Draft an expense policy for a small team

Prompt for a short team expense policy: what is reimbursed, which receipts are needed, deadlines and who approves. Paste it into an AI tool of your choice, which then drafts the policy.

Topic: Planning & projects
Type: Template
Level: Intermediate
Time: about 12 min

Results depend on the tool, the model and what you enter.

Result preview

Example: written by our editors, not real AI output.

Team expense policy (draft) What is reimbursed: standard-class train, hotel up to “check amount” per night, meals with receipt Receipts: photo of the original, submit within 14 days Approval: up to €100 team lead, above that management Not reimbursed: minibar, private extra days Open: clarify mileage and flat rates with the tax adviser.

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BusinessWhat kind of business are you?

ExpensesWhich expenses come up often?

ProblemWhat does not work yet?

Your prompt

Draft a short expense policy for our team.
Type of business: [Business]
Typical expenses: [Expenses]
What goes wrong today: [Problem]
Structure: 1. Purpose in one sentence. 2. Table: type of expense, reimbursed yes or no, limit, receipt needed. 3. Deadlines and how to submit. 4. Who approves what. 5. What applies if a receipt is missing. Write in simple sentences, one page at most. For amounts, daily rates and tax allowances, use placeholders such as "check amount" instead of inventing figures. At the end, mark which points should be agreed with the tax adviser.

Take particular care to propose only rules I set myself and mark amounts and tax points as to be checked.

Before you answer, check: Are all instructions met? If key information is missing or a placeholder in square brackets is still in the text, ask instead of guessing. Mark assumptions as assumptions.

This is an instruction for an AI, not the result itself.

Where this prompt works

These AI tools are a good fit for this prompt:

How to use it

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Copy the finished prompt into an AI tool of your choice.
Have the finished policy checked by your tax adviser before sharing it with the team.

Why does this work?

A table with limits and receipt rules answers the most common questions at a glance. Placeholders instead of invented figures stop wrong amounts from slipping into the policy.

Tips

Announce the policy with a start date and explain it briefly once in a team meeting; that saves many questions later.

You may use our prompts freely, including at work. Please do not republish them as your own collection. We give no warranty for AI results; check them yourself. Terms of use

Draft an expense policy for a small team

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