There are occasions when you may need to spend company money. As a bootstrapped startup, we need to be thoughtful about our spending - every euro we save helps ensure Avalonia's success. However, we also recognise that having the right tools and resources is essential for your productivity and wellbeing.

Please spend money only when you believe it's truly in the best interests of the company.

We use Wise for company expenses. Since we're keeping a close eye on costs at this stage, we don't have preset spending limits - instead, we handle each expense based on its merits.

If you need to make a purchase:

• For small, essential items that clearly benefit your work, discuss it in advance with Mike

• For anything substantial or if you're unsure, post in the General channel on Slack to discuss it with the team

Should you notice a gap in our spending policy or have suggestions for improvement, please raise this in the General channel on Slack. This helps us document our decision-making and maintain transparency across the team.

Company Cards

Any team member can request a virtual company card to simplify purchasing. These are issued via Wise and allow you to buy equipment, software, and other work-related items directly using company funds, without needing to cover the cost yourself and claim it back later.

Since this is company money, all cards have spending limits. These are set on a case-by-case basis depending on your expected usage and can be adjusted as needed. Larger or one-off purchases above the trivial expense threshold must still be approved in advance (usually just a quick thumbs-up emoji on Slack).

All purchases made on the card require receipts, without exception.

Please treat your card with care. By issuing you a virtual card, we’re placing a high degree of trust in you, it’s direct access to the company bank account. Misuse of company funds, such as personal purchases or spending beyond agreed limits, won’t be tolerated. In serious cases, this may lead to card cancellation, repayment requests, and legal consequences.

We rely on mutual trust to make this work. If something goes wrong, whether accidental or not, talk to us immediately. We’re far more interested in fixing issues than in assigning blame, and early communication makes everything easier to resolve.

Using Your Company Card

When buying from suppliers within the EU, you should include Avalonia’s VAT number (EE102273748) if prompted. This allows the supplier to treat the transaction as a business-to-business sale under the reverse charge VAT system, meaning no VAT is added to the price. This is important for keeping our costs down and ensuring our accounting and compliance stay clean.

You usually won’t need to include our VAT number when buying from companies based outside the EU (such as the US or UK), as they typically don’t charge VAT on exports anyway.

If you’re ever unsure whether to include it or how to enter it, feel free to ask in Slack. International VAT rules aren’t the easiest to navigate, so if your query is particularly complex, we may need to loop in our accountant for clarification.

Receipt Management

Trivial Expenses

Just do it. This means expenses that are either:

• One-off purchases under €75

• Recurring expenses under €20/month that we can cancel easily

Saving Receipts

You must keep copies of all receipts. If you expense something on a company card and cannot provide a receipt, this may be deducted from your pay.

Always default to using your company card to avoid transaction fees. If using your personal card is unavoidable, save your receipts and follow the reimbursement process below.

Submitting Receipts

For any purchase:

• For digital invoices: Forward to accountspayable@avaloniaui.net with a note explaining the purpose. Please make sure to send this using your work email address and the receipt should be a PDF.

• For physical receipts: Take a clear photo and send to accountspayable@avaloniaui.net with a note.

• You must submit itemised receipts for all purchases. Please note that card machine receipts or credit card slips are not sufficient, as they only show the total amount and lack detail about the items or services bought. We are legally required to maintain accurate and comprehensive records of all financial transactions, including what was purchased, when, and for what purpose. This is not simply a matter of internal policy, it’s a legal obligation we must follow, and unfortunately, it’s not something we can make exceptions for.

Personal Card Reimbursements

• Avoid using personal cards where possible.

• If you must use your personal card, contact Mike with your receipt for reimbursement

• Personal expenses must be submitted within 30 days of purchase, or they will not be reimbursed

Accidental Personal Purchases

If you accidentally make a personal purchase using the company card:

• Contact management immediately to discuss repayment

• Do not delay - the sooner you flag this, the easier it is to resolve

Larger Purchases

Approval Process

For purchases beyond the trivial expense threshold, discuss with Mike first. Remember that we cannot reimburse any purchases made on personal cards without a receipt. If you need something, we can either:

• Increase your Wise card limit temporarily

• Purchase and ship the item to you directly

Equipment

As a fully remote company, we understand the importance of having the right setup to work effectively from home. We'll provide you with the equipment you need to do your job well.

Please approach equipment requests thoughtfully:

• Consider what you genuinely need to work effectively

• Choose practical, cost-effective options

• Treat company money as if it were your own

• Focus on value rather than premium brands

Remember that all equipment provided remains Avalonia's property and must be returned when you leave the company, unless explicitly agreed otherwise.

Laptops

Since we're a remote company and occasionally meet in person, we provide laptops as our standard work device. We standardise on Apple laptops to simplify software compatibility and supplier management.

Standard Equipment

For all roles, we recommend:

• MacBook Pro with Apple Silicon

• At least 32GB RAM

• At least 512GB SSD

• English keyboard layout (US or UK preferred, though other layouts are acceptable)

If you strongly prefer not to use Apple products, we can discuss alternative PC laptops that meet your needs.

Purchasing Guidelines

• Consider screen size practically - larger screens (15"+ ) cost disproportionately more

• For mainly home-based work, consider a smaller laptop with a separate monitor

• Shop around for deals, particularly on legitimate third-party retailers

• Don't purchase AppleCare - it's not good value

• Purchase within the EU where possible for warranty coverage

Replacement Policy

• Standard replacement cycle is every 4 years

• If you experience issues before then, discuss with management

• All laptops remain company property and must be returned if you leave

Monitor

A good monitor is essential for productive work. We recommend:

• 4K resolution for optimal screen space

• USB-C compatibility with modern MacBooks

• If your chosen monitor doesn't include a USB-C connection, you'll need an appropriate adapter

While we don't specify exact models, look for monitors that offer:

• Good value for money

• Reliable brand reputation

• Clear warranty terms

Peripherals

Keyboard and Mouse

• Default to Apple peripherals for best compatibility

• Refurbished Apple peripherals are perfectly acceptable

• Wireless models recommended to reduce cable clutter

Laptop Stand

Consider a portable laptop stand for:

• Improved ergonomics

• Flexibility to work from different locations

• Easy transport for in-person meetups

Furniture

Most team members already have a comfortable desk and chair setup. If you don't, we can help.

Budget Guidelines

We aim to be reasonable while staying mindful of our startup status:

• €250 guideline for a desk

• €250 guideline for a chair

Headphones

If you work in a noisy environment and don't already have noise cancelling headphones with a microphone, feel free to buy a pair.

We would expect to spend €250 on a decent noise-cancelling headphones.

Software

Software expenses follow our general expense policy and typically fall into the trivial category. We maintain a deliberately minimalist approach to collaborative software to avoid communication fragmentation. Our core stack consists of:

• Google Workspaces - documents, spreadsheets, email and video calls

• GitHub - code, version control

• Slack - team communication

• BoldDesk - customer support

• Pipedrive - customer relationship manager

Individual Software

We encourage team members to use software that enhances their productivity. Individual software choices are at your discretion, and we welcome you to share discoveries with the team.

Development Environments

• JetBrains Rider licenses are provided free of charge by JetBrains

• For other IDEs, you may expense up to €200

• Should you have specific needs that exceed this budget, please discuss with the management team

Optional Software

If you need access to additional tools, please request them in the Avalonians channel, tagging Mike, Steven, or Nikita.

Open-source Sponsorship

As a company that benefits from open-source software, we believe in supporting the community. We offer a matching programme where we'll match any personal open-source sponsorships you make, up to €100 per month per team member.

To set up sponsorship matching:

• Make your personal sponsorship

• Share the details in the Avalonians channel

• Tag Mike, Steven, or Nikita for approval

Travel

While travel is rare at Avalonia UI, occasionally team members may need to travel for business purposes. When this occurs, please exercise good judgment and spend company money as if it were your own.

General Guidelines

• We travel economy class by default

• For flights exceeding 12 hours, premium economy may be approved - please discuss with management beforehand

• Use public transport where practical for airport transfers

• Book reasonably-timed flights - while we aim to be cost-conscious, we don't expect you to choose extremely inconvenient flight times just to save a small amount

Essential Requirements

• Always ensure you have valid travel insurance before any business trip

• For EU citizens travelling within the EU, carry your European Health Insurance Card (EHIC) or Global Health Insurance Card (GHIC)

Combining Business and Personal Travel

You may combine business travel with personal holidays, however:

• The company will only reimburse travel costs equivalent to the business-only portion

• Additional accommodation for personal days cannot be expensed

• Flight costs should not exceed what they would have been for the business portion alone

Reimbursement

Submit all travel expenses through our standard expense process, including:

• Transport tickets

• Accommodation receipts

• Local transport receipts

• Reasonable meal expenses while travelling

If you have any questions about what constitutes reasonable travel expenses, please ask in the Avalonians channel before booking.

Team Meetups

As a remote-first company, we understand the value of occasional face-to-face interaction among team members.

Annual Budget

Each team member has access to a €1,500 annual budget for in-person meetups with colleagues. This budget covers:

• Travel costs

• Accommodation

• Meals

• Team activities

Guidelines

When organising meetups:

• Focus on practical locations in and around Europe that work for all participants

• Book reasonable accommodation - we trust you to find a balance between comfort and cost

• Choose restaurants and activities that are appropriate for a business context

• Use public transport where practical

Socialising

If you happen to be in the same location as other team members, even without planned work activities, the company will cover a meal or activity together. These expenses count towards your annual €1,500 budget.

The budget is separate from any company-wide events or mandatory team meetings that management may organise.

Remember to submit all receipts through our normal expense process.

Customer Meetings

When meeting customers or attending community events, you may expense reasonable refreshments within these guidelines:

Sales Meetings

• Feel free to cover coffee or light refreshments for potential customers

• Choose professional but modest venues

• Submit all receipts through our normal expense process

Community Events

The company will cover your own reasonable food and drink expenses

• We do not pay for attendees' alcoholic beverages

• Focus on creating value through knowledge sharing and networking, not entertainment

Remember that our reputation is built on our product and expertise, not our hosting. When in doubt about what's appropriate to expense, ask in the Avalonians channel beforehand.