Expense
Expense reporting turns every claim your people submit into information finance can act on. Access Expense builds customisable reports from the same claims, receipts and card spend that your approvers review, so you can see spend by person, team, project and expense type. Reports also help you check VAT and HMRC requirements and spot trends early. Reporting is one part of[expense management, which starts with capturing receipts and runs through approval and reimbursement.
Online expense reporting is the record of what people spend on work, gathered into one place so finance can review it. Each report draws together the claims, receipts and card transactions behind it, so reimbursement, budget checks and tax reviews all work from the same figures. Finance teams use the same report to approve claims, reimburse staff, check VAT and HMRC requirements, and spot trends across the business.
Spend and capture
Capture every receipt and mile as it happens
Employees snap receipts with the app and receipt details are read automatically with OCR. Mileage is logged with Google Maps routing.
Compile
Allocate company card spend to the right cardholder
Card statements are uploaded and each transaction is allocated to the right cardholder, so card spend is recorded alongside cash claims.
Review and approve
Approve claims against policy from any device
Line managers approve from a mobile or tablet, supported by automated claim approvals and checks against your expense policy toolkit. Policies are enforced automatically, and breaches are flagged as they occur.
Reimburse and sync
Reimburse staff and sync approved claims to accounts
Approved claims are paid through payroll or accounts payable, and claim data is pulled into Access Financials.
Retain
Keep receipts and approval history audit-ready
Each claim keeps its receipts and approval history in one record, so audit and tax checks draw on the same evidence.
Take control of your company finances with automated expense reporting and actionable insights. Explore how much you can save.
Credit card statements are uploaded in a few clicks and expenses are automatically allocated to the cardholder, eliminating manual input and speeding up processing. Integration with major banks means statements can be uploaded straight into the software
Expense information for multiple cardholders is updated quickly, and full purchase information is added to each cardholder's account ready for review. Individual expenses are itemised automatically, so each line can be approved on its own. Multi-currency card spend is processed as efficiently as UK spend, using accurate, up-to-the-minute exchange rates. If you issue company cards, see how credit card expenses are handled.
Track spend based on single or multiple criteria and display data visually to identify patterns and potential issues quickly.
Easily extract data that's HMRC-compliant and quickly check accuracy so you can confidently manage tax responsibilities. Helps to ensure VAT is appended correctly, maximising your companies reclaim.
Reportable expenses for tax and NI purposes can be tracked, and liability can be monitored. Claim data can be audited through the reports function, to check that claims fall within tax laws and company policy. The information needed for P11D forms can be extracted easily.
Receipts are read when they are captured, which reduces manual entry. Employees can submit claims from a phone or tablet, and line managers can approve them there too. Currency and VAT are handled within each claim rather than in a separate spreadsheet, and reimbursement follows approval through payroll or accounts payable. Approved claims feed one record that finance can report on, so reporting starts from the claim rather than a spreadsheet. For the mobile detail, see the expense app page, or read about the benefits of expense management software.
Access Expense reveals patterns that help us spot trends and important details we can use strategically.
Submit, approve and administer every type of business expense claim online so they are processed quicker.
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 statements can be uploaded into the software and expenses allocated to multiple cardholders' accounts to reduce admin time and input errors.
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.
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.
Expense reporting is the record of work spending, gathered in one place so it can be reviewed and paid. It shows what was spent, by whom, and whether it followed policy. Read what expense management is for the wider process.
A date and merchant, an expense category, the amount and currency including VAT, a business purpose and a receipt. Access captures receipts through the mobile app and files each claim under an expense type.
No. Out-of-pocket costs are claimed with receipts. Card spend is added when statements are uploaded, and each expense is allocated to the cardholder.
Through payroll or accounts payable, with claim data synced to Access Financials.
Yes. Access extracts HMRC-compliant data, helps check that VAT is captured, and can extract the information needed for P11D forms. See VAT on adding receipts to expenses.
Customisable expense reports let you filter by individual, team, project and expense type, and select multiple criteria at once.
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