HR & Workforce · Expense
Smart expense management — claims, mileage and VAT, sorted.
Simplify expense reporting for UK care providers with receipt OCR, automated VAT capture and fast reimbursement. From a snapped receipt to an approved, paid claim — the whole run lives in one place, aligned with UK tax rules.
End-to-end expense management
From receipt capture to reimbursement, in one place.
Manage every business expense efficiently — ensure policy compliance and VAT accuracy, and get staff reimbursed without the paperwork.
Receipt scanning
OCR-powered receipt capture. Extract amount, vendor and VAT automatically.
Mobile expense filing
Submit expenses on the go. Upload receipts from mobile instantly.
Corporate card integration
Auto-import transactions from corporate cards. Reconcile in real time.
Quick reimbursement
Fast-track approvals and payments. Direct BACS bank transfer integration.
UK VAT compliance
Auto-calculate and reclaim UK VAT. Generate HMRC-compliant expense reports.
Expense analytics
Track spending patterns, policy violations and cost centres.
Categories & limits
Expense categories & spending limits.
Pre-configured expense categories with spending limits and approval workflows. Customise by employee grade and department.
Travel — Domestic
Travel — International
Local Conveyance
Accommodation
Meals & Subsistence
Mobile & Internet
Plus international travel, office supplies, training, client entertainment and emergency welfare — fully configurable.
Approval workflow
Employee
2 minsSubmit expense with receipts
Manager
< 24 hrsReview and approve or reject
Finance
< 48 hrsVerify receipts and compliance
System
Same dayProcess payment via BACS
From submission to payment.
AI-powered receipt scanning
Snap a receipt — the AI does the rest.
Simply photograph a receipt and our AI extracts every detail — vendor name, amount, date and VAT breakdown — working with physical and digital receipts alike.
Supported formats
UK VAT intelligence
- Auto-detect and validate VAT registration numbers
- Extract and split VAT components automatically
- Calculate the reclaimable input VAT amount
- Flag non-compliant receipts
Smart receipt processing
Take a photo or upload an image / PDF.
Auto-extract vendor, amount, date and VAT.
Verify VAT registration numbers and calculate VAT components.
AI-powered expense categorisation.
Travel expense management
Per diem, mileage and advances — handled.
Comprehensive travel expense management with per diem rates, mileage tracking and advance settlement.
Per diem rates by region
| Location | Hotel | Meals | Local |
|---|---|---|---|
| London & Major Metros | £200 | £50 | £30 |
| Regional Cities | £150 | £40 | £25 |
| Standard Locations | HMRC benchmark | HMRC rates | Local standards |
| Other Locations | Policy-defined | Per diem tables | Standard rates |
Smart features
- • Auto-calculate per diem based on travel dates
- • GPS-based location detection
- • Advance settlement against actuals
- • Multi-city travel support
Mileage tracking
Motorcycle
Petrol
Car (small)
Petrol
Car (saloon)
Petrol / Diesel
Car (SUV / large)
Diesel
Mileage tracking features
- GPS tracking
Auto-calculate distance travelled.
- Maps integration
Verify routes and distance.
- Fuel price updates
Dynamic rates based on fuel prices.
Automated policy compliance
Enforce policy on every claim, automatically.
Ensure full compliance with expense policies. Auto-flag violations and enforce approval workflows before anything is paid.
Policy rules & violations
Advance Booking
WarningBook travel 7 days in advance for better rates.
Receipt Mandatory
RejectionReceipts required for all expenses above policy threshold.
VAT Invoice
Hold paymentValid VAT invoice required for VAT reclaim eligibility.
Submission Timeline
Auto-rejectSubmit expenses within 30 days of incurring.
Expense analytics & insights
Complete visibility into spending.
Identify cost-saving opportunities and optimise expense policies with clear spending patterns and ready-made reports.
Top expense categories
Quick reports
Expense management on the go
Submit, track and approve from mobile.
Snap receipts, track mileage and get reimbursed faster — managers approve wherever they are.
Receipt capture
Snap and submit instantly.
Mileage tracking
GPS-based distance calculation.
Quick expense
Submit in under 30 seconds.
Approval on mobile
Managers approve on the go.
Expense history
View all past submissions.
Policy lookup
Check limits and rules.
Push notifications
Real-time status updates.
Offline mode
Submit when reconnected.
Built for UK expense management
Expenses flow alongside your rota and payroll, so approved claims reconcile cleanly and reimbursements land on the next BACS run — no double keying. Receipt OCR, VAT capture, mileage tracking, per diem and multi-stage approvals are enforced to policy, and every claim carries an audit trail for governance and inspection.
Ready when you are
Ready to simplify expense management?
See receipt OCR, VAT capture, mileage tracking and approvals run end to end on a service like yours — from a snapped receipt to a paid claim.