Log in

Expenses & mileage

Claim it, get paid back, mileage worked out for you.

Submit an expense, log a trip, or claim home office at HMRC's flat rate. Finn calculates it, routes it for approval and reimburses you.

Start free trialSee how it works

Free for 14 days, no credit card

accounts-os.com/expenses
ExpensesLive
Log 120 miles to the client site and back
FLogged at 45p a mile: £54.00, filed and ready to reimburse.
FFinn applied HMRC's mileage rate automatically.
Live

In short

AccountsOS handles expenses end-to-end: out-of-pocket claims with optional approval workflow and reimbursement scheduling, business mileage tracked at HMRC's published rates, and home office allowance calculated at the £10/week flat rate. Receipts auto-attach. AI categorises against allowable expense rules and flags risky claims.

45p/25p
HMRC mileage rates
£10/wk
Home office
Auto
Allowable check

Everything it does

Expense claims

  • Description, amount, date, vendor, VAT, payment method
  • Payment methods: company card, personal card, bank transfer, cash
  • Receipt attachment per claim (auto if you used the receipt-capture channels)
  • Status: pending → approved → reimbursed
  • Notes and disputes built in

Approval workflow

  • Multi-step approval for teams
  • Approver dashboard
  • Approve / reject with notes
  • Audit trail per claim

Mileage tracking

  • HMRC published rates auto-applied (45p first 10k miles, 25p thereafter for cars)
  • Bicycle (20p), motorcycle (24p) rates supported
  • Per-trip from / to / purpose / miles
  • Auto-calculates the deductible amount
  • Annual mileage tracking against the 10k threshold

Home office allowance

  • £10/week HMRC flat rate calculator
  • Posts to GL automatically
  • Annual £6/month or weekly cadence supported
  • No-receipts-required (HMRC rule)
  • More-detailed working-from-home claim available for higher amounts

Reimbursement

  • Schedule a payment back to the team member
  • Mark as reimbursed when the bank transfer goes
  • Auto-match the reimbursement payment from your bank feed
  • Year-end PSA / P11D handling on roadmap

AI safety net

  • Auto-categorisation against allowable expense rules
  • Flags claims that look non-allowable (entertainment, gifts > £150)
  • Cited HMRC guidance for borderline cases (food, mileage to home)

Capabilities at a glance

Expense claims with full approval workflow

Mileage tracking at current HMRC rates

Home office allowance (£10/wk flat rate) calculator

Receipt auto-attach from any capture channel

Reimbursement scheduling and matching

AI categorisation + allowable-rule flagging

Multi-payment-method (card, personal, cash, bank)

Audit trail per claim

How It Works

1

Submit a claim

Photo the receipt or forward an email: we extract the amount, date, vendor and VAT, then prefill a claim.

2

Approve (if you have a team)

Approver dashboard lets the manager sign off in seconds with notes.

3

AI checks allowability

Suggests a category, applies your VAT, flags anything that looks non-allowable.

4

Reimburse

Schedule a payment back to the team member, or mark reimbursed when the bank transfer hits.

By the numbers

AI
Categorisation
UK GAAP + allowable rules
Approve
Workflow
Manager sign-off built in
Receipt
Required
Linked to every claim

Real-world Use Cases

Solo founder

Snap a Pret receipt at lunch with a client. Claim auto-created, categorised as Client Entertainment, attached to your personal card payment, ready for reimbursement at month-end.

Working from home

Tap the home-office tile, log this month's £43.33 (4 weeks × £10/week), posts to GL automatically. No receipts needed (HMRC rule).

Sales rep with mileage

Log 87 miles to a client meeting. We calculate £39.15 deductible at 45p/mile, post to mileage expense, track YTD against the 10k threshold.

Co-founder pre-funding

Co-founder pays for AWS on a personal card. Forward the email receipt; auto-claim; you approve; reimbursement queued.

Plays nicely with

Receipt capture

Live

All 9 channels feed expense claims.

Bank feeds

Live

Auto-match reimbursement payments.

Why founders pick this over the spreadsheet

Don't lose deductible spend ever again

HMRC mileage and home-office maths handled correctly

Receipt automatically attached at submission

Approval flow keeps team spend visible without micromanaging

AI flags risky claims so they don't blow up at HMRC enquiry

Frequently Asked Questions

What mileage rate do you use?

HMRC's published Approved Mileage Allowance Payments: currently 45p/mile for the first 10,000 business miles in cars and vans, 25p/mile thereafter. Motorcycles 24p, bicycles 20p. We track YTD against the 10k threshold and switch automatically.

What about the home office allowance?

We use HMRC's £10/week flat rate, which doesn't require receipts. If you want to claim more (proportional household bills) we have the workings for that, but it requires you to keep the bills.

Can my team submit expenses?

Yes. Invite team members and they can submit. You (or a designated approver) approve before reimbursement. Receipts auto-attach if they use any of our 9 capture channels.

What if I forget to keep a receipt?

You can still submit, but for VAT recovery and HMRC audit you need the receipt. The AI flags claims missing a receipt and blocks VAT reclaim on them.

Can the AI tell what's allowable?

Yes. It categorises against UK allowable expense rules and warns you about common traps (client entertainment is generally non-deductible for CT, gifts > £150 are taxable, food on the way to a client is usually disallowable).

How do reimbursements work?

Mark a claim as approved. Schedule a reimbursement payment to the team member's bank. When the payment goes out and lands on your statement, we auto-match and clear the claim.

Explore more of AccountsOS

Receipt & Document Capture

Snap, forward, drop, dictate: receipts reach your books from 9 different channels.

Mileage Tracking

HMRC mileage at the right rate, automatically.

Home Office Allowance

The £10/week HMRC flat-rate, calculated and posted automatically.

Payroll

Run payroll, send payslips, and get an HMRC-ready RTI file every time. No payroll bureau needed.

Director's Loan Account

Borrowing from your company gets taxed if you get it wrong. Finn watches the balance so you never do.

Ready to try Expenses & Mileage?

Set up in minutes. Finn works in the background on your books, wherever you're based.

Get Started Free

Free for 14 days, no credit card, cancel anytime