Photography

• Travel expenses to photoshoot locations.
• Rental of special lighting gear or camera equipment.

Filmmaking & Video Editing

• Software updates or tools needed for video editing (e.g., Premiere Pro, Final Cut Pro).
• Travel costs to locations for filming scenes or production.