Expenses
Guidelines for tracking business expenses.
Payment Methods
Section titled “Payment Methods”| Method | Use For | Details |
|---|---|---|
| Rho Corporate Card | All business expenses | Virtual cards for subscriptions, physical card for in-person. Auto receipt capture via Rho app. |
| Personal (Reimbursement) | When Rho card unavailable | Submit receipt within 30 days with description. Reimbursed within 5 business days. |
Receipt Requirements
Section titled “Receipt Requirements”How to Save Receipts
Section titled “How to Save Receipts”| Method | Instructions |
|---|---|
| Rho App (preferred) | Photo receipt directly in app |
| Forward receipts to Rho | |
| Google Drive | Finance > Receipts > [Year] > [Month] |
Missing receipts under $25: Document the expense details (date, vendor, amount, purpose) using the missing receipt form in Google Drive > Templates.
Software Subscriptions
Section titled “Software Subscriptions”Before subscribing: Check if an existing tool covers the need, evaluate cost vs. value, use a Rho virtual card, and document in Tech Stack.
Quarterly review: Cancel unused tools, downgrade where possible, update Tech Stack page.
Travel Expenses
Section titled “Travel Expenses”Booking: Use Rho card directly. Book reasonable options (economy flights, standard hotels). Compare options before booking.
Mileage reimbursement: IRS standard rate. Document date, origin/destination, miles driven, and business purpose.
Expense Reporting
Section titled “Expense Reporting”| Cadence | Tasks |
|---|---|
| Monthly | Capture all receipts in Rho → Categorize expenses → Review in Xero → Flag anomalies |
| Year-End | Ensure proper categorization → Reconcile with Xero → Prepare for tax filing |
Quick Links
Section titled “Quick Links”| Tool | Purpose |
|---|---|
| Rho Dashboard | Cards, expenses |
| Xero | Accounting review |
| IRS Mileage Rates | Current reimbursement rate |