Expense policy

It is free to fill in online and needs no account. The finished Word document and PDF cost €4.99, paid once. See all Finance and accounting templates

• Company name

  For example: Brightwater Analytics

• Policy starts on

  For example: 1 January 2027

• Currency used in the policy

  For example: EUR

• Who the policy covers

  For example: all employees, directors and contractors who spend company money

• Travel rules and limits

  For example: Economy class for flights under 6 hours, premium economy above that; trains in standard class; hotels up to EUR 150 a night in a city, EUR 110 elsewhere; taxis only when public transport is not safe or practical.

• Meals and entertainment limits

  For example: EUR 40 a day for meals while travelling; EUR 60 a person for a client meal, with the names of those present

• Amount that needs approval in advance

  Anything above this needs a manager's written yes before it is bought.

  For example: EUR 250 for a single item

• Days to submit a claim

  Counted from the date of the expense.

  For example: 30

• Days the company takes to repay

  Counted from an approved claim.

  For example: 14

• Who approves claims

  For example: the employee's line manager; the Finance Director for claims by managers

• Contact for questions

  For example: finance@brightwater.example

1. 11. Purpose and who it covers
2. 22. What can be claimed
3. 33. Travel
4. 44. Meals and entertainment
5. 55. Equipment and supplies
6. 66. Receipts and records
7. 77. How to claim
8. 88. Approval and payment
9. 99. Misuse
10. 1010. Questions

1. 01

   Fill in

   Type your details in the form. The document fills itself in as you type; click any gap to jump to its field.

2. 02

   Check

   Read it through. Gaps you have not filled stay marked, so nothing goes out half done.

3. 03

   Download

   Pay once and get it as a Word document to edit further and as a PDF to send or print. The link comes by email too.

What details does this template ask for?

The form asks for 11 details, starting with Company name, Policy starts on, Currency used in the policy, Who the policy covers, Travel rules and limits.

How much does this template cost?

€4.99, paid once. Filling it in and seeing the first part is free. You pay when you download the finished Word document and PDF, with no account and no subscription. Every paid nerix plan includes it.

Can I download this template as Word or PDF?

Yes. When you have filled in the form, press Download and pay once. You get the finished document as a Word file to keep editing and as a PDF to send or print, and the link by email.

Is what I type sent anywhere?

While you fill it in, what you type stays in your browser. When you buy the document, your answers go to nerix to make your files. They are kept for seven days so you can download again, then deleted.

What should I check before I use this template?

Tax and employment rules decide what the company may repay tax-free, what must be reported as pay, which records must be kept and for how long, and in some places who must bear the costs of working. Check the rules where you operate, and ask your accountant to read the limits.

Are these finance templates free?

Most are. Fill in and download them for free as Word or PDF, with no account. A few longer documents are premium: free to fill in, paid once to download, and marked with their price.

Do these templates include tax rules?

No. Tax and invoicing rules differ by country. Each template has fields for amounts and references, and you add the tax details your local rules require.

Can I use them with my accounting software?

Yes. They are plain documents. Download the Word version, or copy the figures into your software.

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