Expense
Expense management software: The smart way to manage your finances
Over 100,000 people across the world use Access Expense to simplify the process and gain better control and visibility of their expenses. Discover the expense management system for 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.
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 real-time 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 real-time 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 Workspace, 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
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?
Expense management software FAQs
General questions
What is expense software?
Expense management software allows you greater control of spend and cashflow. You can manage expenses online and automate manual tasks to save time and provide a better employee experience.
With Access Expense you can stay compliant, increase the accuracy of tax reporting and maximise your VAT reclaim with inbuilt controls and real-time alerts.
Expense management software like Access Expense gives you up-to-date spend so you can stay in control of costs and forecast cashflow.
You can join up your financial management software such as Access Financials to streamline processing and payment and view accurate, consistent data.
Watch our short video to find out how expenses management software can save you money, and free up your time to focus on more value adding tasks.
For more information, have a read through our article What is Expense Management Software?
Why is managing business expenses so important?
Control of spend and cashflow is crucial to any organisation’s success. Good expense management reduces your risk of losses, supports compliance and maximises your VAT reclaim.
Spend management is easy with good, automated expense management software such as Access Expense. You can ensure all claims are accurately record and timely, check claim data to ensure they are with in laws and company policies, track and report expenses for tax and NI purposes and monitor liability.
What is the best software for expenses?
This can vary depending on the size of your business and your individual requirements, such as number of employees, or whether you require mobile applications.
Good expenses software will allow you to streamline all aspects of expense management and help you stay compliant – ensuring claims are accurately recorded and timely for compliance with HMRC rules, and enabling you to easily audit claims to check they are within tax laws and company policies for example.
For a medium-sized business a solution such as our expense management software can help you simplify the whole expense management process and gain better control and visibility.
Designed to make expense management easy, Access Expense removes manual processes, helps enforce your expense policy and improves the employee experience – allowing them access wherever they are and on any device.
If you would like to read more about your legal obligations, industry research and our own best practice tips for managing expenses, read our expense policy toolkit.
Questions about the Expense App
Can you put a limit for meal allowance? For example, if a limit is £25 and the claimer scans a receipt for £45, will it default to £25?
Yes - this would be defaulted on the Expense Type.
Can you apply pre-coded expenses in the app?
Yes
How many levels of approver can you have?
You can have up to three levels of approver.
How do you deal with an approver if they go on annual leave?
Users can be set to approve on behalf of others. An 'out of office' type is on our roadmap and will be coming soon.
Can you record/report on emissions per journey?
Yes, you can record and report emissions in Access Expense.
Do all users need access to Access Workspace in addition to Access Expense?
Access Expense sits within Access Workspace, so if users are in Workspace they can be given role access to Expense.
For mileage claims, is there the option to enter engine size and fuel type?
Yes, Mileage Classes are updated to HMRC to comply with APAMs.
Can you have multiple receipts in one claim?
Yes.
Will the Approver receive a notification for every singular expense e.g. 20 claims a week, or would they receive 20 approval notifications from that one employee?
This depends on how the user submits their claims. If they submit in bulk then only one notification will be received. If they submit each claim individually it would send a notification for each one.
Does the data interface to AP or Payroll in an accounting system?
No, this will be a flat file unless using Access Product Suite.
Can the claim work out the VAT on the mileage?
Yes, this is all worked out for you.
Is it possible to make a duplicate claim for a receipt that has previously been paid?
Yes, and duplicate claims will be visible with a coloured tag.
Can you have 2 or more legal entities setup e.g. 1 in the UK, 1 in Ireland?
Yes, you can have multiple expense entities. Learn more about Access Expense management software UK here.
Can you split one expense into various cost groups?
Not currently via the app.
Does the Expense App support multiple currency?
Yes.
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.
