How to Handle Household Expenses with Your Domestic Staff

When you have domestic staff like a nanny, housekeeper, house manager, or personal chef, having a system for managing expenses is vital. And no, handing over a stack of cash with a “good luck!” doesn’t count as a system.

Here’s how to streamline household expenses so everyone’s on the same (spread)sheet:

1. Create a Clear Expense Policy (Yes, Even at Home)

If you have staff making purchases on your behalf, set expectations early. What counts as reimbursable? What’s the weekly grocery budget? Are they allowed to impulse-buy organic elderberry syrup? A one-page policy (or even a note in your household manual) goes a long way and keeps expectations clear.

2. Use Prepaid Cards or Petty Cash

For staff who run errands, a reloadable prepaid card or an app-based tool gives you control and flexibility. Set spending limits, track categories, and avoid the awkwardness of, “I think you gave me a twenty last week?”

3. Keep a Shared Digital Log (Or go Analog)

Google Sheets is your friend. Create a simple expense tracker with date, item, amount, and who made the purchase. Your house manager or nanny can update it in real time, and it gives you visibility without micromanaging. Color-coding optional, but encouraged.

Want to keep it simple? Go old-school with a ledger and envelope to collect receipts. The domestic staff can write down what they spent all in one place.

4. Schedule Weekly or Biweekly Check-ins

Just five minutes can prevent fifty headaches. Set a recurring check-in with your house manager or key staff member to review expenses, flag anything odd, and ensure you're staying within budget. Pair it with coffee and make it part of your rhythm.

5. Use Apps Like Expensify or Homey for Receipts

Want receipts stored digitally instead of floating around the kitchen counter? Have staff snap and upload them via an app. It's great for record-keeping, taxes, and avoiding the "mystery Walgreens charge of $14.73" drama.

6. Be Transparent

If you’re tightening the budget or shifting spending priorities (hello, summer camp season), loop your staff in. A little context helps them make better decisions and feel like valued team members, not just hired hands.

Managing household expenses with staff doesn’t have to be complicated or awkward. With a few simple systems, you’ll avoid overspending, build trust, and keep better track of those random expenses.

And remember, the team here at MoniCare is ready to help with all of your domestic staffing needs and questions!