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Expense
Access Expense: Compliance-first AI‑Powered Expense Management Software
Spend less time processing claims and more time managing money. Used by over 100,000 people globally, Access Expense is an expense management software that automates receipt capture, intelligently categorises spend, detects anomalies, forecasts trends and gives your finance team instant answers. All while keeping data secure and compliant.
Why finance teams choose Access Expense
- Faster processing: AI‑enhanced OCR and auto‑categorisation speed up submissions and reduce manual corrections.
- Smarter controls: Machine learning flags out‑of‑policy and unusual claims, so reviewers focus only on exceptions.
- Actionable insights: Forecasting, conversational queries and live alerts turn expense data into strategic intelligence.
- Global scale: Multi‑currency, multi‑entity and enterprise‑grade auditing and permissions.
How the AI expense management solution works: From Expense capture to Insight
- Capture: Employees snap receipts or forward email receipts to the app.
- Extract: AI reads the receipt, extracts fields and suggests categories.
- Validate: The system checks policy rules and flags anomalies.
- Approve: Routine claims flow through; exceptions route to reviewers with context and suggested actions.
- Analyse: Finance teams use conversational analytics, live alerts, and forecasts to act faster and plan better.
Stay compliant and reduce risk of losses
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
Secure, responsible AI and governance
Our AI features are built with privacy, security, and auditability in mind. Access Expense enforces role‑based permissions, maintains audit trails for every claim and keeps AI processing within compliant boundaries to meet your organisation's governance and data protection requirements.
- Data control & permissions: Granular access controls and data partitioning keep sensitive financial information visible only to authorised teams.
- Audit & compliance: Full audit history for every action, exportable logs and configurable retention to support internal and external audits.
AI-powered Expense management software & automation features
Designed to make expense workflows faster, smarter and more secure at every step.
Auto receipt capture & OCR
Snap receipts in the mobile app. Our AI extracts merchant, date, amount, VAT and currency information, pre‑populates expense fields and suggests categories to the user.
Smart categorisation & reporting
Machine learning learns from your historical claims and suggests cost‑centres, project codes and categories. Reducing reconciliation time for accounts teams.
Predictive spend & forecasting
Generate forecasting scenarios from aggregated claim data. Identify emerging cost trends, budget pressure points, and upcoming credit card spend spikes before they impact your P&L.
Conversational analytics with Access Evo Copilot
Ask questions in plain English. Ask “Total travel spend in UK Q3”, and receive instant, exportable answers. Reduce time spent building complex reports.
Intelligent approvals & routing
Let routine claims auto‑approve while the system escalates exceptions. Set adaptive thresholds that change based on user behaviour and policy adherence.
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.
- Connect your finance platform with Access Expense for consistent, accurate data across the organisation through our Open API.
- 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.
"Everything is so much quicker in terms of processing expenses, credit cards and petty cash claims. Access Expense is just so much more efficient."
Want to see our expense management software in action?
Reduce expense processing costs, improve compliance and surface strategic spend insights for your business.
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?