Save Time & Reduce Workload

Instead of relying on the claimant to select the correct expense type, ExpenSys interacts with the claimant, asking clear and simple ‘yes/no’ questions to establish the purpose of the spend.

Your business policy may be displayed and applied for every expense. Exceptions are either trapped or highlighted as required. Receipts may be captured on a mobile device, or uploaded from an email or the desktop.

Because claimants are guided to make entries correctly, account code allocation is accurate first time, recoverable VAT is maximised and taxable items are identified. As a result, the finance team saves both time and effort.

Policy - Flexibly Applied

 Policy Compliance
ExpenSys can manage multiple policies across multiple business units and apply different rules for different people. The relevant expense policy may be displayed clearly on-screen as each expense is entered.

Whether determined by market sector, demographic or culture, most customers require a unique solution. For this reason, we have built ExpenSys to be as configurable as you need it to be. This is especially important for cost allocation and workflow.

Policy - Flexibly Applied

Assignment & Workflow

You may need approval by Line Manager, Cost Centre or Project Manager. You may require single, conditional or sequential approval – or combinations. ExpenSys can manage multiple approval workflows across multiple entities enabling you to apply different workflows for different people.

Cost Codes and Recharges
Your claimants may have default cost centres, or they may be required to re-charge expenses. The same may be true for project codes, work breakdown structures, client or service codes. You may wish to allocate an entire claim to a single code, or split a single item between several. All are supported.

Tax Compliance Assured - Worldwide

We understand that to comply with all tax rules, VAT guidelines and anti-bribery legislation, it is key that you collect accurate information from the claimant, and then apply not only the rates – but also relevant thresholds.

The unique ExpenSys ‘Question and Answer’ methodology ensures the detail of every expense is captured in a way that is 100% compliant, and yet still user-friendly for the claimant.

Tax Compliance Assured - Worldwide
Maximise VAT Recovery

Maximise VAT Recovery

One part of your organisation may be able to recover VAT, wholly or partially, another may not recover VAT at all.

All the relevant VAT guidelines, rates and thresholds are built into, and maintained by ExpenSys; enabling you to remain compliant whist exploiting all possible reclaim opportunities – anywhere in the world.

Entertainment, Gifts & Hospitality

The treatment of gifts, entertainment and hospitality is more comprehensive in ExpenSys than in any other system.

Amounts are automatically split between account codes on the basis of straightforward information provided by the claimant according to purpose, amount, jurisdiction and status of attendees.

The VAT status of every amount is automatically established; attendees and recipients of gifts or hospitality are identified uniquely.

ExpenSys is the only system where the outcome is not dependent on claimants making allocations or choices which they do not fully understand.

Full Reporting including P11d and PSA

Full Reporting including P11d and PSA

True Transparency through Granular Reporting
ExpenSys provides factual, historical reports giving you an accurate summary of your total expense situation in real time.

Report Suite as Standard
The reporting suite is extremely comprehensive, may be queried extensively and is provided as standard at no additional cost.

Benefits in Kind
Some expenses may be taxable against the employee. In the UK, for example, these may be reported via P11D or PSA. These, and other customer specific reports may be created and downloaded on demand.

Fuel and Mileage

Multiple Vehicle Schemes

Personal or Company Cars, Hire or Pool Cars, Fuel Cards, Fuel Contributions, Car Allowances - every possible business mileage scenario is supported.

Rates Automatically Applied

Mileage rates based on vehicle scheme, fuel type and engine size (cubic capacity or horse power) are managed in the background, with distance thresholds automatically applied.

Mileage Tracking

Distance verification is available via integrated e-mapping, and the ExpenSys Smartphone app enables capture of business journeys via GPS.

Corporate Cards

Corporate Cards

ExpenSys supports all major corporate cards including VISA, MasterCard and Amex. Multiple cards may be held by each user, whether personally or corporately settled, and may include Purchase and Lodge Cards as well as Currency Passports.

Eliminate the need for Re-keying

ExpenSys integrates with virtually all ERP and payroll systems. A wide range of integration options and formats are supported, from simple CSV downloads for smaller companies, to scheduled two-way integration for global organisations.

Eliminate the need for Re-keying


The people who know us best are our customers. Provided they are happy to take a call from you; we will be happy to introduce you to any customer, anywhere in the world, especially those with a similar demographic or in the same market sector.

Customer comments are displayed below.

ExpenSys has allowed us to effectively automate expense processing throughout our Iberian operations. It has helped us to gain control and reporting gives our management visibility of spend. ExpenSys enables us to make better informed decisions on preferred vendors, and more.

Cristina Antal Accounts Payable Manager, DS Smith, Iberia

The adoption of ExpenSys has improved our control of expenses. The tax department are happy with a product that successfully deals with the complexities of the UK Tax, N.I. and VAT systems. We looked at a number of other systems but none could deal with the UK tax systems as well as ExpenSys. This has saved us substantial time and money.

Shelly Ribbons Share Plan Manager and Tax Consultant, Henderson Global Investors

ExpenSys is popular in our user communities due to the ease of use and the speed of throughput from initial entry to payment; It is popular in our expense management Finance communities due to the significant reduction in workload around coding and controlling complex tax issues; It is popular in our IT communities due to the speed of support and thoroughness of development. All of this has been achieved across multiple territories in a controlled manner with no major issues and we would recommend it to anyone.

Mark Oakley Financial Applications Manager, Universal Music Group

After extensive market research, Twinings selected and implemented ExpenSys. This was as a direct result of a requirement to improve reconciliation of corporate card expenditure, efficiently and effectively collect data for tax and expense management purposes, maximise VAT recovery and fully automate the GL coding and system input processes. ExpenSys has been found to meet all of these objectives.

Steve Limburn Chief Accountant, R. Twinings & Co Ltd
Youngs Seafood
Janus Henderson
DS Smith
Premier Foods
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