Expense policy builder
Fill in your approval thresholds, receipt rules, deadlines and limits, and the builder writes a plain-English expense policy from our template. Copy it, print it or download it as text, then have your accountant review it before you adopt it.
The text follows the structure of our expense policy template guide: scope, approval, receipts, company cards, reimbursement, travel and meals, deadlines and consequences.
Leave a box empty and the policy keeps a [bracket] for you to complete. Nothing you type leaves your browser.
Related guides
Common questions
Is this legal advice?
No. It is a starting point. Have your accountant and, if needed, your lawyer review the policy before you adopt it.
What limits should I set?
Base them on what your team actually spends. We leave the numbers blank rather than suggest figures that may not fit your business.
Do I need a receipt for every expense?
Your policy can be stricter than tax rules. IRS Publication 463 says documentary evidence generally isn’t required for an expense under $75, other than lodging, but many companies ask for every receipt.
How do I enforce the policy?
Make receipts easy to send, review who is missing what every week, and match receipts to card transactions as you go. Barespend flags transactions without a receipt the day they happen.