ExpenseTracker gives your team a clear, auditable workflow for submitting, approving, and paying expense claims — with per-line-item receipts, OCR capture, and role-based controls built in.
From a school trip to a company quarter, ExpenseTracker handles the complexity so you don't have to.
Group expenses into reports (a trip, a month, a project). Each line item gets its own receipt, category, cost centre, and account code.
Snap a photo and Google Vision extracts the amount, date, and merchant automatically. Supports HEIC from iPhone — no conversion needed.
Five roles with fine-grained permissions. Self-approval is prevented by design. Every change is logged to an immutable audit trail.
Discussion at both report and line-item level. Approvers can ask about a specific receipt; submitters can respond inline.
Approved reports land in the Finance Officer's payment queue with bank details ready. Mark individual or batch-mark all at once.
VAT-aware calculations with rate, amount, and net fields. Foreign currency support with GBP as your base — with automatic conversion.
A linear, predictable flow — everyone knows where every claim stands.
Add line items with receipts, categories, and cost centres. The OCR inbox captures emailed receipt photos automatically.
One tap submits the report. Approvers are notified immediately by email and it appears in their approval queue.
Full line-item detail, receipts, and comment thread visible. Approve with one click, or reject with a reason to send back for correction.
Approved reports land in the payment queue with bank details ready. Mark individual reports or all at once. Done.
Assign one or more roles per user. Roles compound — a user who is both Approver and Finance Officer sees both queues.
Anyone who incurs expenses and needs to be reimbursed.
Reviews submitted reports and decides approve or reject.
Processes payments for all approved reports.
Read-only visibility across all reports and activity.
Full access — manages users, settings, and categories.
A quick walkthrough from submitting your first expense claim to tracking payment.
Start a new report and give it a name — a trip, a month, a project. Then add line items: each gets a category, amount, receipt, and optional cost centre.
When you're ready, submit it with one tap. Your approver is notified immediately.
Your approval queue shows all submitted reports from your organisation. Open any report to see every line item, receipt, and the full comment thread.
Approve with one click, or reject with a written reason — the submitter is notified and can correct and resubmit.
Approved reports land in your payment queue with sort codes and account numbers ready. Mark reports paid individually or batch-mark all at once.
Paid claims are moved to history and the submitter is notified automatically.
Admins have full access — inviting users by email with pre-assigned roles, managing categories and cost centres, and configuring email branding for notifications.
The Admin section also includes all Approver and Finance Officer capabilities, so a single Admin can run the entire workflow for a small team.
Request early access or get in touch — we'll set up your organisation and get your team onboarded.