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People for Hospitality

Expenses software for hospitality businesses

A mobile expenses solution for hospitality businesses that are always on the go! Access expenses is a web and mobile expense solution that saves hospitality businesses and their team members a huge amount of time and reduces admin by simplifying the expense process and ensuring staff and the business are income tax and VAT compliant. 

Save time and reduce admin

Processing thousands of transactions per day, Access Expenses is a trusted cloud-based solution that helps hospitality businesses have a better handle on unexpected business costs and delivers a better experience for the employee as expenses are easy to submit and track through the approval process. 

Why use our expenses software?

  • Easy to use app - App or web enabled so employees can access and submit expenses 24/7 and running with 99.9% uptime. 
  • Easy set up - Rapid deployment is guaranteed so you can have your hospitality business set up and ready to process expenses very quickly, with little to no staff training required. 
  • Help avoid unexpected costs - Team members can submit expenses 24/7, helping prevent large expense claims with months of receipts hitting the business in one go. 

Benefits of expenses software

  • Enjoy better visibility - Track expense spend in real-time with live data reporting to gain full visibility of expense spend across the business.  
  • Automate VAT tracking - With Access Expenses you can rest assured that the VAT is being tracked and know when you’re entitled to claim back VAT. 
  • A solution that grows with you - As your business scales, you can add more users quickly and easily.
  • Fraud prevention - With Access Expense, you block claims outside of expense policy, so they aren’t even submitted. 

Explore our expenses software solutions

Credit card integration

Credit card integration directly into Access Expenses means company credit card holders can review and approve expenses directly without any manual statement input. 

  • Save time on approving expenses  
  • Easy-to-use system for company credit card holders  
Data analysis

Extensive reporting is available at the click of a button enabling you to see real-time data, and drill down into spend by person, department, project or site. 

  • Setup unlimited expense categories and reasons to allow reporting of expenses spend at any level of detail within your organisation 
  • Link categories to ledger codes and group employees into departments 
Policy rules

Make sure your business runs smoothly with clear and consistent preset policies in place for expenses.  

  • Define expense policy rules for each category with warnings, stop limits and exception reporting of claims outside business rules. 
  • Upload expenses policy documents, manuals and handbooks for easy online access by claimants. 
Digital receipts

Eliminate paper and store receipts in the cloud for a streamlined admin process when it comes to your expense tracking.  

  • Upload scans, pictures or electronic receipts to support each expense claim 
  • Use the optional feature to review and match receipts against claims prior to approval and payment 
VAT calculations

Manage all VAT calculations easily within the platform making your expense reporting simpler.  

  • Define VAT rates against expense categories. 
  • Capture VAT amounts from receipts to accurately reclaim the VAT 

Simplify the approval process for expense reports by building a customised workflow that allows you to set approval limits and escalations in line with your organisation’s requirements.  

  • Configure the approval workflow to meet your organisational requirements 
  • Automatically sends email notifications when a claim is submitted, approved or rejected 
Mileage calculator

Mileage expenses are made simpler with a built-in postcode tracker to tell you the exact distance travelled and Access Expenses ensures you pay the right rate of tax. 

  • Postcode to postcode lookup determines the correct mileage claim for each journey 
  • Capture the reason for overriding the calculated distance and produce mileage exception reports 
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