Expense Claims
From receipt to reimbursement, simplified
Employees submit expenses on the go, managers approve with one tap, and finance gets real-time spending visibility. No more lost receipts, paper forms, or month-end surprises.
Key Capabilities
- Mobile receipt capture with photo upload
- Multi-step approval workflows
- Configurable expense categories and policies
- Real-time spending dashboards per department
- Mileage calculator with HMRC advisory rates
- Automatic VAT extraction from receipts
- Payroll integration for reimbursement
- Export to accounting software (Xero, Sage, QuickBooks)
Everything You Need
A deep dive into what makes PayTrack's expense claims module best-in-class
Receipt Capture
Snap a photo of the receipt on your phone. The system extracts the date, amount, and vendor automatically. Attach to a new or existing claim in seconds.
Approval Workflows
Configure multi-level approvals — line manager review, then finance sign-off. Set auto-approval thresholds for small amounts to reduce bottlenecks.
Category Management
Define expense categories with per-category budgets and policies. Travel, meals, accommodation, equipment — each with their own rules and limits.
Spending Analytics
Real-time dashboards showing spend by category, department, employee, and period. Spot trends, identify outliers, and control costs proactively.
Mileage Claims
Built-in mileage calculator using HMRC advisory fuel rates. Enter start/end locations, and the system calculates the reimbursement amount automatically.
Policy Enforcement
Set spending caps per category, require receipts above certain thresholds, and flag out-of-policy claims for additional review before approval.
Payroll Sync
Approved expenses automatically flow to the next payroll run for reimbursement. No manual data entry — employees get paid on time, every time.
Accounting Export
One-click export to your accounting system. Expenses coded to the correct nominal accounts, departments, and cost centres automatically.
Audit Trail
Complete history of every claim — submission, amendments, approvals, rejections, and payments. Perfect for audits and expense reviews.
Built For Real Workflows
See how UK businesses use expense claims in PayTrack every day
Client Lunch Claim
After lunch, snap photos of the receipt, categorise as 'Client Entertainment', add the client name, and submit. Manager approves from their phone. Reimbursed in next payroll.
Monthly Mileage
Sales rep logs weekly mileage claims with start/end points. HMRC rates auto-applied. At month end, manager bulk-approves all mileage claims with one action.
Quarterly Budget Review
Finance pulls up the spending dashboard, filters by Q1, sees travel costs up 15%. Drills into department-level data to identify which teams are overspending.