MyExpenses Policies


Powerful Mobile Expense Management‚Äč

Manage Company Policies

HMRC Compliance

Quarterly advisory fuel rates updates in line with HMRC.

P11d reporting for mileage and any other preset categories.

No receipt? The VAT rate will be automatically set to 0%.

Card Statements

Online business card statements, claimants just need to attach their receipts and create a claim.

Complete spend visibility for you and up to date claims for your claimants.

Digital Receipts

No more lost or illegible receipts, as they can be captured on the move.

Maximise your VAT reclaim.

Prevent wasted time chasing claimants.

Feel confident of evidence for auditors.

Advances & Petty Cash

Keep track of how claimants pay for expenses with Card, Expense, Advance and Petty Cash accounts in any currency.

Batch and interface claims by account type and record in your finance system.

Account fully for advances in any currency, tracking receipted claims and unused balances.

Enforce Company Policy

With validation on categories, claims and claimants, keep expenses within defined limits.

Use of out-of-policy warnings and duplicate alerts to prevent suspicious claims, providing confidence that all aspects of your policy are followed.

Upload your company policy into MyExpenses for all claimants to read.

Maximise VAT Reclaim

Automatic calculation of VAT or sales tax by expense type ensures reclaim for all expenditure is maximised

Confidently reclaim for entertainment and mileage, within HMRC's rules.

Electronic receipt images will backup your VAT reclaim.

Claim messages

Notify users with system messages shown on the desktop and login screens

Send an email to groups of claimants from our email distribution tool.

Put payment dates on authorised claims to keep claimants up to date

GDPR Compliance

Tools to help prepare and comply with GDPR responsibilities

Policy Builder, Data Asset tracker, Subject Access Requests.

Never miss a policy action with Tasks, Reminders and a full Audit Trail.

Checking policy

Make sure all claims adhere to your company policy.

Set limits on expense categories and how far back items can be claimed for.

Enforce receipt attachments and additional descriptions.

Claim warnings

Warning messages for claimants and authorisers if claim is suspected as fraudulent.

Duplicate claim line warnings including the duplicate claim number.

Out of policy claim line warnings.

Terms & Conditions

Agreement to specific T&C's when submitting and authorising claims.

Terms and Conditions can also be applied when adding a vehicle to confirm the correct insurance is in place.

T&C's are easy to update and roll out if you have a policy change in the future.


Make sure you are meeting your duty of care to driving employees.

Whether grey fleet or in company vehicles you need evidence that all drivers have the required insurance levels.

Our DriverCare module also allows you to check vehicle raod tax and MOT as well as driving licences with the DVLA directly.


Add extra protection to the login process with 2 Factor Authentication.

Google technology used generates an additional code on login.

Sometimes used for Admin logins only for extra security.

UK Data Centre

Servers at two separate UK data centres house all of your information.

All servers are mirrored and backed up as part of our disaster recovery plan.

Annual external security testing and regular internal tests makes our systems as secure as possible.

Award wining support

Our fantastic support team are available Monday to Friday from 9am to 5.30pm.

You can call, email or chat online.

Excellent feedback given and they are happy to help with any question or concern.

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