Pay people back for what they spent, with the receipt still attached.
Record a claim for anyone in the business, or let the staff you choose claim from Workplace with a photo of the receipt. Nothing reaches the books until it's approved, and an approved claim is repaid by bill, through the director's loan account or with their pay.
Expense claims are part of every Business account. Business Pro is £19 a month plus VAT.
Nothing reaches the books until somebody approves it.
A claim is recorded for a named claimant and can sit as a draft while the receipts come in. Once it’s submitted it waits for approval, and only an approved claim creates anything in the ledger.
- Each line records the VAT treatment, the VAT you can reclaim and that the evidence is held.
- A claim that hasn't posted can be voided. Once posted, it stays posted, so the books and the VAT history stay intact.
Repay by bill, or leave it owed on the director’s loan account.
Pick the repayment method on the claim. The approved amount lands where it should, ready to pay or to sit against the director.
Repayment method
Bill (Repayment)
The approved claim becomes a bill to the claimant, and shows under Approved, to pay until it’s settled.
Repayment method
DLA (Director’s Loan)
The claim is credited to the Director’s Loan Account, so the company owes the director that amount.
Receipts
Straight from Documents
Upload a receipt marked Something paid for personally and it shows on the claim under Receipts.
In betaMileage at HMRC ratesLog a journey from two postcodes and Find distance works out the miles. Cars and vans claim 45p a mile, then 25p once you pass 10,000 business miles in the tax year. Motorcycles claim 24p, bicycles 20p, and each passenger adds 5p a mile. Mileage claims are logged and submitted today. Approving and paying them is still to come.
Works with
Common questions
Where do the receipts come from?
From Documents. Upload a receipt and mark it as something paid for personally, and it shows on the claim under Receipts.
Can I repay a director through their loan account?
Yes. Choose DLA (Director's Loan) as the repayment method and the approved claim is credited to the Director's Loan Account. Choose Bill (Repayment) instead to repay the claimant with a bill in their name.
Can claims include VAT?
Yes, for VAT-registered companies. Each line records its VAT treatment, the rate and how much VAT can be reclaimed, alongside a confirmation that suitable VAT evidence is held.
Can staff claim for themselves?
Yes, once you switch on employee expense claims and choose who can claim. They add each item with a photo of the receipt in Workplace and send it for approval. You choose whether approved claims are repaid by bill or in the next payroll, where they show on the payslip with no tax or NI.
Is mileage available?
Mileage claims are in beta. Journeys are logged at HMRC's approved rates with the distance found from two postcodes, and submitted. Approving and paying mileage claims is still to come. Expense claims are available on every Business account.