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.
Finance officers see all approved reports with bank details pre-filled. Mark paid individually or batch all at once.
VAT rate, VAT amount, and net fields on every line item for VAT-registered organisations. UK date formats and GBP throughout.
No ambiguity about where a report stands. Every status transition is tracked, timestamped, and notified.
Add a report title, date range, and as many line items as needed. Attach receipts directly to each item. Save as draft until ready.
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 of the main screens — from submitting your first expense claim to tracking payment.
All your expense claims are listed on the Home screen with their current status — Draft, Submitted, Approved, or Paid. At a glance you can see total amounts and how many items are in each claim.
Give your claim a title and date range, then add each expense as a separate line item. Each item has its own description, amount, category, and receipt attachment.
You can save as a draft at any point and come back to it — receipts can even be emailed in advance to your inbox and picked up when you're ready.
Once submitted, your claim appears in the approver's queue. You'll be notified by email of any status change — approved, rejected, or if the approver has left a comment.
If rejected, the claim returns to your dashboard where you can edit, add missing receipts, and resubmit.
All claims awaiting your review appear in the Approval Queue, sorted by date. Tap any claim to see the full detail — every line item, all receipts, and the comment thread.
Approve with a single click to move the claim to payment, or reject with a reason to send it back to the submitter for correction.
All approved claims appear in the Payment Queue with the submitter's bank details pre-filled. You can see the sort code and account number for each person, ready to process in your banking app.
Mark claims as paid individually or use Mark All Paid to process the entire batch at once. Each submitter receives an email confirmation when marked paid.
Admins have full access to the organisation — 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 user 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.