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Expense
Expense management software: The smart way to manage your finances
Access Expense is an expense management system used by over 100,000 people globally to streamline the process of managing expenses and give them clear-sight & control over spending.
Discover how our expense management system can bring efficiency and visibility to your business.
Leading online expense software
Designed to make expense management easy, Access Expense removes manual processes, helps enforce your expense policy and improves the employee experience. Automating expenses will enable you to make better financial decisions, freeing you up to focus on what’s important. Discover Access Evolve.
Automate expense management
Manage your employee expenses online and automate tasks for increased efficiency, saving your finance team time. Create a better employee experience and make their life easier with Access Expense.
Employees can:
- Complete and submit every type of expense
- Capture paper and e-receipts digitally for faster paperless processing
- Review up to date spend with fast and automated payment reporting & analytics
Reduce risk of losses
Stay compliant, increase the accuracy of tax reporting and maximise your VAT reclaim with inbuilt controls and instant alerts.
- Ensure claims are accurately recorded and timely for compliance with HMRC rules using inbuilt alerts and flags
- Easily audit claim data to check they are within tax laws and company policies
- Track reportable expenses for tax and NI purposes and monitor liability
- Quickly extract the information required for P11D forms
- Monitor vehicle and driver documents to support duty of care
Gain business intelligence
Expenses system that improves financial management and decision-making. With complete visibility across the business, and insightful reporting, Access Expense allows greater control of spend and cash flow.
- View up to date spend via dashboards, track costs and stay in control
- Drill into the detail for in-depth analysis of costs, and forecast cash flow
- Customise the dashboard to spot trends and issues quickly
Integrate your systems
Increase efficiency, productivity and accuracy of data across the organisation by integrating our spend management system with your existing tool stack, and configuring the software to your organisation’s needs.
- Integrate expenses software with your existing accounting system such as Access Financials to streamline processing and payment.
- Easily join up your management system with Access Expense for consistent, accurate data across the organisation
- Delivered through Access Evo, all your Access software works together from a single set of data, improving accuracy and efficiency across teams.
- Give people access to a range of apps that let them complete specific tasks, see live data, and collaborate, wherever they are and on any device.
Online expense software features
Cloud-based expense management and automation
Submit, approve and administer every type of business expense claim online so they are processed quicker.
Travel, motor and mileage expenses
Business travel, fuel and vehicle costs can be logged quicker and more accurately with automatic calculations using Google Maps and inbuilt verification tools and HMRC-approved.
Credit card expenses
Credit card statements can be uploaded into the software and expenses allocated to multiple cardholders' accounts to reduce admin time and input errors.
Monitoring and expense reporting
Live dashboards - which can be configured to your needs - provide real-time view of company expense costs to monitor spending.
Expense app
An easy-to-use app means expenses can be submitted by employees, then quickly reviewed and approved by line managers all from a mobile and tablet.
Fully supported
You can confidently switch to Access and get up and running quickly. We've successfully implemented our software for thousands of customers, so we know what it takes to make a smooth transition.
Everything is so much quicker in terms of processing expense, credit card and petty cash claims. Access Expense is just so much more efficient.
Want to see the expense software in action?
Best practices for modern expense management
Automate claim workflows end-to-end
Use the platform’s automation features to capture receipts digitally, submit expenses via mobile, and configure approval rules saving time, reducing errors, and delivering structured data from the start.
Build compliance directly into your process
Enable built-in HMRC-aligned controls to ensure every claim adheres to UK regulations and maximises VAT recovery
Detect and prevent duplicate or anomalous entries
Leverage the software’s duplicate claim detection and alerting mechanisms to catch errors or fraud early and maintain a reliable audit trail.
Embrace mobility for higher adoption
Encourage employees to use the mobile app for fast, on-the-go submissions (including multiple receipt uploads), with seamless review and approval for managers - boosting compliance and reducing lag.
Integrate with finance and accounting systems
Connect Access Expense with Access Financials or other accounting platforms to eliminate manual coding, enhance data consistency, and smooth out payment and reconciliation processes.
Monitor spend with live analytics
Utilise real-time, configurable dashboards to track spend by category, department, or project - empowering finance leaders with insight to spot trends, control budgets, and forecast cash flow.
Expense management software FAQs
General questions
What is expense software?
Expense management software helps you control business spending and cashflow by automating the process of submitting, approving, and tracking expenses. With Access Expense, you can manage expenses online, reduce manual work, and improve accuracy for tax and VAT reporting.
The software provides real-time visibility of spend, helps you stay compliant, and integrates with financial systems like Access Financials for seamless processing and payment.
Why is managing business expenses so important?
Effective expense management is crucial for controlling costs, supporting compliance, and maximizing VAT reclaim. Automated solutions like Access Expense ensure claims are accurate, timely, and compliant with company policies and tax laws. This reduces the risk of errors, supports better reporting, and helps you monitor liabilities.
What is the best software for expenses?
The best expense software depends on your business size and needs, such as the number of employees or the need for mobile access.
Access Expense is designed for medium-sized businesses, streamlining the entire expense process, enforcing policy, and improving the employee experience. It ensures compliance with HMRC rules and provides easy auditing and reporting.
What is expense management?
Expense management is the process of tracking, controlling, and analyzing business costs. It involves submitting, approving, reimbursing, and auditing employee expenses such as travel, meals, office supplies, and other work-related purchases.
Effective expense management helps organizations maintain financial control, ensure compliance with company policies, and gain insights into spending patterns to make informed budgeting decisions.
Questions about the Expense App
How will approvers receive notifications?
It depends on how claims are submitted:
- Bulk submission → the approver receives one notification for the batch.
- Individual submission → the approver receives a separate notification for each claim.
How many levels of approver can I set up?
You can configure up to three levels of approver within Access Expense.
What happens if an approver is on annual leave?
You can assign another user to approve expenses on their behalf. An 'out of office' feature is also on our roadmap.
Can I attach multiple receipts to a single claim?
Yes. You can add multiple receipts to one expense claim, making it simple to group related expenses together.
Can I set a meal allowance limit in the software?
Yes. You can set a meal allowance limit (e.g., £25). If an employee submits a receipt above this limit, the claim will default to the maximum allowed amount.
Can I record and report on emissions per journey?
Yes. Access Expense allows you to record emissions for each journey and generate reports, helping your business track and manage environmental impact.
Does the Expense App support multiple currency?
Yes. Access Expense fully supports multiple currencies, making it easy to manage claims across regions.
Does Access Expense calculate VAT on mileage automatically?
Yes. VAT is calculated for you automatically on mileage claims, in line with HMRC requirements.
More resources for expenses management
Best Expense Management Software for 2025
On-demand webinar: Technology trends in expense management
Future-proof your finances: how expense management promotes scalability
Benefits of expense management software
From stress to success: how expense management eases tax season
What is expense management software?
Other features available
Explore the other solutions in our cloud-based financial management software and how they could benefit your organisation.
