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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
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Review calendar

Expense claims
October 2026
Sun
Mon
Tue
Wed
Thu
Fri
Sat
1Airfare to Sacramento grower summitTwo nights at the Sacramento summit hotel
2Diesel for the Tuesday harvest runCold-chain training course fee
3
4
5Crew lunch for apple sortingPallet jack replacement parts
6Buyer dinner with Redwood GrocersMileage to three orchard inspections
7Food safety conference registrationRental truck for the Portland market weekend
8Parking and tolls on the cold storage run
9Hotel near the Spokane distributorLadder safety harness set
10
11
12Breakfast meeting with the co-op boardExecutive dinner without a receipt
13Irrigation workshop seats
14Courier fees for lab sample shipmentsFirst-class upgrade to Fresno
15Flights to the Fresno expo
16
17
18
19Pickup truck tires for the field crewTwo nights at the Boise buyers fair+1
20Customer lunch at the orchard tourFuel for the northern route
21Postage for harvest invoicesLab bench stool and mat+1
22Hotel for the Yakima hops conventionMeals during the northern inspection trip
23Pallet wrap and strappingClient gift baskets for renewals
24
25
26Mileage to the Salem warehouse audit
27Water rights seminar registration
28
29
30
31

Tables

Expense claims

33 sample rows · 13 columns

Every expense claim staff send in, with the hour a reviewer holds for it, who reviews it, and where it stands from request to payout.

ClaimDepartmentCategoryReviewerSubmitted byPayout account endingAmount
Airfare to Sacramento grower summitSalesTravelBasil Kettlewell-AmoahIngrid Falkenrath-Moyo4821$642.80
Two nights at the Sacramento summit hotelSalesLodgingBasil Kettlewell-AmoahIngrid Falkenrath-Moyo4821$418
Diesel for the Tuesday harvest runField operationsFuel and mileageZuleika Ferreira-NakamuraGideon Aldaba-Cole7305$187.45
Cold-chain training course feeQuality assuranceTraining and conferencesPhilippa Strandberg-LoweMirela Hartigan-Osei1946$925
Crew lunch for apple sortingSalesMealsZuleika Ferreira-NakamuraBeckett Salvatore-Yun5582$164.30
Pallet jack replacement partsPacking houseEquipment under $500Tomasz Okonkwo-RidleyAnnelise Torvaldsen3017$312.15
Mileage to three orchard inspectionsField operationsFuel and mileageTomasz Okonkwo-RidleyGideon Aldaba-Cole7305$96.20
Buyer dinner with Redwood GrocersSalesClient hospitalityBasil Kettlewell-AmoahIngrid Falkenrath-Moyo4821$438.90
Food safety conference registrationQuality assuranceTraining and conferencesPhilippa Strandberg-LoweMirela Hartigan-Osei1946$1,180
Rental truck for the Portland market weekendLogisticsTravelOttilie WinterbourneLucian Marchetti-Bao6694$780
Parking and tolls on the cold storage runLogisticsFuel and mileageZuleika Ferreira-NakamuraLucian Marchetti-Bao6694$58.40
Hotel near the Spokane distributorSalesLodgingBasil Kettlewell-AmoahBeckett Salvatore-Yun5582$536

21 more rows

Departments

6 sample rows · 6 columns

The teams that spend, with their cost center, their monthly budget and every claim they have sent in.

DepartmentCost centerMonthly budgetClaims
AdministrationAD-510$4,200Breakfast meeting with the co-op board, Postage for harvest invoices
Field operationsFO-110$14,000Diesel 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
LogisticsLG-410$7,500Rental 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 housePH-210$9,500Pallet jack replacement parts, Ladder safety harness set, Seed sorting software training, Pallet wrap and strapping
Quality assuranceQA-610$6,000Cold-chain training course fee, Food safety conference registration, Courier fees for lab sample shipments, Lab bench stool and mat
SalesSA-310$18,000Airfare 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 columns

The kinds of spending the policy allows, with the most a single claim may be and when a receipt is needed.

CategoryLimit per claimReceipt
Travel$1,800Always
Lodging$900Always
Meals$250Over $75
Fuel and mileage$400Over $75
Training and conferences$1,500Always
Equipment under $500$500Always
Client hospitality$600Always
Courier and postage$300Over $75

Also included

  • Claim boardStage rules
  • Booked reviews for the weekDigest
  • New claimNotificationTells the finance manager a claim has come in so a reviewer can be named.

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