Xero Expense Claims and Receipt Capture Procedure
Set up a simple procedure for staff expenses.
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[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.
Write an expense claims procedure for a small team using Xero, simple enough to follow without training. Who spends and what for: [SPENDERS_AND_USES]. Approval limits: [LIMITS]. Reimbursement timing: [TIMING]. Receipt capture methods available: [CAPTURE_METHODS]. Steps for the employee (keep the receipt, photograph it, submit within a set number of days with purpose and project), the approver (check receipt, purpose, amount and policy), and the bookkeeper (code the claim, check tax details, pay in the weekly run, for example on Fridays). One-page claim form: Date, Supplier, Description, Amount, Currency, Tax shown, Category, Project, Receipt attached. Worked claim (invented): taxi 18.40, lunch with a client 27.50, printing 12.00, total 57.90; taxi coded to travel, lunch to meals and entertainment [VERIFY treatment with the accountant], printing to office costs. Include a polite rejection message, a rule for lost receipts, foreign currency conversion at a stated rate [VERIFY], an escalation for claims above the limit, and a rule for claims more than 60 days late. Weekly time cost: 25 claims at 4 minutes each is 100 minutes. Monthly report of claims by category and person for budgeting, not surveillance. Treat this as learning material only; tax and legal treatment is for a qualified adviser, so list what to confirm with my accountant [VERIFY].
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