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From trip to reimbursement, without the busywork

Receipts, card transactions and mileage come together automatically. Employees select the expenses they want to claim and submit their report. Managers review and approve everything in one place.

A traveller checks his phone at an airport terminal

Every expense, ready to report. Receipts are matched to card transactions, taxes are broken out and mileage is calculated automatically. Employees simply select the expenses they want to include.

Build reports in a few clicks

Start a report for a trip, project or client. Your expenses are already there. Select what belongs, add the business purpose and submit.

  • Card purchases, out-of-pocket expenses and mileage in one report
  • Business purpose and dates recorded for each report
  • Multiple reports submitted together

Receipts matched. Taxes calculated.

Receipts from merchants and your inbox are matched to the right expenses. Smartbills extracts the details and breaks out each tax, so employees spend less time entering data and finance spends less time checking it.

  • Store and email receipts matched to card transactions
  • Foreign currency converted, with the original amount preserved
  • Paper receipts captured with a photo

Mileage claims without the manual sums

Enter where the journey starts and ends. Smartbills works out the miles and the amount at your company's rate, flat or tiered, so you can set HMRC's approved mileage rates. The journey joins the claim like any other expense.

Review expenses. Approve with confidence.

Managers see receipts, tax breakdowns, attendees and policy exceptions alongside each expense. Approve the report, or return a specific expense with a comment. Employees can see when their reimbursement is scheduled.

How expense reporting works

  1. Expenses come in automatically

    Card transactions, digital receipts, email receipts and mileage are collected as expenses occur.

  2. Select and submit

    Choose the expenses for a trip, project or client. Add the business purpose and submit the report.

  3. Review and approve

    Managers review the details, approve the report or send an expense back for clarification.

  4. Reimburse and reconcile

    Finance schedules reimbursements and syncs approved expenses with your accounting software.

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FAQ

Frequently asked questions

Pricing, setup, data and what happens at month end.

Expense report software lets employees claim business expenses, like travel, meals and mileage, on a report their manager approves and finance pays back. In Smartbills the receipts are captured before the report starts. Employees pick expenses from a list instead of typing them in.

An expense report is how an employee claims a group of expenses and gets paid back. Expense management is the work behind it: capturing, coding and checking each expense against policy as it happens. Smartbills does both, which is why a report can be built from expenses that are coded and have their receipts attached.

Company card charges, purchases paid with a personal card or cash, and mileage. Each line keeps its receipt, category and taxes. The report records the business purpose and the dates it covers.

It's the miles driven times your rate. The employee enters the journey and the vehicle, and Smartbills does the sum with the rate finance sets, flat or tiered, for example HMRC's approved rates of 45p a mile for the first 10,000 business miles and 25p after that. The journey then shows on the claim as an ordinary line.

Smartbills reads it. The VAT on each itemised receipt is split out at each rate, ready for your VAT return. Expenses in another currency are converted, and the original amount and exchange rate stay on the record.

Yes. A manager can approve the whole report, reject a single line or send it back with a comment while the rest keeps moving. Every action is saved in the report's history.

Once a report is approved, finance sets a reimbursement date the employee can see in the app. If the money went out another way (bank transfer, cheque or payroll), finance marks the report as reimbursed. Reports export to Excel or CSV and sync to QuickBooks, Xero or Sage.

Get started

Your next expense report starts halfway done

Connect a card or add a receipt. Smartbills brings the expenses together before anyone starts a report.

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