Expense Policy Template for Architecture industry

An expense policy is a written document that sets out your company’s rules for paying work-related expenses. It defines what employees can spend on, who approves it, and how reimbursements work. Without a clear policy, spending decisions become inconsistent and compliance gaps appear.

This free expense policy template gives architecture practices a ready-to-use document that can be customised and distributed to staff, covering everything from prepaid corporate card usage to receipt requirements.

What’s inside

• Employee roles and responsibilities for managing business expenses
• Manager roles and responsibilities for approvals and oversight
• How to use prepaid corporate cards for project and operational spending
• What expenses are covered by the company (e.g. site travel, software, client entertainment)
• What expenses cannot be covered
• Category-specific spending limits and approval workflows
• Employee receipt of acknowledgement
• Receipt and documentation requirements for compliance

Who is it for?

Practice managers, finance leads, and principals at architecture firms who need a clear, enforceable expense policy. It is especially useful for growing practices where spending rules need to be formalised as the team expands and more people have access to company funds.

How to use it

1. Enter your details to download the editable template
2. Fill in the spaces to personalise it with your practice’s rules, limits, and approval workflows
3. Distribute the policy to staff as a guide for using Budgetly prepaid corporate cards and managing business expenses

Free template. Customise for your organisation.