Staying ahead of AI in finance with Capture Expense 

We’re trying to do things differently—different, but better. 

We’ve built tools like Smart Audit and Finance Copilot to reduce manual checks and help your finance team move faster. 

These tools check expenses automatically and apply your policy rules instantly. It means fewer approvals to chase, quicker decisions, and more time for finance teams to focus on work that adds value. 

Replacing manual expense approvals with Smart Audit 

Smart Audit is our AI tool that takes over where traditional approval workflows slow down. 

It reviews expenses in real-time, based on your company policies. It reads the data, checks the rules, and decides whether the claim can go ahead—all without someone having to step in. It can: 

• Review and categorise expenses instantly 
• Check for policy compliance 
• Flag anything unusual 
• Follow up with employees if information is missing 

Instant, conversational reporting with Finance Copilot 

Pulling reports shouldn’t be a slow or technical task. But most tools make it harder than it needs to be. 

Our Finance Copilot is built to fix that. 

Instead of clicking through menus, dashboards, and filters, just type a question: 

• “What did we spend most on last month?” 
• “How much mileage has been claimed this year?” 
• “Show me expenses by department.” 

Finance Copilot understands what you’re asking and gives you a clear answer. Whether it’s a table or a chart, the output is simple and ready to use.  

Why it’s time to get ahead 

If everything we’ve discussed resonates with you, you probably already know that: 

• Manual approvals no longer keep up 
• AI-led teams are making faster decisions 
• The gap between early adopters and those failing to adopt AI is growing 

If you’re still relying on manual processes, now’s the time to rethink how you manage expenses. 

AI is already the new standard, and it’s changing how finance teams operate. As the technology continues to mature at the rate it is, businesses that fail to embrace AI will struggle to compete with those that use it for financial intelligence and decision making. 

At Capture Expense, we’re prioritising our product velocity so we’re constantly developing new features led by the latest in AI.  

We’d love to show you our latest functionality; let’s book a demo. 

Reclaiming VAT on expenses in Ireland might not be the flashiest part of running a business—but for VAT-registered companies, it’s a valuable way to keep costs down and stay compliant with Revenue. 

Let’s take a look at the VAT rates, how to reclaim VAT on business expenses in Ireland, and some of the most frequently asked questions.  

The VAT rates in Ireland

Here are the Irish VAT rates for 2025/26: 

 Who can reclaim VAT on expenses in Ireland?

If you run a business in Ireland and you’re registered for VAT, you can usually reclaim the VAT you’ve paid on business-related purchases and expenses.  

This includes things like office supplies, equipment, or travel expenses—as long as they’re used to make taxable supplies (that is, goods or services that are subject to VAT). 

But there are some exceptions. You can’t reclaim VAT on things used for: 

• Exempt supplies (like some financial or medical services) 
• Non-business activities (like personal use) 

If an expense relates to both business and non-business use, or taxable and exempt supplies, you can only reclaim the portion that’s directly linked to the taxable business activity. 

How do you reclaim VAT on expenses in Ireland? 

To reclaim VAT on expenses in Ireland, you need to complete a VAT return, known as the VAT 3 form.  

This is typically submitted every two months and includes details of the VAT you’ve charged your customers and the VAT you’ve paid on eligible business expenses. 

If the VAT you’ve paid on expenses is higher than the VAT you’ve collected, you can claim the difference back as a VAT refund. 

The bi-monthly VAT return deadlines 

How to claim VAT on fuel expenses in Ireland 

Let’s say you run a small business in Galway, and one of your employees—Pauline—regularly uses a company van to deliver products across the west of Ireland. 

Each time she fills up, she brings back a fuel receipt that shows the supplier’s VAT number, the VAT charged, and the date.  

Because the van is company-owned and used solely for business, you’re entitled to reclaim the VAT on those fuel costs when submitting your VAT 3 return. 

To do this, you’ll need: 

• A valid VAT invoice or receipt (a till receipt with VAT details is fine) 
• Proof that the vehicle is used only for business 
• Accurate records in case Revenue request them 

FAQs 

Can I reclaim VAT on meals, entertainment, or gifts?  

You generally can’t reclaim VAT on meals, entertainment, or gifts, as these are seen as personal or non-business expenses. That said, there are a few exceptions—like when the cost is directly linked to providing taxable goods or services, or if it’s part of a promotional campaign. But in most cases, Revenue takes a strict view, so it’s best to double-check the specifics or speak to a tax advisor before trying to claim anything back. 

What happens if I make a mistake on my VAT return? 

If you make a mistake on your VAT return, don’t panic—it happens! The key is to fix it as soon as you spot it. If it’s a small error (under €6,000), you can usually correct it in your next VAT return. Bigger mistakes, or ones that result in an underpayment, should be disclosed to Revenue straight away, ideally with an explanation. Being upfront can help reduce any penalties or interest charges, and Revenue tends to look more favourably on businesses that own up early rather than waiting to be caught. 

How far back can I claim VAT on past expenses in Ireland?  

You can usually claim VAT on past expenses going back up to four years from the end of the relevant VAT period. Just make sure you’ve got the proper documentation to support the claim (like a valid VAT invoice), and that the expense was genuinely for business use. 

Are you looking to claim VAT on expenses in Ireland without the usual hassle?  

Capture Expense makes it easy. It keeps all your receipts in one place, helps you spot what you can reclaim, and takes the stress out of staying compliant with Revenue.  

No more digging through paperwork or second-guessing what qualifies—just a simple, streamlined way to get your VAT back and keep your finances in order. Book a personalised demo today to see Capture Expense in action.    

If you’re running a business in Ireland and you’re VAT-registered (or need to be), filing your VAT return isn’t just a box to tick—it’s a legal must. But between Irish VAT rates, keeping track of your records and Revenue’s submission deadlines, the process can feel a bit overwhelming. The good news? Once you understand what’s required, it’s a lot more manageable than it seems. Read on to learn exactly how to do a VAT return in Ireland. 

What are the VAT periods and return deadlines in Ireland? 

If you run a business in Ireland, you need to know when your VAT is due and what your VAT period actually covers.

Let’s break it down: 

Standard VAT periods (bi-monthly)

Most Irish businesses file VAT returns in Ireland every two months, starting from January. These are known as bi-monthly periods: 

It’s worth noting that VAT returns in Ireland must be filed via Revenue Online Service (ROS). 

Other VAT period options (authorised by Revenue) 

In some cases, Revenue may allow alternative VAT periods based on your annual VAT liability or payment method: 

Don’t forget the RTD

At the end of each year, you’ll also need to file a Return of Trading Details (RTD). This form gives a full breakdown of your total sales and purchases, categorised by VAT rate.  

It’ll pop up in your ROS inbox, and you’re required to complete it, even if all your VAT returns have already been filed correctly. 

How to do a VAT return in Ireland 

Filing a VAT return in Ireland might sound a bit daunting, but once you get to know the layout of the VAT 3 form, it becomes much more straightforward.  

Here’s how it works: 

Step 1. Know what you’re reporting 

The VAT 3 form is all about showing Revenue how much VAT you owe—or how much you’re reclaiming—for a specific VAT period. 

Step 2. Fill in the key fields

Here’s a breakdown of what each part means: 

It’s also important to note that if there’s no VAT due or reclaimable, just enter ‘0’ across T1 to T4—don’t write ‘nil’. 

Step 3. Add your EU figures

If you’ve traded with other EU countries, there are a few extra boxes to complete: 

Step 4. File via ROS 

All VAT 3 returns must be filed electronically using ROS.

Once everything’s filled in, double-check your figures, submit your return, and make any payments due.

There are a number of online methods available to you to make a payment to Revenue:  

• ROS Direct debit instruction 
• Single debit instruction (SDI) 
• Direct Debit Instruction (DDI) 
• Credit and debit cards 

Doing your VAT returns in Ireland doesn’t have to be a headache—especially when you’ve got Capture Expense in your corner 

Our platform takes the hassle out of managing receipts, tracking business expenses, and keeping accurate records, so when it’s time to file your VAT 3, everything you need is already in place. Book a demo today to see how it works.  

VAT is a key part of doing business in Ireland (like almost everywhere else in the world), but figuring out the right Irish VAT rates to charge (or claim back) can be trickier than it seems.   

With different VAT rates for different goods and services—not to mention exemptions—it’s easy to get lost in the details. 

Let’s break down the VAT rates in Ireland for 2025/26. 

What are the Irish VAT rates? 

Here are the Irish VAT rates, effective from 1 January 2025: 

To see how the rates have changed from previous years you can visit Revenue.

Now let’s take a closer look at each Irish VAT rate.

The standard rate

The standard rate applies to most goods and services in Ireland.  

Here are some examples:  

• Electronics (e.g. smartphones, laptops, TVs) 
• Alcohol and tobacco products 
• Jewellery and watches 
• Cars and motorbikes 
• Household appliances (e.g. washing machines, fridges) 
• Cosmetics and beauty products 
• Solicitor services 

The reduced rate

The reduced rate applies to the following:

• Catering and restaurant supplies (excluding alcohol, soft drinks and bottled water) 
• Hot take-away food, and hot tea and coffee 
• Hairdressing services 
• Certain fuels 
• Repair services 
• Cleaning and maintenance services  
• Certain photographic supplies 
• The importation of certain works of art and antiques 
• Hire of horses 
• Tour guide services 

Here’s the complete list of goods and services subject to Revenue’s reduced VAT rate. 

The second reduced rate

The second reduced rate only applies to items like newspapers, digital publications, and facilities for sporting activities. 

The zero rate

Some goods and services incur no VAT.  

The zero rate applies to the following: 

• Exports 
• Certain food and drink 
• Certain oral medicine, non-oral medicine, and sanitary products 
• Certain animal feeding stuffs, certain fertilisers, seeds and plants used to produce food 
• Supply and installation of solar panels on private dwellings and recognised schools 
• Clothing and footwear appropriate to children under 11 years of age 

Here’s Revenue’s full list of goods and services that qualify for the zero VAT rate in Ireland. 

The livestock rate

The livestock VAT rate applies to animals that are usually bred for food, like cattle, sheep, and pigs. It also covers certain horses—specifically those used in farming or food production. 

Stay on top of Irish VAT rates with Capture Expense 

Our smart expense management platform automatically applies the correct VAT rate to every transaction, so you don’t have to worry about miscalculations or compliance issues. Book a personalised demo today to see Capture Expense in action.

Reclaiming VAT on expenses in the UK might not be the most exciting part of running a business, but for VAT-registered companies, it’s an important one.  

Whether you’re new to VAT on expenses or already have some experience with the process, you’ve come to the right place. 

Let’s look at all the ins and outs of reclaiming VAT on expenses in the UK.  

The VAT rates and threshold in the UK 

If you own a business and your taxable turnover goes over £90,000 (the VAT threshold in the UK for 2025) in any 12-month period, you’ll need to register for VAT.

Once you’re VAT registered, you’ll be able to charge VAT on your sales and reclaim the VAT you’ve paid on eligible business expenses.

Here are the VAT rates in the UK for 2025/26:  

And here are some of the goods and services that fall under the standard UK VAT rate for 2025/26: 

When you don’t charge VAT

Some goods and services are VAT-exempt, meaning you don’t add VAT—even if you’re registered. 

Some examples include: 

• Financial services: loans, mortgages, investments 
• Healthcare and medical treatments: dental care, eye tests, ambulance services 
• Education and training: private tutoring, school fees, exam fees 
• Charity services: grant funding, volunteer expenses, donations  

You can check HMRC’s full list of exempt goods but remember—while you won’t charge VAT on these, you still need to record them properly. 

When you can and can’t claim VAT on expenses in the UK  

To reclaim VAT on expenses in the UK, your costs must be wholly and exclusively for business use, and you’ll need a valid VAT invoice from a VAT-registered supplier. 

What you can claim VAT on

• Office essentials: such as desks, office chairs, computers, Internet and broadband services. 
• Travel expenses: such as parking fees, motorway tolls, and car hires.  
• Mileage expenses: VAT on fuel bought for business trips (more on that later). 
• Team entertaining: such as summer staff parties, team lunches, and reward events (provided they’re open to all employees). 

What you can’t claim VAT on 

• Client entertainment: things like extravagant lunches with clients or rounds of golf with potential customers.  
• Non-business purchases: anything with a personal use element doesn’t qualify—you can’t claim VAT on your morning coffee just because you answered work emails while drinking it! 

How to claim VAT on mileage expenses in the UK

If you use your car for business travel, you may be able to reclaim VAT on your mileage expenses—but you’ll need to follow a few key steps:

Step 1. Keep your fuel receipts 

To reclaim VAT, you need proof of purchase, so make sure to keep all fuel receipts. These should be VAT invoices from petrol stations showing the total cost and the VAT amount.  

Step 2. Track your business mileage 

Since VAT can only be reclaimed on fuel used for business purposes, you’ll need a detailed mileage log.

For each trip, you should record:

• The date of travel 
• The starting point and destination 
• The reason for the journey (e.g., client meeting, site visit) 
• The number of miles driven 

Step 3. Use HMRC’s advisory fuel rates 

To calculate how much VAT you can reclaim, you’ll need to check HMRC’s advisory fuel rates. These rates vary depending on your car’s engine size and fuel type, so be sure to apply the correct one. 

Step 4. Calculate the fuel cost for business use 

Multiply your business mileage by the appropriate fuel rate.  

For example, if your advisory fuel rate is 15p per mile and you drove 200 business miles, the calculation would be: 

200 miles × £0.15 = £30.00 (fuel cost for business trips) 

Step 5. Work out the VAT reclaim 

Since VAT is already included in fuel prices, you can extract the VAT portion by dividing the total fuel cost by 6 (since VAT at 20% means 1/6 of the total price is VAT). 

£30.00 ÷ 6 = £5.00 reclaimable VAT 

At the end of the quarter, add up all your eligible mileage claims and include the total in your VAT return. 

How to claim VAT on fuel expenses in the UK

There are two main ways to reclaim VAT on fuel expenses in the UK: 

1. Reclaim all the VAT paid on fuel purchases and pay the appropriate fuel scale charge for your vehicle.  
2. Claim VAT only for the fuel used during business trips by maintaining thorough mileage records to demonstrate usage exclusively for business purposes.  

How to claim VAT on staff entertainment in the UK

If you’re planning a team event and hoping to reclaim the VAT, there are a few things you need to keep in mind.  

Let’s say you organise a company away day at an outdoor adventure park to boost team morale. To claim back the VAT on the cost, you’ll need some key pieces of evidence: 

• A VAT invoice: this should be issued by the supplier and include key details such as their VAT registration number, the date of the event, a breakdown of costs, and the VAT amount charged. 
• Proof it was for your employees: attendance records, a staff email invitation, or an internal memo confirming the event was open to all employees—not just senior management or directors. 
• A clear business purpose: documentation such as an event agenda, HR communications, or a policy statement explaining how the event contributes to team building, employee wellbeing, or company culture. 

How to reclaim VAT on expenses in the UK in three easy steps

Step 1. Keep your receipts and invoices

Let’s say you’ve just bought 5 new laptops for your business for £6,000, which includes £1,200 VAT. That VAT is money you can claim back from HMRC, but only if you have a valid VAT invoice from the supplier.  

Step 2. Add it to your VAT return 

Every quarter, you’ll submit a VAT return to HMRC.

In it, you’ll:

• List your total sales and the VAT you’ve charged customers 
• List your business purchases and the VAT you’ve paid 
• Work out the difference—this is what you either owe or can reclaim 

Step 3. Submit and get your VAT back 

Once your VAT return is ready, send it off to HMRC.  

If you’ve paid more VAT on expenses than you’ve charged on sales, HMRC will refund you the difference. If not, they’ll deduct it from what you owe. 

Just make sure to submit your return on time to avoid any penalties.  

Capture Expense automatically calculates and applies the correct VAT rate to all your transactions 

Whether you’re dealing with business purchases, travel expenses, or any other costs, our platform makes sure that VAT is accurately tracked and recorded.  

Book a personalised demo today to see Capture Expense in action.  

Have you ever asked yourself if you can claim VAT on business entertaining? 

The answer isn’t always straightforward! HMRC’s VAT rules treat staff entertainment and client entertainment very differently. Some expenses—like team-building events for employees—qualify for VAT recovery, while wining and dining clients usually doesn’t.  

Let’s break down the key differences between staff and business entertainment expenses and clear up which types of expenses you can and can’t claim VAT on. 

What’s the difference between staff and business entertainment expenses? 

The key difference comes down to who you’re entertaining and why. 

Staff entertainment is all about your employees. Think team-building days, Christmas parties, or a summer BBQ to reward hard work. The goal? Boost morale, encourage teamwork, and make your employees feel valued. 

Business entertainment on the other hand, is focused on clients, prospects, or suppliers. This includes things like taking a potential client out for dinner, treating them to a sports event, or organising a fancy networking drinks reception. The aim here is to strengthen relationships and potentially win more business. 

Can you claim VAT on business entertaining?

In most cases no. You can’t reclaim VAT on business entertainment expenses like client dinners, tickets to events, or free hotel stays. HMRC sees these as perks rather than costs that are wholly and exclusively for business purposes—so they don’t qualify for VAT recovery. 

That said, there are some exceptions. For instance, if you’re hosting an overseas client and providing reasonable hospitality—like tea, coffee, and sandwiches during a business meeting—you can reclaim the VAT. The key is that the hospitality must be for an overseas client, it must be directly linked to business discussions, and it mustn’t be excessive. 

Think of it this way, if you take an overseas client to a Michelin-starred restaurant with an à la carte menu, HMRC would likely see it as entertainment rather than a business necessity—so no VAT recovery. But if you provide a simple working lunch in the office, that’s more acceptable. 

Can you claim VAT on staff entertainment? 

Yes, you can claim VAT on staff entertainment—but only if certain conditions are met. 

Think of it like this, if you throw a Christmas party for all your employees to thank them for their hard work, you can reclaim the VAT on the cost of the event. That’s because the entertainment is for a business purpose (staff morale and appreciation), and it’s available to all employees—not just the directors or business owners. 

However, if a company director takes a few clients and a couple of senior managers out for a fancy dinner in London, that wouldn’t qualify. Even though some employees are there, they’re acting as hosts to non-employees, which means the VAT on that meal isn’t recoverable. 

Can you claim VAT on client entertainment? 

No, you generally can’t claim VAT on client entertainment. 

Let’s say you take a potential client out for dinner to impress them and hopefully win some business. Even though this is a common part of doing business, HMRC sees it as an unnecessary expense rather than a business essential—so you can’t reclaim the VAT on that meal. 

However, there are some grey areas. For example, if your company sponsors a big industry conference where clients are entertained, but you also get significant brand exposure, you might be able to reclaim some VAT.  

What details do you need to claim VAT on business entertaining? 

By now you know that the only type of business entertainment where VAT can be reclaimed is staff entertainment. 

To claim VAT on staff entertainment, it’s important to keep accurate records—this way, if HMRC ever has any questions, you’ll be able to show that the expenses meet the necessary criteria. 

Let’s say you throw a team-building day for your employees at a go-karting track. To reclaim the  

VAT, you’d need: 

1. VAT receipts: the venue should provide a proper VAT invoice showing the total cost and VAT amount. 
2. Proof it was for your employees: a guest list or internal invite showing it was a staff-only event (and not just for directors). 
3. Business purpose: something to show that the event was for team building, not just a fun day out.  

It’s also a good idea to digitise your receipts and keep them on file for at least four years—just in case HMRC wants to check your VAT return later.  

Keep track of all your business, staff and client entertainment expenses

With Capture Expense, you can effortlessly track, digitise, and apply the correct VAT rates to all your business, staff, and client entertainment expenses.  

Stay HMRC-compliant, save time, and never miss a reclaim opportunity. Book a personalised demo today and see how easy expense management can be! 

Managing expenses across multiple countries is complicated. Most systems aren’t built to handle the differences between regions, relying on rigid rules that need constant updates and failing to properly support multiple languages.  

AI is changing that. At Capture Expense, we’ve explored how generative AI can take on some of the biggest challenges in global expense management; and we’ve built features that remove unnecessary steps and make it easier for teams to submit expenses. But AI still has its limits—especially when it comes to compliance, and even more so for compliance across multiple countries. 

So, we’re going to look at what all that means, and explain in the simplest terms where AI can and can’t help your global expense management. 

Why businesses struggle managing expense compliance and localisation

There’s no doubt that managing expenses across multiple countries is hard work; global businesses have to face different tax rules, per diem rates, and reimbursement policies (to name a few) across countries. And without the right systems in place, it’s extremely difficult to keep up—risking errors, delays, and non-compliance. Here’s why expense management systems typically struggle: 

Hard-coded rules 

Expense management systems typically rely on hard-coded rules, meaning they have to be manually updated every time regulations change. This is inflexible and difficult to maintain, which is why a lot of SaaS providers struggle to support multiregional teams in such heavily-regulated areas of a business. 

Language translations 

Then there’s language barriers, which usually rely on basic translations that happen directly in the systems interface. This means they might struggle to truly adapt to different languages, leaving employees struggling to properly understand the expenses process. 

How AI solves the multi-language problem

As we mentioned, many systems rely on translations directly in the interface, which also means that users rely on the provider to make each individual language available. That can leave employees struggling to submit their expenses correctly if the app doesn’t support a language they’re fluent in—ultimately leading to more unnecessary barriers in the expenses process. 

But when we use AI as the core method of raising expenses, things change. We’re building a process that allows your teams to raise expenses in the apps they already use every day, without having to go into an expenses system. Here’s how that works: 

1. Integrating with everyday messaging apps: We’re plugged into apps like WhatsApp, Teams, and Slack, so your teams can submit their receipts and raise expenses via a quick text and never have to open Capture Expense. 
2. Embedding conversational AI: The bridge between messaging apps and Capture Expense is conversational AI (like ChatGPT) so your users can use natural language to raise their expenses and access instant support for any of their questions. 
3. Automatic translations: No matter what language your users speak in to submit their expenses and ask questions, the AI will reply in that language. If an employee submits an expense in French, for example, the AI understands the input and responds in French. 
4. No manual programming: It adapts instantly to whoever is speaking to it, without having to build individual languages into the interface. They’re already there and ready to use, giving way more flexibility and accessibility. 
5. Natural interactions: Because of the nature of conversational AI, users can interact in normal text-messaging style. There’s no need for structured responses or form submissions—just speaking like they usually would in a message. 

AI’s limitations in global expense compliance

While AI excels at user interaction and real-time translations, there’s still a lot of complexity involved for global regulatory compliance. It may be able to interpret tax rules, categorise expenses, and flag potential compliance issues, but global tax laws are extremely complex and changing frequently, and so human judgement will still play a large role. Here’s how it can and can’t help: 

Why AI can’t automate global expense compliance 

Ultimately, the compliance rules (like VAT rates, per diem, reimbursement policies) would need to be manually set at the platform level for the AI to then recognise whether expenses are compliant. 

That’s because AI isn’t inherently aware of regional tax laws and needs pre-defined guidelines to work effectively. Simply put, AI can only apply the rules—it can’t create them. 

How AI can support global expense compliance 

Once the correct rules are in place, AI can automate compliance moving forward (but ongoing human oversight will still be needed). It can interpret the policies in place (both global compliance legislation and your own company policies) so it can identify things like the correct VAT or GST rate depending on the location of the expense, or automatically assign an accounting category to expenses based on data automatically pulled from receipts. 

While there’s still some manual setup at the start, AI makes it far easier to stay on top of compliance once those rules are in place. Finance teams can start to rely on AI to catch issues early, reduce errors, and speed up approvals—instead of checking every expense manually. 

Overcoming international spend challenges with Capture Expense

AI can’t handle global compliance on its own, but it can certainly make things a lot easier. 

At Capture Expense, we’re committed to implementing AI at every stage of the process it can help. We’re constantly releasing new features, with our latest AI functionality including: 

• Everyday messaging apps: so your teams can submit expenses and access support through apps like Teams, Slack, and WhatsApp with a quick text. 
• Finance Copilot: so you can pull every and any insight you need in seconds, by simply telling your copilot what you need to know. 
• Category matching: so you can automatically apply categories and VAT to expenses without manual intervention. 
• Currency conversions: so no matter where your teams are spending money, it’ll be automatically converted and reimbursed in their base currency. 
• SmartAudit: so you can automate approval workflows by training AI to make real decisions based on your rules and policies. 

We know there’s a better way to manage global expenses, so we’re committed to building it. Get in touch to find out more about what we’re doing, and how it can work for you. 

As you’ll know, most businesses use software to manage expenses—SaaS platforms allowed us to move away from spreadsheets and paper to keep on top of reporting, compliance filing, and reimbursements.  

But software hasn’t solved all problems with the expense management process. There are still a number of challenges that even the biggest platforms haven’t solved, despite the tools being there to do so. 

And that’s likely because those tools don’t really change the typical processes, but simply add more steps and tools for people to use—causing more frustration than they solve. 

Now, thanks to the rise of generative AI, at Capture Expense we’re finding better ways to manage expenses and the finance workflows behind it every day. 

So, with that in mind, we’re going to walk through the problems with traditional expense management software and the challenges it’s yet to solve, along with the AI functionality we’ve developed to put a stop to those poor processes for good. 

The problem with traditional expenses software 

Too many apps and too many steps 

Most expense management tools require employees to install an app and learn how to use it. Since they don’t access these tools daily, they often struggle to complete actions because adoption just simply isn’t high enough.  

Expense reporting should be a quick and easy process, but instead, employees find themselves resetting passwords, manually entering data, and completing what they often think is unnecessary admin work. 

A disconnect in processes 

It’s likely businesses are also using multiple tools for different admin tasks across their expense management—like credit cards, invoices, and finance systems, with poor integration between them. The fragmented approach slows things down and increases errors as finance teams jump from system to system to complete tasks. Instead of reducing admin work as they should, the mix of systems are often adding to it. 

The wrong solutions 

And usually, people think the answer to this is more systems—more platforms to integrate, more things to make their process efficient. But all that’s doing is making workflows more cumbersome and adding more interfaces that aren’t intuitive enough to solve the real problem. 

Poor engagement 

And ultimately, our previous points lead us to here—little engagement with submitting expenses. People often delay raising their expenses until the last minute, ‘saving’ their receipts to submit everything in bulk. But in the meantime, that leads to receipts going missing, increased resistance to compliance, delayed reimbursements: and so the cycle continues every month. 

The user experience problem

We believe this is all down to one common thread—user experience. The expense process isn’t particularly enjoyable for anyone involved, whether it be finance teams, managers, or employees, and we think that’s because of: 

1. Inconvenience: users don’t see the process as a value-add. They’re expected to log into a separate system, enter their data, attach receipts, review and approve expenses, and complete multiple steps—so they procrastinate. 
2. Admin: submitting expenses isn’t part of a person’s main responsibilities, and it’s seen as just admin work that takes up time and resource. Especially when it’s with corporate cards, where there’s no urgency for a person to get their own money back. 
3. Outdated habits: there’s a large portion of spenders that save their receipts until they find the time to process everything in bulk because they don’t find it easy enough to submit at the point of transaction, adding extra friction and time to the process. 

So that leaves us wondering how we remove the barriers that the process has historically built, and improve the way everyone interacts with the expense management process. To do that, we have a few questions to answer: How do we remove unnecessary steps, make the most of new technology, and ultimately get people engaged with the process? 

A new approach: expense reporting in everyday apps 

With all of the above in mind, at Capture Expense we thought “what if expenses could be raised inside the tools that employees already use every day?”.  

By integrating with platforms like Microsoft Teams, WhatsApp, and Slack, expense submissions can happen in a way that every person is comfortable with—a quick text message, thanks to conversational AI. 

Removing the friction of standalone apps 

As we’ve mentioned, one of the biggest barriers in expenses is the need to install and learn a new system. Employees are historically reluctant to use these tools, leading to delays and disengagement. 

But by giving users the ability to submit expenses in apps they’re already comfortable with using in their day-to-day routines, that problem disappears. 

Removing the learning curve 

Whether users snap a photo in WhatsApp, send a message in Teams, or drop a receipt onto Slack, they simply have to open their app of choice and tell it what expense they need raising for the system to automatically process, without ever having to open the Capture Expense app. There’s no learning curve, because these tools are already second nature. 

Removing structured form entries 

Conversational AI removes the need for your teams to submit structured form entries to raise an expense—one of the biggest blockers in the process. Again, it’s one of these tasks seen as an admin burden, rather than essential, so we’re building a new approach that means finance still get their structured data, but users don’t have to submit it themselves. 

How does it work?

We’re using the conversational AI we’re all growing more familiar with—think tools like ChatGPT, Gemini, Claude—to link everyday messaging apps with Capture Expense. 

People can submit their expenses using photos or natural language via text message, talking just like they would in an everyday conversation. The AI processes the information instantly and syncs it with Capture expense, allowing them to raise all types of expenses and ask for more information without having to install and set up and additional expenses app. 

Here’s a quick overview of what you can do with the functionality: 

1. Send photos of receipts: to automatically extract the data and raise an expense for reimbursement. 
2. Create manual claims: for things such as mileage, by sending a message like “I drove from home to NE6 2HL yesterday, raise my mileage”. 
3. Access instant support: for help or guidance on the process by asking questions like “what am I still due to be reimbursed?”. 
4. Reduce back and forth for finance teams: by allowing AI to prompt your users when there’s data missing or tasks outstanding. 
5. Block out of policy spend: as the chat immediately lets your teams know if they’re trying to raise an expense that’s out of policy. 

Anywhere, anytime, any app 

Those of you familiar with SaaS will be familiar with the old ‘anywhere, anytime’ descriptor widely used to communicate the benefits of cloud software. But AI takes that one step further, making it ‘anywhere, anytime, any app’. 

AI is moving at incredible speed, and we’re committed to bringing the latest technology to Capture Expense as fast as we can. We’re proud to be the first to bring conversational AI to your users, and it’s not the only thing we’re working on. 

We also have your Finance Copilot for custom reporting in a manner of seconds, and SmartAudit to automate approval workflows by training AI to make real decisions based on your own rules and policies. 

We know there’s a better way to manage expenses, so we’re committed to building it. Get in touch to find out more about what we’re doing, and how it can work for you. 

Imagine this; you’re a project manager heading to Edinburgh for an important business meeting. You’ve booked a train, lined up your hotel stay, and are preparing to grab meals on the go.  

These are all necessary expenses for your trip. But did you know that in the UK, you might be able to claim these costs back under what’s called a “subsistence allowance”?  

Whether you’re footing the bill yourself or your company is reimbursing you, it’s important to understand what qualifies as a legitimate business expense and how to claim it properly. 

Let’s get you ready for your next business trip by breaking down the key things you need to know about subsistence allowance in the UK. From what’s included to what’s not, and how to report a claim, we’ve got you covered—so you can focus on your work without worrying about out-of-pocket expenses. 

What is a subsistence allowance in the UK?

Subsistence allowance in the UK refers to expenses that employees can claim for costs incurred while traveling for work, such as meals, accommodation, and travel.  

HM Revenue and Customs (HMRC) allows these claims to cover necessary, business-related expenses, provided they meet specific guidelines and are not part of the employee’s regular, everyday costs. 

When can you claim subsistence allowance in the UK?

Let’s stick with the same example as before. As a project manager, your job involves travelling to meet clients across the UK.

One day, you have a meeting scheduled in Manchester, (your usual office is in Birmingham). To make it to your meeting on time, you catch an early train, grab breakfast on the go, and then later buy lunch while you’re in Manchester before heading back.

Now, can you claim these food expenses as a subsistence allowance? Yes, in this scenario, you likely can!

Here’s why:

1. The expense is necessary for your work duties: travelling to Manchester is part of your job responsibilities, so any reasonable costs incurred while doing this are necessary for work.
    
2. It’s an additional cost: if you hadn’t been travelling for work, you wouldn’t have had to spend extra money on breakfast and lunch in a different city. These are costs over and above your usual daily expenses.
    
3. You have receipts: always keep your receipts. Whether it’s a coffee shop receipt for breakfast or a restaurant bill for lunch, they’re essential to verify your claim.
    
4. You’re away from your usual place of work: since you’re not working from your Birmingham office and had to travel to Manchester, these expenses fall under the criteria of being away from your normal workplace.

It’s important to note that the costs you claim must be reasonable. For instance, a modest lunch in Manchester would be acceptable, but a lavish dinner at a high-end restaurant might raise eyebrows with HMRC.

Are there any exceptions? 

Yes. Here are some examples of situations where you might be exempt from claiming a subsistence allowance in the UK:

• When your employer provides meals (during the trip) 
• When the trip is for personal reasons (even if there’s a minor business component) 
• When the expenses are excessive 

The subsistence allowance rates in the UK 

Here are HMRC’s daily subsistence allowance rates in the UK for 2025:  

Meal subsistence rates in the UK

Accommodation rates in the UK

What about mileage rates? 

While your employees can’t claim back the actual hours they spend driving for work, they can claim mileage allowance to cover the costs of using their own vehicle. HMRC’s mileage allowance rates are designed to compensate for fuel, wear and tear, and other expenses, helping employees offset the costs of business travel.

Here are the approved mileage rates for 2025: 

The subsistence allowance rates outside the UK

If you’re travelling abroad for work, HMRC provides subsistence rates in local currencies for different countries and cities. 

Here are some of the most popular destinations in 2025: 

How to report subsistence allowance spending to HMRC 

Reporting subsistence allowance to HMRC is fairly straightforward and follows the same process as reporting other work-related expenses.  

At the end of the tax year, you need to complete a P11D form for each employee who received reimbursements for expenses (like meal allowances). Additionally, a P11D(b) form may be required to summarise the total expenses and calculate any necessary Class 1A National Insurance contributions. 

It’s also worth noting that from April 2026, all benefits in kind (BIK)—except for loans and living accommodation—must be reported and taxed through payroll. Which means that you’ll no longer be able to process BIKs through P11Ds.  

To make sure everything runs smoothly, you should have a clear process in place for collecting, verifying, and recording your expenses.  

Say hello to Capture Expense 

Want to keep all your expenses, including subsistence allowance in the UK, organised and in one place?  

Book a demo with Capture Expense today and see how easy it is to submit, track, and manage your expenses—saving you time and keeping you compliant with HMRC.