Expenses, Mileage & Home Office
Out-of-pocket spend captured, approved, paid back. HMRC mileage and home office calculated for you.
Expense claims with approval workflow, reimbursement scheduling, mileage tracking at HMRC rates, and home-office allowance calculation (£10/week flat-rate). Receipts attached automatically. AI flags anything that might not be allowable.
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.
Free during Early Access — no credit card required
Everything Expenses, Mileage & Home Office can do
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
Submit a claim
Photo the receipt or forward an email — we extract the amount, date, vendor and VAT, then prefill a claim.
Approve (if you have a team)
Approver dashboard lets the manager sign off in seconds with notes.
AI checks allowability
Suggests a category, applies your VAT, flags anything that looks non-allowable.
Reimburse
Schedule a payment back to the team member, or mark reimbursed when the bank transfer hits.
By the numbers
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
LiveAll 9 channels feed expense claims.
Bank feeds
LiveAuto-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 & RTI
Run payroll, send payslips, file RTI. No payroll bureau needed.
Director's Loan Account & S455
Stay out of the S455 trap. The DLA stays in the green or you hear about it.
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