Expenses

Expense Management

Name: CubeHR Expense Management
Brand: CubeHR
Price: 2 GBP
Availability: InStock

Submit, approve and track expenses, with HMRC mileage rates built in

CubeHR's expense management lets employees submit claims from their phone, attach receipts via camera, and track mileage with HMRC-approved rates. Managers approve with one tap. Finance exports approved claims directly to payroll or accounting software. No more lost receipts or month-end chaos.

Register interest View pricing

Mobile
Submit with a receipt photo
45p
HMRC mileage rate (first 10k miles)
Approval chain
Routed to the right manager

What's included

Everything expense management needs, in the box

No paid add-on modules. This is what you get on every plan that includes expense management.

6capabilities
on one employee record

Receipt Capture
Attach a photo of your receipt to the claim from any device. It stays with the claim through approval and export, so paper receipts stop mattering. Automatic OCR of the amount, date and vendor is in development.
HMRC Mileage Rates
Built-in HMRC-approved mileage rates: 45p/mile (first 10,000), 25p/mile after. GPS journey tracking calculates distances automatically.
Approval Workflows
Claims route to the right approver based on amount, type, or department. Multi-level approval for high-value claims. One-tap approval from mobile.
Category Management
Standard expense categories: travel, meals, accommodation, office supplies, client entertainment. Add custom categories for your business.
Payroll & Accounting Export
Export approved expenses to CSV for payroll processing or direct integration with accounting software. VAT tracking included.
Expense Analytics
Track spend by team, category, and time period. Set budgets and get alerts when thresholds are approached. Spot trends and control costs.

Why it matters

Why businesses pick CubeHR for expense management

Submit expenses in 30 seconds
Photo of receipt, enter amount, pick category, submit. Done from a phone while still in the taxi. No spreadsheets, no envelope of receipts at month-end.
HMRC-compliant mileage tracking
GPS tracks journeys automatically. HMRC rates applied correctly including the 10,000-mile threshold change. Audit-ready mileage logs generated automatically.
Finance team gets clean data
Approved expenses export directly to payroll and accounting formats. VAT is tracked, categories are consistent, and receipts are attached. Month-end takes hours, not days.

In practice

What this actually looks like

Illustrative situations expense management is built for. They are examples rather than customer case studies.

Sales team expense management
The problem
A company with 30 field sales reps handles expense claims over email with receipts attached as photos.
The outcome
Claims are submitted from the phone with the receipt attached, routed to the right approver, and tracked through to payment, so nothing lives in an inbox.
Mileage tracking for care workers
The problem
A domiciliary care provider needs mileage for 80 care workers visiting clients across a county, and paper logs are unreliable.
The outcome
Journeys are captured against the claim and HMRC rates are applied automatically, so finance is checking a calculation rather than performing one.

Questions

Frequently asked

What HMRC mileage rates are used?

Cars and vans: 45p per mile for the first 10,000 miles, then 25p per mile. Motorcycles: 24p per mile. Bicycles: 20p per mile. Rates are updated when HMRC publishes changes.

Can we set expense limits?

Yes. Set per-claim limits, daily limits, and category limits. Claims exceeding thresholds can be flagged for additional approval or blocked entirely.

Is VAT tracked on expenses?

Yes. Employees can enter VAT amounts on each expense line. Reports include gross, net, and VAT breakdowns for accounting purposes.

Can expenses be submitted without a receipt?

That's configurable. You can require receipts for all expenses, only for claims over a certain amount, or make them optional. Missing receipt flags are visible in approval workflows.

By sector