How to Automate Expense Approval
Automate expense claim routing, validation against company policies, and multi-level approval workflows. Eliminate paper receipts, manual checking, and approval bottlenecks.
The Problem
UK businesses process an average of 35,000 expense claims per year, with each claim taking 20 minutes to manually review and approve. Finance teams waste weeks chasing missing receipts, verifying policy compliance, and routing claims through email chains. HMRC-compliant record keeping adds another layer of manual effort, and 19% of expense reports contain errors that slip through manual checks.
How It Works
Employee submits expense via mobile app with photo of receipt
AI extracts amount, vendor, date, and category from the receipt image
System validates claim against company expense policy (per diems, limits, eligible categories)
Compliant claims auto-routed to the correct approver based on amount and department
Approved expenses synced to payroll and accounting for reimbursement
Tools & Integrations
Best For
Frequently Asked Questions
Can automated expense approval enforce company spending policies?
Yes. The system enforces your exact policy rules — daily meal limits, mileage rates (currently 45p per mile for the first 10,000 miles per HMRC), approved vendor lists, and category restrictions. Out-of-policy claims are automatically flagged for manual review rather than rejected outright.
Does it handle HMRC compliance for expense records?
Absolutely. The system stores digital copies of all receipts, maintains an audit trail of approvals, and ensures VAT is correctly captured and categorised. This makes MTD (Making Tax Digital) submissions and HMRC audits straightforward.
Want us to automate expense approval for you?
Book a free strategy call and we'll set up this automation for your business — fully customised to your workflows and tools.
Book a Free Strategy Call