“There’s got to be an easier way to do expenses.”
If you're in finance, you've probably asked yourself this more than once – usually at month-end, when you're buried in receipts, chasing missing claims, or reconciling card spend that no one flagged until it was too late.
The problem isn’t your team. It’s the process.
Spreadsheets, inboxes, shared drives – they’ve been stretched well beyond their limit. And most so-called “solutions” either give you too little control, or add too much bloat.
This guide is for finance leaders ready to fix that.
What is Expense Tracking Software?
Expense tracking software replaces the messy, manual parts of managing business expenses (like collecting receipts, approving claims, and entering data into spreadsheets) with a single, automated workflow.
It typically includes:
Mobile receipt scanning
Expense categorisation and VAT extraction
Approval routing and policy checks
Card transaction matching
Direct integration with your accounting system
For employees, it means easier submissions. For finance teams, it means visibility and control without having to chase or check every line item.
And yet… many businesses are still stuck with outdated processes:
Around one-third of companies still manage expenses manually, using spreadsheets or paper receipts.
Fewer than half have adopted dedicated expense management software. Business Travel News reported SME adoption had stalled between 39% and 47%.
Over half of finance departments still collect receipts the old-fashioned way (through paper printouts or spreadsheet-based reports) even when they’ve adopted cloud-based tools.
That’s a lot of lost time (and risk) for something that should be simple.
Why Finance Teams Are Switching to Expense Tracking Software
Manual expense processes don’t just waste time; they create risk, reduce visibility, and frustrate employees.
Here's how modern expense tracking software solves those challenges:
1. Time savings that add up
Processing just 10 expenses can eat up over 3 hours of your team's time. Multiply that across departments and months, and the admin cost becomes hard to ignore.
With expense tracking software, that admin overhead disappears:
Receipts are scanned on the go
Data is pulled automatically
Approvals move through smart workflows, not inbox bottlenecks.
No more month-end bottlenecks. No more lost hours.
2. Cost reduction, without cutting corners
Manual processes might not show up on your balance sheet, but they still cost you.
Chasing receipts, fixing errors, rekeying data into spreadsheets... it all adds up. And often, it’s your team picking up the slack at month-end.
Switching to expense tracking software frees up your team to focus on the work that actually moves the business forward.
You get fewer mistakes, faster approvals, and better visibility over spend, without the usual admin burden.
For most finance teams, it’s not a question of if the software pays for itself – it’s how quickly.
3. Accuracy & compliance
Manual processes create room for policy breaches, VAT mistakes, and audit issues. And staying on top of every line item isn’t scalable.
Expense management software handles this in the background:
Catch out-of-policy claims before they’re approved
Flag missing or invalid receipts at the point of submission
Maintain clear, HMRC-compliant digital records – no more chasing paper copies
Instead of trawling through line items or relying on spreadsheets to enforce your policy, finance teams get clean, accurate data from the start.
Approvals happen faster, reports are audit-ready by default, and you can trust that what’s being signed off meets your internal rules.
It’s about spending less time checking and having more confidence in what gets approved.
4. Real-time visibility & spend control
By the time you spot a budget issue in the month-end report, the money’s already gone.
And if your team’s relying on spreadsheets, credit card statements, or delayed expense claims, you're constantly reacting to spend – not managing it.
Modern expense software, like ExpenseIn, changes that.
It gives you live visibility over what's being spent, where, and by whom – whether it's a client lunch, a team offsite, or a recurring travel cost.
You can see spend as it happens, not weeks later when the damage is done.
That means:
Budget owners can stay on top of their numbers
Finance can step in before limits are breached
And policy enforcement happens automatically, not retroactively
No more surprises at month-end. Just a clear view of where your money’s going.
5. Improved employee experience
The less painful it is to submit expenses, the more likely employees are to do it properly (and on time).
With business expense tracker apps like ExpenseIn, employees can:
Snap and submit receipts from their phone
Auto-categorise expenses
Track reimbursement status
Get paid back faster
Happy employees. Happier finance team.
Features to Look For in Expense Tracking Software
If you're reviewing options for expense tracking software, the real question isn't "what does it do?" – it's "how much pain does it take off your team’s plate?"
Here are the features worth prioritising, especially if you're trying to cut admin time, stay compliant, and keep spending in check without micromanaging it.
1. Receipt capture that actually works
Snapping receipts on the go should be the standard by now, but it’s not just about taking a photo.
The system should pull out the key info (merchant, date, amount, VAT) automatically and get the claim moving without finance needing to fix errors later.
Done right, this one feature alone can save hours every month.
2. A mobile app that keeps up with your team
Expenses don’t happen at desks, and neither should submitting them.
Look for a mobile expenses app that lets employees:
Snap receipts the moment they spend
Submit expenses in seconds
Approve claims in a few taps
Get notified when something needs attention
It should be easy for employees to use, or they won’t use it properly.
3. Real-time card integration (or even better, company spend cards)
Whether you're using traditional bank-issued cards or an integrated company expense card, the software should sync card spend directly. That means:
Transactions flow in automatically
Employees get prompted to add receipts straight away
Finance sees spend live, not 30 days later when the statement lands
This alone can put a stop to last-minute reconciliations and missing receipts.
4. Custom approval flows that fit your org
Not every claim needs the same level of oversight.
You should be able to configure approval steps based on amount, category, or department, so smaller claims move quickly, and higher-value or sensitive ones get the scrutiny they need.
And it should all happen automatically. No chasing, no inbox bottlenecks.
5. Built-in policy enforcement (so you don't have to be the bad guy)
Your expense policy shouldn't live in a PDF nobody reads. Good software:
Flags claims that break the rules
Requires explanations for exceptions
Blocks disallowed spend types entirely
Notifies the right approvers without manual checks
Automated policies keep everything compliant without turning finance into gatekeepers.
6. Seamless accounting integration
Your expense system should plug straight into your accounting software – no rekeying, no CSV shuffling.
Look for out-of-the-box integrations with platforms like:
It should feel like part of your finance stack, not a bolt-on.
7. Reporting that gives you answers, not just data
You shouldn’t have to build pivot tables to see where money’s going. A solid expense tracking system should give you:
Real-time reporting on spend by team, person, project or category
Exportable reports for budget tracking or audits
Custom views that actually help you spot trends or issues
You want real-time insights, not another reporting job.
8. Mileage and multi-currency support that makes life easier
If your team travels or operates cross-border, your software should:
Handle mileage claims with built-in Google Maps calculations
Support VAT variations and currency conversions
Track CO₂ for ESG reporting (if that matters to your business)
These extras make a difference when you’re scaling.
9. Security and HMRC compliance, baked in
You’re dealing with sensitive financial data, and security is non-negotiable. Your provider should:
Be fully GDPR compliant
Use bank-grade encryption
Store receipts digitally in a way HMRC accepts
Offer UK-based support, with certifications like Cyber Essentials Plus
The right provider will already be thinking about this, so you don’t have to chase it later.
Top 3 Expense Tracking Software (For UK/IE Finance Teams)
Let's cut through the noise.
Here’s a quick look at three widely used options and how they stack up for growing finance teams.
Note: Keep in mind that this list isn’t exhaustive. There are many other great tools out there that might suit your specific needs.
ExpenseIn: Best for UK & Ireland finance teams in growing SMEs and mid-market businesses.
Pleo: Best for smaller companies focused on card spend with simpler expense needs.
SAP Concur: Best for large or multinational enterprises with complex T&E requirements.
Why Finance Teams Choose ExpenseIn
For busy finance teams in the UK and Ireland, juggling spreadsheets, receipts, and fragmented systems isn’t just frustrating – it’s a risk.
ExpenseIn is purpose-built to solve that.
No bloat. No complexity. Just everything you need to stay in control of spend, stay compliant, and save time.
What makes ExpenseIn stand out?
Total spend visibility in one place: Track card, mileage, and reimbursed expenses in real time, without waiting for month-end.
Integrated company cards, built for finance: Auto-match receipts, apply policy controls instantly, and stop chasing cardholders for receipts.
Automated policy enforcement: ExpenseIn flags issues before they land on your desk, so you can stop reviewing every claim line by line.
Mileage and carbon tracking in one tap: Employees log mileage with GPS-based tools, while you get built-in CO₂ data for ESG reporting.
Fully HMRC-compliant, with UK-based support: Digital receipts, VAT tracking, and peace of mind, plus responsive support that knows your tax environment.
Whether you're managing card spend, mileage claims, or out-of-pocket expenses, ExpenseIn gives finance teams complete oversight, without the admin.
How to Choose the Right Expense Tracking Software (Without Regret)
Not all expense tools are created equal, and what works for a startup won’t necessarily suit a growing finance team juggling cards, mileage, and reimbursement claims across multiple departments.
Here’s how smart finance leaders make the right call:
1. Start with your biggest friction points
Is your team constantly chasing receipts? Drowning in spreadsheets? Struggling with policy breaches?
A good expense tool should remove your worst headaches, not just look good in a demo.
2. Map the full expense lifecycle
Think beyond employee claims.
Do you need:
Multi-step approvals?
Company card visibility?
Mileage and per diem logic?
VAT reclaim or HMRC audit readiness?
Make sure your software handles your workflow, not just a generic one.
3. Prioritise the employee experience
If it takes more than 60 seconds to submit an expense, people will delay it, and you’ll pay the price in missing receipts and manual follow-up.
Look for tools that employees actually want to use.
4. Check it fits your finance stack
Will it sync cleanly with Xero, QuickBooks, AccountsIQ, or your ERP?
Will you still need to rekey data?
Integration isn’t just a ‘nice to have’ – it’s the difference between control and chaos.
5. Think about scale (and who will support you)
Will this platform still work when you double the headcount?
Will support teams understand UK compliance needs, or pass you to overseas ticket queues?
Choose a vendor that grows with you and gets your operating environment.
6. Look beyond the monthly cost
Yes, price matters, but what’s the cost of continued inefficiency?
When a tool saves your team hours each week, avoids non-compliant claims, and improves real-time visibility, the ROI quickly outweighs the line-item subscription.
Final Thoughts: It’s Not Just About Software – It’s About Time
If you're still managing expenses using spreadsheets or outdated tools, you're not just dealing with inefficiency – you're missing out on the visibility, control, and automation that modern finance teams depend on.
The right expense tracking software can help you:
Save hours of processing time each month
Gain real-time visibility into company spend
Enforce policies without micromanaging
Stay HMRC-compliant and audit-ready by default
Make expense management easier for everyone
Whether you're a growing SME or a finance team scaling fast, ExpenseIn gives you the tools to stay in control, without adding complexity.
Ready to take the pain out of expenses? Book your free demo and see how ExpenseIn helps UK & Ireland finance teams track, control and reclaim their time.
