Simple and quick

Ad hoc expenses

Reimburse volunteers, research participants, and other non-employees for their ad hoc expenses without the hassle.

Ad hoc expenses hero
Loved by businesses across the globe
ad hoc expenses double app

Self-service ad hoc expense submissions

  • 1

    Easy set up/registration

    Create an account in seconds through our highly-customisable self-registration platform.

  • 2

    Quick ad hoc expense creation

    Save time and create one-off draft ad hoc expenses ready for submission to the approvers.

  • 3

    Speedy ad hoc expense reimbursement

    Set up approval automation and reimbursing non-staff expenses becomes even quicker.

ExpenseIn’s ad hoc module was one of the only modules we found that was capable of meeting our requirements for payment of ad hoc expenses.
University of Chichester Students Union

No matter the project or activity, we help with your one-off expenses

From charities to student unions or research facilities, we cater to all sectors that deal with non-staff expenses.

Volunteer, Researcher and Student claiming for ad hoc expenses

What our customers say about ExpenseIn

The ExpenseIn App is easy to use and the pricing model works very well for us.

ExpenseIn is so easy to navigate and use. They really understand the needs of a busy finance team.

We’re really pleased we made the decision to roll out ExpenseIn at Ascot Racecourse and the system has been widely embraced by our employees.

Get started with ExpenseIn today

Explore our faster, simpler and smarter approach to non-staff expense management.

Book a demo

Frequently Asked Questions

Ad hoc expenses are those one-time or infrequent claims that pop up, rather than regular, ongoing expenses. These payments often pertain to staff who are not on the payroll, such as volunteers, research participants, or contractors.

Your concern about ad hoc payments is valid, and we've got you covered!

Our platform is designed with simplicity at its core. Volunteers and non-staff can effortlessly self-register with just their email address, making the expense submission process straightforward for them and you. This approach not only minimises administrative tasks but also ensures everyone has a hassle-free experience.

Absolutely! We understand the importance of brand consistency. Our platform is fully white-label, which means you can integrate your own logo, use your brand colours, and make it feel like a natural extension of your business tools.

Our platform is scalable to fit your needs.

Whether you're a small charity or a large research facility, we can accommodate any number of non-staff members and their associated ad hoc expenses.

Security is paramount to us. We employ state-of-the-art encryption methods and robust security protocols to ensure all your data, including financial information, remains confidential and protected. 

We offer comprehensive onboarding sessions and training materials to ensure your team gets up to speed quickly.

Plus, our support team is always ready to assist with any specific queries you might have.

Yes, indeed!  

Our platform is designed to be compatible with a range of popular accounting software solutions. If you have specific software in mind, our support team can guide you through the integration process. 


Our platform offers detailed reporting tools that provide insights into your ad hoc expenses, helping you make informed financial decisions.