All receipts for purchases made using a Toole Design account and/or with a Toole Design credit cards must be emailed to Accounts Payable (accounts.payable@tooledesign.com) as soon as possible. 

  • Scan the receipt or save it as a pdf. Name the file with the billing code or project number first, the date, the vendor, and the amount spent. 
  • Title the email to Accounts Payable the same as the file name. 
  • In the email, include
    •  the card used, 
    • a brief description of what was purchased, 
    • and who was there (i.e. Who were the lunches for, or what office are the supplies for).


Example file name: zz901_120821_Amazon_$53.37.pdf.


Common Billing Codes:

ZZ900

Bid & Proposal

ZZ901

Admin (all office supplies)

ZZ904

Business Development

ZZ907

Local Conference

ZZ908

National Conference



Toole Design credit cards are held by company Officers, Office Directors, and the Administrative Team Coordinator. Always confirm the purchase with the credit card holder before completing the purchase—this can be an email or a simple Teams chat. Some credit card holders prefer to be cc’d on receipt emails to Accounts Payable. Ask the credit card holder for their preference.