The Design Office
Expense management
Site visits, printing, statutory fees, models and petty cash booked to the project that incurred them — with the receipt attached and the statutory limits enforced at entry.
- Every studio member
- Accounts
In a practice. Reimbursable expenses are small individually and material annually — and they are the easiest thing in an architectural office to under-recover. If the expense is not booked to the project when it happens, it is not in the invoice when the stage closes.
What it holds
Claims with receipt evidence
Categorised claims against a project and a cost head, with the receipt attached and validated on upload. Above the receipt threshold, no receipt means no submission.
Policy enforced where you enter it
Cash-payment limits under section 40A(3), including same-day aggregation, category caps and duplicate detection — refused at entry with the reason stated, rather than discovered at audit.
Delegation bands and separation of duties
Approval authority by amount band, with small claims auto-cleared. Nobody approves their own claim, whatever their seniority.
Reimbursables into the fee
Claims marked reimbursable surface on the next stage invoice with their receipts, so recovery is the default rather than the exception. Input-tax credit reconciles in the ITC register.
The flow
- 01Captured on the phone at the site visit, receipt photographed.
- 02Submitted; reference minted; policy checks run.
- 03Verified, then approved by the band holder.
- 04Paid in a payout batch; reimbursables flagged to billing.
What it will not allow
- Approving your own claim
- A cash claim over the statutory limit
- Submission without required receipt evidence