Record the charge and the purpose
Executive expenses are easy to postpone because the amounts are small and the principal is busy. Postponed receipts become a year-end reconstruction, and some become unrecoverable. A weekly tracker prevents that.
Use a weekly receipt deadline
Record each charge with the date, merchant, amount, business purpose, attendees, and the receipt status. Mark whether it was submitted, approved, or reimbursed.
Route approvals under policy
Set a weekly receipt deadline rather than a monthly one. The assistant collects receipts every Friday and flags missing items while the principal still remembers the meeting.
Review aging and exceptions monthly
Route approvals under the company policy. Do not split a charge to stay under an approval threshold, and do not describe a personal expense as business. If the purpose is unclear, ask before submitting.
Close the month with finance
Review the tracker monthly for aging items, missing receipts, and repeated policy exceptions. Send the summary to the principal and the finance contact, not just a list of late reports.
Frequently asked questions
What if a receipt is lost?
Record the missing receipt, provide the card statement and the business purpose, and follow the company's missing-receipt procedure rather than recreating a document.
Can the assistant approve the principal's expenses?
No. Approval belongs to the designated approver under the expense policy.
Ready to define the role?
Use a recent leadership week to scope the support that would make the biggest difference. The consultation is a working conversation, not a generic pitch.
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