Beginning an RFP Process?

If you are looking to shortlist suppliers ahead of a formal RFP process, we have extensive experience in this area and we will be happy to answer any preliminary questions you may have, please see our contacts page and get in touch. 

Beginning an RFP Process?

Intuitive and Easy to Use

Make life easier for your staff

ExpenSys is extremely intuitive, requiring no training whatsoever for end users. Interacting with the claimant, the program asks clear and simple ‘yes/no’ questions to guide the user, which makes entry clear and simple.

Make business policy clear and easy to apply

Your business policy is clearly displayed for every expense. Caps and thresholds are automatically applied, with exceptions highlighted.

Effective data capture saves money

Reduce the cost of making, approving and processing expense claims.

Automating expense management means more than just making it easy to complete expense claims. By automatically applying tax rules and business policy, anywhere in the world, the workload for your finance teams can be significantly reduced.

Effective data capture saves money

All types of organisation catered for

Highly Scalable

From SME’s to Global Organisations, our configurable approach combined with international tax intelligence makes ExpenSys a truly scalable solution. We can apply multiple policies and approval workflows across multiple business entities. Acquisitions, mergers or sudden growth, whatever happens, whenever it happens, you will have it covered.


ExpenSys is a Private Cloud solution hosted at a business-class data centre in the United Kingdom. With an 'A' rating for security and 99.9% guaranteed uptime, you can be assured that your expense management system will be able to support your staff wherever in the world they might be.

Quickly Implemented - Easily Integrated

ExpenSys integrates with virtually all ERP and payroll systems. A wide range of integration options and formats are supported. With a scalable architecture, it can be configured to support multiple charts of account and multiple ERP systems within a single implementation – nationally or worldwide.

Tax Compliance Assured

Tax Compliance Assured

All tax rules are automatically and effectively applied both domestically and in each territory in which your organisation operates.

We understand that to comply with Tax & VAT rules, business policy and the various anti-bribery acts, it is key that claimants provide accurate information. ExpenSys captures the relevant information in a way that is both intuitive for users and compliant for your business.

Control for the Travelling Workforce

Corporate Cards

For the travellers in your company, 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.


Expenses may be captured and approved on mobile devices. Details of receipts may be recorded using OCR, or manually entered, with images attached automatically to your claim. At the click of a button, the ExpenSys Smartphone app can also record the start and end of a business journey, and then populate your mileage log automatically.

Fuel and Mileage

Personal or Company Cars, Hire or Pool Cars, Fuel Cards, Fuel Contributions, Car Allowances - every possible business mileage scenario is supported. Automated mileage threshold tracking, distance verification with integrated e-mapping and commute mileage deductions may all be deployed.

Granular Reporting Included

Granular information for insightful reporting

ExpenSys makes it easy to get an accurate summary of your total expense situation in real-time. This will give you a source of factual, historical information on spending, enabling you to make decisions across a wide range of issues.

No extra cost

We take the view that reports are essential to give you full visibility of expenditure and the ability to track compliance, therefore we include the entire reporting functionality as standard and at no extra cost.

Granular Reporting Included


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.

TT electronics plc selected ExpenSys to modernise our expenses processes after being impressed by their “everything is achievable” attitude which allowed our often unique coding to be accommodated and the system tailored to our specification. The ExpenSys implementation has given us improved UK and European VAT recoverability, more detailed management reporting on expenses, faster processing time and improved controls over expense claims.

Ben Gillam Head of Accounts, TT Electronics plc

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

Lovely, very clever people at ExpenSys who are always on hand to help with requests and always listen to what we require and tailor the system to meet our needs.

Rose Hayward Senior Accounts Analyst, Investec Wealth & Investment

The advantage of ExpenSys over other online systems is the tax intelligence built in, along with the ease of use and the seamless interface with our SAP ledger. The scanning facility means we work with a completely paperless audit trail. All data and information are captured at the source so we no longer have delays and queries and most importantly we never have to correct the submissions. We have been able to reduce our costs as well as increase our efficiency and accuracy and keep the tax man happy. Claimants also benefit from the ability to save claims as they go and have their history online, while very little training, if any, is required as the system is very intuitive and takes the claimant through each stage of each claim. I would not hesitate to recommend ExpenSys to anyone and have found no other product to be in the same league as this one.

Liz Law Finance Manager , Kubota (UK) Ltd

Our goals in selecting ExpenSys were to facilitate submission of claims by staff and to enhance our VAT, NI and tax analysis.  Staff find the system easy to use, our Finance team spend a lot less time processing expenses and expense reporting accuracy has improved. ExpenSys are easy to work with and responsive to our requests. We feel it was an excellent choice.

Nick Burroughs Finance Manager, Mundipharma International Limited

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

We have been using ExpenSys for many years and it has saved many hours for the users and Finance department.  The flexibility of the software allows us to fully utilise different allowances for many countries and in addition, employees can access the information from anywhere in the world.

Helen Matcham Finance Manager, Durr Ltd

When MultiVac was looking for a partner to provide a software system to replace our old paper based expense process we chose ExpenSys as they offered a simple solution from both the end users perspective and for the accounts department. The software also offered improved control, reporting and time savings across the business. The project ran very smoothly, was implemented on time and has met all of our objectives. Our end users are happy with the ease of use, the accounts team have saved significant time on handling expense reports, we have improved the accuracy of VAT recovery and overall we are very satisfied with ExpenSys.

Ian Cutler IT Manager, MultiVac

Of the numerous benefits gained from the introduction of ExpenSys, the level of control it has given us is perhaps the most valuable. Previously we were receiving untidy piles of paper to hurriedly approve, with very little, or no time at all, to interrogate and question. Now we receive simple and timely email requests that drill down to a meaningful level of detail which can readily be interrogated and questioned. This all happens in a realistic timeframe, where claims can be rejected and returned simply and quickly if appropriate.

P GRIFFITHS Commercial and Risk Manager, Voith Industrial Services Limited

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 ExpenSys system works well for the administrators and users. Our new users find the system very user-friendly. The help email service is very efficient. Reporting and audit history are really useful.

Diana Sarsby Accounts Clerk, Bernard Matthews

ExpenSys works extremely well for our organisation where previously all our expense claims were submitted on paper with a bundle of receipts attached if we were lucky! It has definitely enhanced our spend & VAT analysis with accurate reporting and improved controls.

Staff find the system and mobile app really easy to use, both from a claimant perspective and also for the accounts staff who enjoy the fact they are spending far less time checking and processing each claim.

One of the most positive aspects of ExpenSys is the excellent support team who are extremely quick to respond to queries and always provide a quick solution. I wouldn’t hesitate to recommend ExpenSys, it was an excellent choice for us.

Clare Sladen ERP Controller - British Heart Foundation
Law Society of Scotland
DS Smith
Tilbury Douglas
Premier Foods
Majestic Wine
Bernard Matthews
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