Expense Management Software.

Fast, accurate and efficient.

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Save time, reduce costs, stay compliant.

Mobile app

Record, submit and approve expenses on the go. Includes digital receipt upload from and GPS mileage capture.

Compliance

Built in HMRC tax rules make sure you're compliant. Maximise VAT reclaim with automatic VAT calculations.

Reporting suite

Over 120 built in reports provide insight into spend. Identify key areas of spend with intelligent data analysis.

Credit card management

Easily reconcile corporate card expenses. Match items to your digital statements.

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Take control of company spend with online expenses!

The intuitive interface makes expense management quick and simple. Enforce policy limits, reduce bottlenecks and eliminate lost receipts.

Spend is accurate and auditable for finance teams and Expenses Mobile allows you to access, anywhere, anytime, from any device. Simply log, snap and send.

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Expenses Key Features

Mobile app

Record, submit and approve expenses on go. Featuring digital receipt upload and GPS mileage tracking.

Configurability

Built entirely around your expenses policy, from claimable items and limits including home to office calculations, workflows and approval process.

Flags and limits

Ensure that your company’s expenses policy is adhered to and that any discrepancies are quickly and efficiently dealt with.

Expenses Key Features 2

User defined fields

Capture and report on the relevant information which is unique to your organisation. You can also create the field titles to suit your own terminology.

Journey validation

Multiple options including:

GPS tracking through the app simply hit start and finish to record.
Postcode to postcode look ups or pinpoint to street level.

Duty of care

Manage the recording and verification of vehicle and licence documentation. Alerts prompt when expiry dates are due and mileage claims can be suspended if documents are not valid.

Expenses Key Features 3

Enhanced Driver & Vehicle Check

Vehicle and driver documentation sourced from the DVLA is automatically retrieved and populated within the system.

System integration

Interfaces with payroll, finance and HR systems, allowing information to be shared across existing systems.

Reporting suite

Feature both a bespoke report builder and over a 120 built in reports. Reports can be scheduled and automatically sent via email at a specified time.

Expenses Key Features 4

Single sign-on

Authorises a user’s credentials to be stored and automatically used when signing on through a specified location.

Self-registration

Reduces the need for administration by allowing users to register their own details which are then overseen by one central admin.

Card management

Credit card, corporate card, fuel cards and, cash reconciliation. Match transactions to existing or new expenses items.

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Expenses in the palm of your hand.

View Expenses Mobile features

WATCH ALL or select chapter belowSubmitting a claimMileageApproving a claimFlags and LimitsCorporate Cards

Driver duty of care.

Manage your employees' driver documents within Expenses. Simply upload the relevant documents and receive reminders when renewals are due. You can even restrict the payment of mileage until accurate records are in place. The Driver and Vehicle Check feature is modular solution that allows you to manage your drivers and vehicles automatically with driving licence, car tax and MOT retrieved using data sourced from the DVLA, along with an insurance validation service.

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Fast outsourced expenses.

Outsource the areas which are causing you the biggest headache.

We scan, check, validate and pay your expenses within 48 hours of receiving the claims.

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Used by 67% of the NHS workforce

The market leader for the NHS, Expenses was the first expense management system to provide a bi-directional interface with the Electronic Staff Record (ESR) and is the product of choice for 67% of the NHS workforce.
Hospital

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It's easy to claim expenses

Everyone claiming expenses at your organisation will find life much easier with our Expense management software. It takes at least 50% less time to submit, approve and reimburse, when compared to manual systems.

Employees can submit claims quickly, accurately and securely online or through their Expenses Mobile app.

With a simple duty of care consent from your employees, Expenses can automatically populate your drivers entitlement and endorsement data using our automatic duty of care checks which uses data sourced from the DVLA. The vehicle look-ups feature then provides real-time accuracy of vehicle MOT and Tax. If a routine check reveals a driver is disqualified, or shows a revoked or expired licence, mileage claims can be suspended.

The unique configurability options make it simple for your staff to provide only the relevant information needed to make their expenses claim policy and HMRC compliant. The result; a more productive and happier workforce.

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It's easy to approve expenses

Authorisation is a breeze either through the smartphone app or online; with one click approval, easy access to receipts, out of policy claims and potential fraud warnings.

One click approves the claim straight for payment. Any issues with the claim and it’s just as easy for managers to send back the whole claim or just the item in question.

With the latest journey validation technology to accurately calculate the distance travelled by employees, managers can be assured that claims are 100% accurate with no need to double check.

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Expenses will benefit your Finance team

Your finance teams receive expenses claims with all of the required information, calculations included and policy validations applied.

Accuracy goes up as queries and delays go down, with less stress an added bonus. Not to mention maximum VAT recovery and the elimination of fraud - all part of the many benefits enjoyed with Expenses.

The duty of care feature within Expenses keeps a full audit history of all vehicle and driver documents to help protect your organisation if required to prove your duty of care responsibilities. In partenrship with Licence Check we provice and automatic duty of care service that uses dat sourced from the DVLA database to automatically check employees driver and vehicle documentation, you have everything you need to manage your legal duty.

The system interfaces with any finance and accountancy package along with consolidating all major credit card, purchase cards and fuel cards removing the manual reconciliation.

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Expenses provides intelligent reporting

Our suite of over 100 standard reports means you have the business intelligence at your fingertips. The 'Top 10' report collection is a popular choice, which provides visibility on activities such as overspend, policy breakers and frequent duplicators.

Imagine arriving at the office Monday morning knowing that your management spend reports have been automatically generated and delivered to the relevant people.

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What can this software do?

Journey validation technology

Remove bottlenecks, assign delegates

Carbon footprint management

The most configurable solution

Integration for your HR, payroll & finance solutions

Comprehensive duty of care management with DVLA integration

Easy to approve

Fast outsourced expenses service

Easy to claim

Intelligent management reporting

67% of NHS using Expenses & ESR interface

One click approval

Intuitive policy & HMRC validation features

Quick return on investment

Secure online system

Self-registration for new users

Hassle free single sign on

Expenses Mobile app with GPS

Automatic tax & VAT recovery

You may also be interested in reading

Is it time for digital expense receipts?

A guide to moving your company expenses into the cloud, providing vital, practical knowledge for those organisations looking to make the switch.

How to save thousands on your employee expenses bill

Anthony Sherwin shares how one organisation saved more than £19,000 a year on their expenses bill in just one area of their business using the reports suite in Expenses.