Harbourline Bank

Every spend has a place. The month ends quietly.

Set limits, approve spends and match receipts, all from one business account built for small teams who would rather run the work than chase paper.

Ask for a walkthrough
Software Set
Travel Open
Supplies Set
Meals Review
Ads Review

Illustration: beads are units, not amounts.

What you set

Your team writes the rules. The account keeps to them, card by card, so nobody has to remember who said yes to what.

  • Card limits

    Choose the type of limit each card carries and change it when a role changes.

  • Spending categories

    Pick the categories a card can be used in, such as travel or supplies, and close the rest.

  • Named approvers

    Name the person who signs off each budget. Requests go to them, not to a shared inbox.

  • Receipt rules

    Decide which spends need a receipt attached and who is reminded when one is missing.

How a spend is approved

Four stops take a spend from a request to a matched receipt. A named person acts at each one.

  1. Ask before you spend

    The cardholder says what they need and which budget.

    Cardholder

  2. Check the budget

    The budget owner looks at the request against the rules.

    Owner

  3. Say yes or no

    The named approver signs off or declines with a reason.

    Approver

  4. Match the receipt

    The bookkeeper pairs each receipt with its spend.

    Bookkeeper

Who sets the beads

Every small team starts somewhere different, so the first rules look different too.

  • A design studio

    Usually starts with software, giving each subscription a named owner so nothing renews unnoticed.

  • A clinic front desk

    Sets up one card for supplies with a category rule, and asks for a receipt every time.

  • A shop with two sites

    Gives each site manager their own card and budget, with the owner approving anything unusual.

  • A new startup

    Begins with travel and ads, naming one approver while the team is still small enough to talk.

Desk notes

Short, practical notes on running team spending, written for people who also have a day job.

  • Setting up

    Writing a spend policy on one page

    A spend policy only works if people read it, so keep it to one page your newest starter can follow.

    5 min read

  • Teams

    Naming an owner for every budget

    Budgets without a named owner drift, so give each one a person who knows what it is for and why.

    4 min read

  • Receipts

    Receipt habits that actually stick

    Small habits beat big reminders: a photo at the till, a note on what it was for, and no saving it for later.

    4 min read

  • Month-end

    A calm checklist for closing the month

    A short list of things to check before the month is handed over, so the last Friday stays an ordinary Friday.

    6 min read

  • Setting up

    Setting up a card for a new starter

    What to decide before a new hire's first day, from which budgets they can use to who approves their requests.

    5 min read

  • Approvals

    When to say no to a request

    Declining a spend is part of the job, and a clear reason keeps the conversation friendly instead of awkward.

    4 min read

  • Month-end

    Handing the month to your bookkeeper

    What a bookkeeper usually hopes to receive, and how to package the month so they have fewer questions for you.

    5 min read

  • Approvals

    Choosing who approves what

    The right approver is the person closest to the budget, not always the most senior person in the room.

    4 min read

All desk notes

Tell us how this month went.

Tell us how your team spends now, who holds a card, who signs off and where receipts end up, and a person at our desk replies by email. Nothing is opened here.

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