Snap a photo, AI handles the rest. Categorisation, policy checks, approval routing, and posting to your accounting software - all automated, all invisible.
Book Strategy Call →Here's how we automate expense processing - most are live within a week.
We look at how expenses come in, your approval chain, and your accounting software - then automate the flow.
We configure receipt scanning, category rules, policy checks, and approval routing to match your expense policy.
Your expense automation goes live - scanning receipts, checking policy, and posting to your accounting software from day one.
Your team wastes hours every month sorting receipts, checking expense policies, and manually keying data into your accounting software. ExpenseFlow eliminates that entirely - employees snap a photo of their receipt, and AI takes over from there.
The AI categorises the expense, checks it against your company policy, routes it to the right manager for approval, extracts the VAT, and posts the entry to your accounts. No spreadsheets, no chasing, no month-end panic.
Photo, email forward, or drag-and-drop upload
Merchant, amount, and category identified automatically
Validates limits, categories, and pre-approval rules
Routes to manager via Slack or email for one-tap review
Xero, Sage, or QuickBooks - with full audit trail
Everything you need to eliminate manual expense processing and policy headaches.
Photo upload, email forward, or drag-and-drop. Handles crumpled receipts, faded ink, and low-quality images with AI-powered OCR extraction.
AI assigns the correct expense category based on merchant name, amount, and past patterns. Learns your coding preferences over time for increasing accuracy.
Auto-checks against your expense policy limits, allowed categories, and pre-approval requirements. Flags violations before they reach manager approval.
Routes expenses to the right manager via Slack or email for one-tap approve or reject. Automatic escalation for policy violations or high-value claims.
AI-generated expense summaries broken down by employee, department, and category. Track spending patterns and policy compliance across your organisation.
Extracts VAT amounts automatically from every receipt for quarterly VAT return preparation. No more manual receipt sorting at month-end or quarter-end.
See how different businesses could use ExpenseFlow to eliminate expense processing headaches.
An engineering firm with mobile engineers submitting fuel, parking, and meal receipts from job sites every day could use ExpenseFlow to auto-categorise expenses by vehicle registration, match them to job codes, and post to accounts without anyone touching a spreadsheet.
A consulting firm needing to track client-rechargeable expenses across its consultants — travel, meals, parking, and accommodation — could use ExpenseFlow to auto-code every expense to the correct client matter code, helping ensure policy compliance and accurate recharge invoicing.
A restaurant chain with multiple locations needing to process staff meal receipts, petty cash purchases, and supplier payments without burdening site managers could use ExpenseFlow to handle it all — categorising by location, enforcing per-meal limits, and posting to the correct cost centre automatically.
A dental group needing to track CPD expenses, medical supply purchases, and conference travel for its clinicians could use ExpenseFlow to categorise by expense type, monitor individual CPD budgets, and flag anything requiring pre-approval — helping deliver faster reimbursements.
Connects to the accounting software and approval platforms you already use.
See how AI-powered expense automation compares to paper-based processing.
| Metric | Manual Process | With AI |
|---|---|---|
| Submission to posting | 2-4 weeks | Under 24 hours |
| Cost per expense report | £15-25 per report | Under £3 |
| Policy compliance | Checked after submission | Enforced at submission |
| Receipt data accuracy | Manual entry errors | 95%+ OCR accuracy |
| Employee time per claim | 20-30 minutes | Under 2 minutes |
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.
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.
Yes. Employees can email receipts from their phone or use a simple web form to upload photos. No app installation required - works with any smartphone camera.
Managers can correct the category during approval, or you can adjust it in your accounting software. ExpenseFlow learns from corrections and improves categorisation accuracy over time.
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 before go-live.
Stored securely in the cloud with links attached to each posted expense in your accounting software. HMRC-compliant digital record keeping. Searchable archive of all receipts.
Yes. You define your expense categories, approval thresholds, and routing rules. We map these to your accounting chart of accounts. Changes can be made anytime through the dashboard.
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. No service interruption or manual upgrades needed.
The first month includes unlimited refinements to categorisation and policy rules. We review extraction accuracy, adjust approval workflows, and tune the AI based on your team's expense patterns and feedback.
Yes. No long-term contracts. Cancel anytime with 30 days' notice. You can also pause the service while retaining your configuration, expense policy rules, and historical receipt data.
ExpenseFlow lets employees snap a photo of any receipt - AI handles categorisation, policy compliance checks, and posting to Xero, Sage, or QuickBooks. It reduces expense processing costs by up to 75% while enforcing your spend policy automatically.
Book a 30-minute discovery call. We'll assess your expense volume and have ExpenseFlow processing receipts within a week.
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