Expense approvals
Orchardine Green Finance · Expense approvals · Portland, OR
Ottilie Winterbourne is the finance manager at Orchardine Green Finance, the small finance team of a regional organic produce grower in Portland, and she uses it to give every expense claim a review hour with a reviewer so the week fills evenly and nobody is booked twice.
Any businessSchedulingCalendar4 tables · 6 views · 1 form · 1 dimension set · 1 booking page · 1 dashboard · 1 digest · 1 notification · 1 stage rule set · 1 agent
Use this templateReview calendar
Expense claimsOctober 2026
Tables
Expense claims
33 sample rows · 13 columnsEvery expense claim staff send in, with the hour a reviewer holds for it, who reviews it, and where it stands from request to payout.
| Claim | Department | Category | Reviewer | Submitted by | Payout account ending | Amount |
|---|---|---|---|---|---|---|
| Airfare to Sacramento grower summit | Sales | Travel | Basil Kettlewell-Amoah | Ingrid Falkenrath-Moyo | 4821 | $642.80 |
| Two nights at the Sacramento summit hotel | Sales | Lodging | Basil Kettlewell-Amoah | Ingrid Falkenrath-Moyo | 4821 | $418 |
| Diesel for the Tuesday harvest run | Field operations | Fuel and mileage | Zuleika Ferreira-Nakamura | Gideon Aldaba-Cole | 7305 | $187.45 |
| Cold-chain training course fee | Quality assurance | Training and conferences | Philippa Strandberg-Lowe | Mirela Hartigan-Osei | 1946 | $925 |
| Crew lunch for apple sorting | Sales | Meals | Zuleika Ferreira-Nakamura | Beckett Salvatore-Yun | 5582 | $164.30 |
| Pallet jack replacement parts | Packing house | Equipment under $500 | Tomasz Okonkwo-Ridley | Annelise Torvaldsen | 3017 | $312.15 |
| Mileage to three orchard inspections | Field operations | Fuel and mileage | Tomasz Okonkwo-Ridley | Gideon Aldaba-Cole | 7305 | $96.20 |
| Buyer dinner with Redwood Grocers | Sales | Client hospitality | Basil Kettlewell-Amoah | Ingrid Falkenrath-Moyo | 4821 | $438.90 |
| Food safety conference registration | Quality assurance | Training and conferences | Philippa Strandberg-Lowe | Mirela Hartigan-Osei | 1946 | $1,180 |
| Rental truck for the Portland market weekend | Logistics | Travel | Ottilie Winterbourne | Lucian Marchetti-Bao | 6694 | $780 |
| Parking and tolls on the cold storage run | Logistics | Fuel and mileage | Zuleika Ferreira-Nakamura | Lucian Marchetti-Bao | 6694 | $58.40 |
| Hotel near the Spokane distributor | Sales | Lodging | Basil Kettlewell-Amoah | Beckett Salvatore-Yun | 5582 | $536 |
Departments
6 sample rows · 6 columnsThe teams that spend, with their cost center, their monthly budget and every claim they have sent in.
| Department | Cost center | Monthly budget | Claims |
|---|---|---|---|
| Administration | AD-510 | $4,200 | Breakfast meeting with the co-op board, Postage for harvest invoices |
| Field operations | FO-110 | $14,000 | Diesel for the Tuesday harvest run, Mileage to three orchard inspections, Irrigation workshop seats, Pickup truck tires for the field crew, Meals during the northern inspection trip, Water rights seminar registration |
| Logistics | LG-410 | $7,500 | Rental truck for the Portland market weekend, Parking and tolls on the cold storage run, Two nights at the Boise buyers fair, Fuel for the northern route, Mileage to the Salem warehouse audit |
| Packing house | PH-210 | $9,500 | Pallet jack replacement parts, Ladder safety harness set, Seed sorting software training, Pallet wrap and strapping |
| Quality assurance | QA-610 | $6,000 | Cold-chain training course fee, Food safety conference registration, Courier fees for lab sample shipments, Lab bench stool and mat |
| Sales | SA-310 | $18,000 | Airfare to Sacramento grower summit, Two nights at the Sacramento summit hotel, Crew lunch for apple sorting, Buyer dinner with Redwood Grocers, Hotel near the Spokane distributor, Flights to the Fresno expo, First-class upgrade to Fresno, Executive dinner without a receipt, Customer lunch at the orchard tour, Airfare to the Yakima hops convention, Hotel for the Yakima hops convention, Client gift baskets for renewals |
Expense categories
8 sample rows · 3 columnsThe kinds of spending the policy allows, with the most a single claim may be and when a receipt is needed.
| Category | Limit per claim | Receipt |
|---|---|---|
| Travel | $1,800 | |
| Lodging | $900 | |
| Meals | $250 | |
| Fuel and mileage | $400 | |
| Training and conferences | $1,500 | |
| Equipment under $500 | $500 | |
| Client hospitality | $600 | |
| Courier and postage | $300 |
Also included
- Claim board
- Booked reviews for the week
- New claimTells the finance manager a claim has come in so a reviewer can be named.
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