Can ExpenseFlow handle crumpled or faded receipts?

Yes. The AI is trained to extract data from poor quality images, faded ink, and damaged receipts. If extraction confidence is low, the receipt is flagged for quick manual review.

How does policy enforcement work?

You provide your expense policy (meal limits, allowed categories, pre-approval thresholds). ExpenseFlow checks every receipt against these rules and flags violations before manager approval.

Can employees submit expenses via mobile?

Yes. Employees can email receipts from their phone or use a simple web form to upload photos. No app installation required.

What if AI categorises an expense incorrectly?

Managers can correct the category during approval. ExpenseFlow learns from corrections and improves categorisation accuracy over time.

How long does deployment take?

3-5 working days. We connect to your accounting software, configure your chart of accounts, set up your expense policy rules, and test the approval workflow.

What happens to the original receipt images?

Stored securely in the cloud with links attached to each posted expense in your accounting software. HMRC-compliant digital record keeping.

Can I customise expense categories and approval workflows?

Yes. You define your expense categories, approval thresholds, and routing rules. We map these to your accounting chart of accounts.

What happens if expense volume increases?

The system scales automatically. Plans are tiered by monthly expense submissions. If you exceed your tier, additional expenses are charged at a small per-expense rate.

What happens during the first month?

The first month includes unlimited refinements to categorisation and policy rules. We review extraction accuracy and tune the AI based on your team's expense patterns.

Can I pause or cancel the service?

Yes. No long-term contracts. Cancel anytime with 30 days' notice. You can also pause the service while retaining your configuration and historical receipt data.

Shadow Ops From £99/mo

ExpenseFlow.

Snap a receipt. The rest is automatic.

Book a strategy call Run the analyser

Example flow

How a typical interaction plays out.

Two illustrative scenes, what the AI would receive, what it would do next. Not pulled from live data.

Illustrative
Example flow

Mon 19:38 Posted

Input

Photo of taxi receipt · employee Tom in WhatsApp

Action taken

Extracted · £24.80 · Black Cab Co · Tue 15:12 · Manchester
Classified: travel · client visit · auto-coded to PROJ-NORTH
Within policy · auto-approved · no manager review needed
Posted to Xero · queued for next payroll reimbursement

Fri 22:14 Held · approval pending

Input

Hotel receipt · £340 · two-night stay

Action taken

Extracted · Premier Inn · over £200 nightly cap
Policy breach: above category threshold
Routed to Sarah (manager) · approval requested
Reason-for-expense field prompted to submitter

How it works

Kickoff to live, in 4 steps.

Submit

Employee snaps the receipt in WhatsApp, Slack, or our app. Or forwards email receipts to a dedicated inbox.

Extract + classify

Date, amount, vendor, category, VAT, project, all extracted automatically.

Policy check

Cross-checks your expense policy. Above threshold? Out of policy? Routed for approval with the right context.

Post + reimburse

Posted to Xero or Sage with project/cost-centre coding. Reimbursement flagged for next payroll.

Where it shows up

How ExpenseFlow earns its place.

Four real scenarios drawn from how clients use ExpenseFlow day to day, plus the full list of what's in the box to make them work.

Scene 01
Field teams

Sales reps, engineers, consultants on the road. Snap, submit, done, no end-of-month spreadsheet.
Scene 02
Project-heavy businesses

Agencies, construction, consulting, every expense coded to the right project automatically.
Scene 03
Multi-entity

Different policies per entity. Routes correctly based on submitter's entity.
Scene 04
Travel + per diem

Per diem rules + travel category caps + receipt-required thresholds, all enforced.

What's in the box

Multi-channel submission Photo via WhatsApp, Slack, mobile web, email forward. No app to install.
Policy engine Daily limits, category rules, project budgets, VAT rules, encoded once.
Approval workflows Manager + finance + project-owner routing based on the expense.
Ledger posting Xero, Sage, QuickBooks. Cost-centre, project, VAT all coded.
Reimbursement queue Approved expenses flow to next payroll or per-employee schedule.
Audit trail Original receipt + extracted data + approval + posting in one place.

Talk to us

Plugs into

Xero
Sage
QuickBooks
NetSuite
Slack
Microsoft Teams
WhatsApp Business
Gmail
Outlook
Stripe Issuing
Xero
Sage
QuickBooks
NetSuite
Slack
Microsoft Teams
WhatsApp Business
Gmail
Outlook
Stripe Issuing

Pricing

From £99/mo

/month

Indicative pricing, your actual quote depends on volume, integrations, and business size. Book a call and we'll put together the right package for you. No multi-year lock-in. Cancel any time.

Up to 50 employees
Up to 2,000 expenses/month
Policy engine + approval flows
Ledger integration
Cancel any time

FAQ

ExpenseFlow, answered.

Do employees need an app?

No, submit via Slack, WhatsApp, or email forward. Mobile web also works if they prefer.

How does it handle missing VAT?

Flagged at submission with a prompt for the missing field. Won't process until VAT is captured (or marked as no-VAT).

Foreign currency receipts?

Yes, FX rate captured at receipt date, converted to base currency on posting.

Does it issue corporate cards?

Optional, Stripe Issuing integration for virtual cards with policy controls.

What if a receipt is unreadable?

Flagged for manual entry; submitter prompted to retake the photo. Original always retained.

How long to set up?

3–5 days. Policy engine + ledger wiring + employee onboarding.

Ready to deploy ExpenseFlow?

Run the free analyser first, five minutes, no signup. Or jump straight to a strategy call if you already know what you need.

Run the analyser Book a strategy call

ExpenseFlow.

How a typical interaction plays out.

Kickoff to live, in 4 steps.

Submit

Extract + classify

Policy check

Post + reimburse

Field teams

Project-heavy businesses

Multi-entity

Travel + per diem

From £99/mo

ExpenseFlow, answered.

Ready to deploy ExpenseFlow?

Worked with us? We'd love your feedback.