Help centre / Documents, payroll and payslips
Claim, approve and pay expenses
Claim what you spent or the miles you drove, approve your team's claims, and pay them and send them to your accounts.
What you'll need: A photo of each receipt, For mileage, where you went from and to.
Staff claim from their phone or a computer.
More detail
Their approver decides, then finance pays and sends the claims to your accounts software. Mileage uses HMRC's approved rates. GOV.UK: mileage allowance
Claim an expense
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Step 1: Go to Expenses and press Add expense.
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Step 2: Take a photo of the receipt, or Choose a photo or PDF instead.
More detail
Or Claim the miles instead.
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Step 3: Check the Date, Category and Amount paid, then Add to claim.
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Step 4: Press Add another for each expense, then Send claim.
Approve and pay
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Step 1: Approvers open Expenses, To approve, and approve or decline each claim.
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Step 2: Finance opens Expenses, Pay and export.
More detail
Claims wait under Approved, to pay.
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Step 3: Press Make the bank file, or Record as paid another way, then Confirm paid.
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Step 4: Press Export to send them to your accounts software.
Stuck?
A step in Who decides says Not needed
Some steps, such as finance's, are only for claims over an amount. A step with an empty ring and Not needed under it won't happen for this claim.
It says to add at least one expense
A claim needs at least one line. Press Add to claim before Send claim.
It says the date is in the future
You claim once you have spent it. Check the Date.
My mileage rate went down
HMRC's rate drops after 10,000 business miles in the tax year. Your miles so far are counted.
Who approves my claim?
Your line manager, unless your company chose someone else. See Choose who approves what.
Should I tick it's a VAT receipt?
Only if the receipt shows the seller's VAT number. Your company can then claim the VAT back.
Thanks. That helps us make the guides better.
Not legal advice. Checked against the law on 1 November 2026; we check it again by 6 April 2027, and sooner if the law changes.