Expense Management for Construction

Expense management for construction businesses

Track mileage between sites at HMRC rates, manage material purchases, and handle subsistence claims for workers on remote sites. Photo receipts via mobile.

The difference

Why construction teams use CubeHR for expense management

HMRC mileage rates for travel between sites
Photo receipt capture via mobile app on-site
Material and equipment purchase tracking
Subsistence and accommodation claims
Multi-site expense allocation
Approval workflows by site manager or quantity surveyor

In practice

How construction businesses actually use it

Illustrative examples of how it gets used, not customer case studies.

A company with 30 field sales reps handles expense claims over email with receipts attached as photos.
A domiciliary care provider needs mileage for 80 care workers visiting clients across a county, and paper logs are unreliable.

The problem

Construction HR problems that expense management solves

Tracking hours across multiple sites
Workers move between sites daily. Paper timesheets are unreliable, and payroll takes days to process.
Right to work compliance
High workforce turnover means right to work checks must be thorough and up-to-date. Fines for non-compliance are severe.
Training and certification expiry
CSCS cards, PASMA, IPAF, first aid: dozens of certifications that must be current. Tracking them in spreadsheets is a liability.
Health & safety documentation
Incident reports, near-miss records, and safety briefing acknowledgements need to be documented and accessible.

See all construction HR solutions

Questions

Expense Management FAQ

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.

Other sectors

Expense Management for other industries

Professional Services
Performance management, time tracking, compliance, and partner-level reporting for professional services.

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