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Energy and Carbon Reporting: What UK Businesses Need to Do in 2026

energy and carbon reporting

As we move through 2026, carbon reporting isn’t an emerging idea anymore—it’s part of day-to-day business. Even if mandatory requirements don’t yet apply to you, expectations surrounding sustainability have shifted, shining a light on global standards and government reporting benchmarks, Many stakeholders now want clear, credible emissions data, too. 

We cover all you need to know about energy and carbon reporting, emissions data, integrated reporting, and more, so you’re fully prepared for the year ahead with sustainability and government compliance in mind.  

Government guidance on energy and carbon reporting 

The Sustainability Reporting Guidance outlined by the government provides a clear framework for environmental and climate related disclosures. 

That said, its structure mirrors global best practice, so many organisations use it as a benchmark for high quality reporting and Streamlined Energy and Carbon Reporting (SECR) compliance. 

Key points from the guidance include: 

  • Carbon data should sit alongside financial data: emissions information is expected to be part of integrated reporting, with the same level of scrutiny and accountability. 
  • Scope 1 and Scope 2 reporting is the minimum: Scope 3 greenhouse gas emissions should be included where they’re material (for example, official business travel). 
  • Offsets must be transparent: if you use carbon offsets, you must report volumes, types, integrity and spend, without suggesting they replace emissions reduction. 

This works well when reporting is planned early but be aware that adding in data retrospectively can be time consuming and harder to defend. 

What businesses are expected to report in 2026 

For 2026, the focus is firmly on quality over quantity. In practice, that means: 

  • Scope 1 emissions: direct emissions under your control, most commonly company vehicle fleets. 
  • Scope 2 emissions: indirect emissions from purchased energy, such as electricity and heating. 
  • Scope 3 emissions where material: especially official business travel, mileage and fuel—areas where good expense data makes a real difference. 
  • Carbon offsets (if used): volumes, types and expenditure must be disclosed. 

Good news—you don’t have to report every Scope 3 category. But if something is material to readers of your report (customers, investors, partners, or auditors), it should be included with clear data and explanation. 

Unless you can claim a low energy consumption exemption, the Streamlined Energy and Carbon Reporting framework is mandatory for all quoted companies. It also applies to unquoted companies and Limited Liability Partnerships that meet at least two of the following criteria: 

  • more than 250 employees,
  • turnover of more than £36m, 
  • and a balance sheet total of more than £18m. 

In short, a lot of organisations fall into scope without realising it. If you’re close to these thresholds, it’s worth checking early rather than assuming you’re exempt. 

Minimum carbon reporting requirements 

Here’s a full breakdown of the minimum SECR reporting requirements for businesses, covering both non-financial and financial information. 

Type  Non-financial information  Financial information 
GHG emissions – Scope 1 (direct)  Mandatory reporting of all Scope 1 emissions from sources owned or controlled by your organisation. This includes fuel combustion in boilers and emissions from equipment such as air conditioning units or fleet vehicles. An analysis of related gas consumption in kilowatt hours should also be included.  Gross expenditure on the purchase of energy and expenditure on reported areas of energy.  
GHG emissions – Scope 2 (energy indirect)  Mandatory reporting of all Scope 2 emissions from energy supplied by another party. This includes electricity used in buildings, along with purchased heat, steam and cooling. An analysis of related energy consumption in kilowatt hours should be included. 

Gross expenditure on energy purchases, plus expenditure linked to the reported areas of energy use. 

 

Carbon offsets  Central government bodies that purchase carbon credits should report the total volume of credits purchased and retired during the reporting period in tonnes of carbon dioxide equivalent. This also includes the type of credits used, whether they relate to reduction or removal, whether they’re nature based or technology based, and details of credit integrity.  Total expenditure on carbon credits against each of the categories opposite.  
Waste organisation and management  Absolute values in metric tonnes for waste from your estate, including total waste, recycled waste, ICT waste recycled reused and recovered externally, composted or food waste, waste incinerated with energy recovery, waste incinerated without energy recovery, and waste sent to landfill. 

Total spend on waste disposal, including contracts, specialist waste streams and licences, with expenditure shown against each waste category. 

Why data quality matters more in 2026 

One of the biggest shifts this year is how carbon data is treated. 

Sustainability reporting is now expected to be part of annual reports and accounts, not just a separate add-on. That means: 

  • Data needs clear boundaries, consistent methods, and audit-ready records. 
  • Where Scope 3 emissions are included, you either need to provide the data or have a clear explanation as to why it’s missing—along with plans to improve it. 

A lot of organisations don’t realise that finance systems already hold some of their strongest emissions evidence. Expense and mileage records, in particular, are often more reliable than estimates pulled together later. 

Why expense and mileage data is central 

Mileage claims, fuel receipts, and travel expenses are some of the richest data sources when it comes Scope 3 reporting because: 

  • They show real, day-to-day business travel activity. 
  • They support your material decisions (distance travelled, vehicle type, and fuel category all matter). 
  • They naturally fit with integrated reporting, where traceability and accuracy count. 

When this data is patchy, reporting relies more heavily on assumptions. That’s allowed—but under the guidance, those assumptions will need explaining and justifying. 

For example, one organisation may only include mileage claims linked to client travel because it’s clearly material, while explaining why occasional ad hoc travel isn’t yet captured in detail. 

Practical steps for 2026 

To make things easier for your SECR reporting this year: 

  • Map your data sources: start with expenses, mileage, energy, and fuel records. 
  • Apply materiality filters: not everything needs reporting, but anything material needs data or a clear explanation. 
  • Build capture into everyday processes: collect vehicle type, fuel type, travel purpose, and distance at the point of claim; software like Capture Expense can track this for you automatically as expenses are submitted.  
  • Think ahead to audit: align sustainability data with financial reporting boundaries and keep clear records of everything to avoid scrambling to find the data you need later. 

This approach works best when finance and sustainability teams work together—but it’s still manageable for smaller teams with the right systems in place. 

Capture your energy and carbon reporting data 

We know that being sustainable is no longer a nice to have, so we support reporting of Scope 1, 2, and 3 carbon emissions, giving you credible, integrated evidence of your commitment to environmental responsibility.   

Using carbon reporting with Capture Expense makes you regulation ready, giving you the data you need now and in the future for less headaches later on. Find out more about how it works. 

Find out more about Capture Expense

We’re so much more than just an app to track your business expenses. From saving days reconciling your credit cards to getting customised insights in an instant with your finance copilot, here’s everything you need to know about Capture Expense.

Expense Reporting Metrics: What to Track (and How to Use Them)

Expense reporting can easily fall out of focus. If it works well enough in the background, it might not get the attention it deserves—until something goes wrong, that is.  

And that moment usually arrives as a familiar pattern. Whether it’s month-end taking longer than it should, managers questioning what they’re approving, or even VAT is harder to reclaim than expected. None of these issues feels dramatic on its own, but together they create a steady drain on time, confidence, and control.  

The real challenge comes in understanding how well your expense management is actually working. Without visibility, it’s hard to tell whether problems are isolated or systemic—and even harder to know where to focus your effort.  

This is where expense reporting metrics come into play. When used properly, they don’t just report on what’s already happened. They highlight friction early, point to gaps in your policies, and help you make small changes that prevent bigger issues later on. We’ll look at the expense reporting metrics that genuinely matter, from what they can tell you to how you can use them to improve control—without adding more admin.  

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Why tracking expense reporting metrics matters  

Expense reporting sits at the crossroads of people, policy, and money. When it runs smoothly, most people barely notice it. When it doesn’t, everyone feels it—especially finance.  

Tracking expense reporting metrics provides a solid foundation to work from, offering the data you need to identify patterns forming over time. Only with this can you start to understand where claims slow down, where things begin to get unclear, and where risk might be building so you’re ready proactively rather than reactively. 

Submission timeliness

One of the simplest but most revealing expense reporting metrics is how quickly expenses are submitted after the spend happens. Long delays often point to deeper issues, such as unclear expectations, low confidence in the process, or people simply forgetting until prompted.  

To track this properly, you need a clear submission window. Once that’s in place, measuring the average time between spend date and submission quickly shows whether people are engaging with the process as intended. Looking at this by team or role often reveals differences that aren’t obvious at first glance.  

For example, one organisation noticed that most late submissions came from employees who travelled infrequently. They weren’t ignoring policy—they just weren’t familiar with it. A small change like adding clearer guidance at the point of submission significantly improved timeliness of submission.

This metric works well when expectations are well communicated. Without that clarity, late submissions can look like a behaviour issue when they’re actually a communication gap.  

Approval time

Approval time measures how long expense claims sit with managers before they’re approved or queried. When this stretches out, reimbursements are delayed, and frustration builds—often without managers realising they’re the bottleneck.  

Tracking approval time across teams helps highlight where support is needed. In many cases, slow approvals aren’t caused by a lack of effort. They’re caused by uncertainty. Managers pause because they’re not confident about policy limits, allowable spend, or tax treatment.  

A realistic internal benchmark helps here. Once managers know what ‘good’ looks like, approval time often improves naturally. Pairing this metric with rejection or amendment data also adds useful context. Fast approvals are good, but not if they come at the expense of proper checks.  

Policy compliance

Policy compliance rates show how many expense claims meet your rules the first time. Low compliance can sound worrying, but it’s rarely a sign of widespread misuse. More often, it points to policies that are hard to interpret or apply in real situations.  

To get value from this metric, it’s important to look beyond the headline number. Breaking compliance down by category (such as travel, meals, or mileage), usually reveals specific pressure points. These are often areas where limits are unclear or exceptions aren’t well explained.  

While high compliance rates are reassuring, they should still be reviewed alongside other metrics to make sure issues aren’t being missed.  

Rejected and amended claims

Rejected or amended claims are one of the clearest indicators of friction in expense reporting. Every rejection means extra work for the employee and for finance, and repeated rework often signals a systemic issue rather than individual mistakes.  

Tracking why claims are rejected is far more useful than simply counting how many are. Common reasons—such as missing information, unclear receipts, or incorrect mileage—often repeat across teams. That repetition is your cue to review what guidance or workflows you have in place.  

Let’s put it into perspective. Imagine a finance team noticing frequent mileage corrections. Rather than tightening controls, they aligned guidance more clearly with HMRC mileage rules and made rates visible during submission. And the result was consistently fewer errors, and approval confidence improved.  

This approach works well when feedback loops are short. Long delays between rejection and correction tend to amplify frustration.  

VAT reclaim rate

VAT reclaim is an area where poor expense reporting quietly costs organisations money. The VAT reclaim rate shows how much recoverable VAT is actually being reclaimed, and how much is lost due to missing or invalid receipts.  

Tracking this metric highlights where processes break down, particularly in high-risk categories like travel and subsistence. It also helps finance teams focus effort where it makes the biggest difference.  

For example, a growing organisation discovered that many claims included receipts that didn’t meet HMRC requirements. To rectify the situation, they improved their receipt standards, using HMRC’s guidance on valid VAT receipts as a reference point. This not only increases the amount of VAT they could reclaim but also improved their digital capture significantly.   

This metric is especially valuable when reviewed regularly. VAT losses are easy to accept as ‘part of the process’ unless they’re made visible.  

Using expense reporting metrics to drive improvement

Metrics only matter if they lead to action. The most effective teams use expense reporting metrics as part of a simple, regular review process rather than a one-off report.  

Monthly reviews work well for most organisations. The focus should be on trends, not individual cases, and on choosing one or two improvements to test at a time. Sharing insights with managers also helps build confidence and consistency across approvals.  

This approach works best when expense reporting is treated as a shared responsibility. Finance provides the structure and insight, managers apply judgement, and employees understand what’s expected of them.  

Bringing clarity to expense reporting—without adding pressure

Expense reporting metrics don’t need to be complex to be effective. When you track the right ones, they provide early warning signs, reduce unnecessary admin, and help everyone feel more confident in the process.  

If you’d like to see how these metrics can be tracked and used day to day—without spreadsheets or manual chasing—book a demo to explore how Capture Expense supports clearer, calmer expense reporting. 

Find out more about Capture Expense

We’re so much more than just an app to track your business expenses. From saving days reconciling your credit cards to getting customised insights in an instant with your finance copilot, here’s everything you need to know about Capture Expense.

The True Cost of Managing Employee Expenses

Managing employee expenses might seem simple on the surface: people spend, they submit, finance approves, and everyone moves on. But as every finance team will know, the real cost of managing employee expenses goes far beyond reimbursing the meal, hotel, or mileage. 

There’s the constant back-and-forth over missing receipts. The rejected claims that stall month-end. The VAT reclaim you could take—if only the paperwork was complete. And there’s the time lost to manual checking, chasing, correcting, reviewing, and re-reviewing that often goes unnoticed. Until it starts piling up, that is. 

This blog takes a deeper look at the true cost of managing employee expenses, what’s hiding underneath the admin, and how you can build stronger, smoother workflows that support everyone involved. 

Why managing employee expenses costs more than the spend itself 

The ACFE’s Report to the Nations estimates that organisations lose around 5% of annual revenue to fraud. In expense management, that risk often shows up as preventable errors, weak policy enforcement, and gaps in audit readiness—all issues that build up month after month outside of the actual expenses.  

Let’s look at the most common hidden costs: 

Missing receipts and silent VAT loss 

Missing receipts might feel like a minor admin gap, but the impact is much bigger. According to the 2025 Expense Trends Report18% of potential VAT reclaim is lost due to missing documentation. That’s a quiet, year-long drain on budgets. 

Imagine an organisation spending £200,000 on reclaimable categories. Losing even a fraction of VAT because receipts weren’t attached could mean tens of thousands written off. It’s rarely intentional—people simply forget or upload them later when details are blurred. 

Stronger processes help avoid this. Real-time receipt capture makes it easy for your people to add documentation instantly, while automated VAT extraction reduces the checking burden on your finance team. And the result? Stable reclaim (and reimbursement) and far less uncertainty around expenses month-end.  

Rejected claims creating bottlenecks 

Rejected claims don’t just delay reimbursements. They slow down approvals, reporting, forecasting, and reconciliation. And because most rejections result from missing context or incorrect categorisation, it’s clear the issue starts before your finance team even get notified. It’s at the point of submission. 

When someone submits a claim without enough detail or chooses the wrong category, approvers get stuck. Finance ends up fixing the same types of issues repeatedly. Clearer guidance helps enormously here. 

By introducing automated expense policies and built-in prompts, your people have the context they need to submit correctly the first time, so claims arrive cleaner and teams spend less time going back and forth. 

Manual admin that drains time and energy 

Even highly organised teams spend more time than they expect manually checking receipts, keying in VAT data, reconciling spend categories, or correcting submissions. 

Over a month, those small tasks become hours. Over a year, they become weeks. And the accuracy of your reporting depends on how much time someone could find that week, rather than a dedicated and conscious effort to spot inconsistencies. The whole process can start to feel reactive instead of controlled. 

The time and energy dedicated to manual expense processes is the most common hidden cost in expense management. Because it’s not just the hours spent sorting expenses by hand that could be better spent elsewhere, it’s the incorrect claims that slip past tired and unmotivated eyes. When tools automate matching, categorisation, and data checks, finance shifts from firefighting to reviewing accurate, ready-to-use information. 

The compliance risk behind everyday gaps 

Compliance isn’t something that only matters during an audit; it shapes everyday accuracy. If receipts, VAT data, and explanations are scattered across inboxes, folders, and spreadsheets, gaps become inevitable. 

Consider a frequent traveller who submits receipts but rarely adds context. Approvers sign off because they trust the employee. Later, finance reviews the claims to prepare for an audit and finds incomplete documentation—meaning the VAT can’t be reclaimed. 

This isn’t an employee problem; it’s a workflow problem. When the entire evidence chain is stored centrally, with prompts that encourage accuracy upfront, organisations stay compliant without having to chase information retroactively. 

Tools designed for VAT compliance and audit readiness remove the guesswork, helping finance teams stay confident all year, not just at audit time. 

How to reduce the true cost of expense management 

So, now we’ve outlined the costs that often go unnoticed, here’s some advice on how to alleviate their impact and make the cost of employee expenses exactly what is submitted on paper. No hidden costs or unexpected compliance nightmares!

Make policies visible right when people submit claims 

One of the biggest causes of incorrect or incomplete submissions is simple; people don’t know the rules as well as finance does. When policies sit in PDFs no one opens, mistakes happen. 

Embedding your expense rules directly inside your platform means employees get the right guidance at the exact moment they need it. Whether it’s providing short examples to help clarify common categories or adding automated nudges about missing receipts or unclear descriptions, it can dramatically reduce the number of rejections. 

This isn’t about tightening rules—it’s about supporting your people so they can submit confidently and accurately. 

Use automation to remove repetitive work 

Automation isn’t about cutting corners; it’s about reducing unnecessary admin so your finance teams can focus on meaningful work that makes a positive difference. 

Automatic VAT extraction, smart categorisation, duplicate detection, and instant receipt capture all reduce the pressure on finance. Instead of correcting submissions, your teams move straight to reviewing reliable data. 

For many organisations, this shift is what finally allows them to operate proactive, not reactive, expense processes—and it’s a key reason they adopt expense management software. And, as AI becomes integrated with more and more providers, it’s possible to look further than automation too and towards a future of faster financial decision making.  

The next step for you? Capture Expense 

The real cost of managing employee expenses isn’t the spend itself—it’s the admin time, lost VAT reclaim, repeated corrections, and compliance uncertainty behind the scenes.  

Capture Expense helps organisations build smoother, more confident expense workflows that reduce friction for everyone involved. If you’d like to see how this could look in your own organisation, we’re always happy to walk you through it. 

Find out more about Capture Expense

We’re so much more than just an app to track your business expenses. From saving days reconciling your credit cards to getting customised insights in an instant with your finance copilot, here’s everything you need to know about Capture Expense.

Rejected Expense Claims: The Most Likely Culprits

expense claims

Rejected expense claims usually come down to the same core issues—vague descriptions, missing or mismatched receipts, late submissions, and incomplete details. These small mistakes create bigger problems: approval delays, reduced visibility, audit risks, and slower reimbursements. Most of this is preventable with clearer guidance and better checks at the point of submission, which is exactly where Capture Expense helps.

Depending on where you sit in your organisation, you might have different views on expense claims. As an employee, you probably think they are fantastic, never paying for work-related expenses directly from your own pocket. If you work in finance, it might be another story. Because the reality is, while most know and follow your expense policies to a T, there will be a select few whose claims you are consistently rejecting.   

And those frequent incorrect claims create a host of problems. Rejected claims come with a whole host of challenges, wasting valuable resources that could be used to grow your business rather than stall it.  

In this post, we’ll highlight the likely culprits behind most rejected expense claims, using data from our Expense Trends report to show what teams are missing and their wider impact.   

Why are expense claims rejected?  

To understand where teams are going wrong when it comes to expense claims, let’s first start with why claims are often rejected, using our latest expense report to uncover the trends actually impacting you.  

Vagueness  

Out of over 371,000 claims we analysed, we found that 76% of rejected claims were due to vagueness or incomplete information. That’s things like sections left blank or filled with the dreaded “as discussed earlier”. Unfortunately, this figure shows that it’s more just the occasional oversight and signals an alarming number of gaps in the expense submission process—from how policies are communicated to teams all the way to how they submit expenses. 

Missing or mismatched receipts  

They say no one gets into finance to chase receipts, but the reality is, it’s a real issue for many businesses. 18% of rejected claims were missing VAT receipts or included missing documents within a batch, while another 16% were declined because the receipts simply didn’t match the claim. While missing a receipt may seem like a small issue, the more frequent the mistake, the bigger the issue for those handling approvals. After all, how many times do you hear “I’ll do it when I get back to my desk,” and wait days until the claim actually comes through? 

Late claims  

Timeliness is another issue when it comes to expense claims and why they are rejected. Another factor that cropped up repeatedly in the rejected claims we analysed was that claims were submitted too late (13%). It doesn’t just create issues for your people making the claim (as who doesn’t want to be reimbursed?), but for your finance teams who have the task of relaying the information and then handling the gaps in reporting in time for audit. It’s more than just forgetting to expense a receipt until the end of the month; the frequent delays complicate reporting and reimbursement, creating a headache for your expense team. 

Incomplete claims  

The small details—like not remembering the exact amount, the amount of miles travelled, or even who the claim relates to—all play a crucial role in your audit trails and project attribution. While it’s likely not done out of ill intent, most employees simply don’t realise the manual work or scrutiny that incomplete claims can trigger, especially when estimated figures come into the mix.  From the 13% of claims rejected due to missing descriptions or client names to missing trip information following closely behind at 11%, our report shows that incomplete claims aren’t an isolated issue, but repetitive errors made long before your finance teams ever see the claims. 

All these trends point to the same underlying (and thankfully, avoidable) issue: a lack of built-in guidance and checks at the point of submission that makes workplace spend reactive rather than refined. Without automated validation or policy enforcement, it’s a continuous cycle of incorrect data funnelling through to finance, with every claim adding to the loss of visibility and control over your expense data.  

What’s the result of rejected expense claims?  

So, we’ve highlighted the most common culprits for rejected expense claims, but what are the actual results of them? It’s more than just time wasted chasing little details or looking for receipts; it can have a real impact on culture, confidence, and day-to-day operations.  

Approval bottlenecks  

A rejected claim here and there might not seem like a huge concern. But over time, they can build up—quickly. When your finance team is spending hours chasing missing information and sourcing receipts, it takes them away from their everyday tasks – like approving claims in the first place. Approval bottlenecks that don’t just impact the rejected claims but also the ones that are approval-ready, too.  

From the claims in our data set, we found that only 2.6% were approved immediately, which means no double-checking of details or filling in the gaps. The rest took days, weeks, or even longer. While there was a significant increase in the number of claims approved after 30+ days (27%), it still highlights the growing gap between capture and approval, making it hard to get a clear picture of your finances.   

Without timely approvals, finance teams lack a real-time view of spending, making it harder to forecast accurately or manage budgets proactively. Put simply, without timely approvals, your teams can’t accurately forecast or manage budgets proactively, and cash flow becomes unpredictable.  

Reduced visibility and audit risk  

Detail is crucial when it comes to expense management, especially when it comes to submitting claims. Why? Because missing details create gaps in your records, which makes the audit process even harder. If you’re left with unclear descriptions and mismatched data, it can create gaps that weaken audit trails and increase compliance risks for your business. When spend isn’t captured cleanly or consistently, it becomes harder for your teams to verify transactions, justify spend categories, or respond confidently during an audit or HMRC review.  

Slower reimbursements  

When claims are rejected repeatedly or stuck waiting for clarification, employees feel the impact directly. Slower reimbursement cycles don’t just affect your cash flow; they also damage trust in the process, create friction between you and your people. Which no one wants.   

Over time, this can discourage timely submissions altogether, with your teams losing confidence in the system, especially in situations where reimbursements drag on for weeks. It all feeds back into the issues that create the rejections in the first place.  

How to reduce rejected expense claims 

You might think rejected expense claims are small, isolated issues, but as we’ve highlighted, they create delays, extra admin, and real financial blind spots. The good news? Most of these problems are fixable long before a claim reaches your finance team. With clearer guidance, better checks at the point of submission, and a simple way for people to capture receipts in the moment, you can cut down on rejections and keep everything moving smoothly.  

Capture Expense removes the most common reasons claims are rejected—missing data, mismatched receipts, vague descriptions, late submissions—by guiding employees through a structured, automated process.  

We give your people an easy way to: 

  • Submit complete, accurate claims instantly, wherever they are with our mobile app that uses AI to extract the data from receipts. 
  • Customise and set spend limits per employee with our business expense cards, with each expense checked against your policies from the point of submission.  
  • Give your finance team the real-time visibility they need to manage spend confidently with our expense reporting, broken down by user, team, mileage, and more. 
  • Reduce admin with automated expense reimbursements, saving on spend and time for your finance teams.  

From automated receipt scanning to policy enforcementbook a demo to see how we can help you take control of your expenses. 

Find out more about Capture Expense

We’re so much more than just an app to track your business expenses. From saving days reconciling your credit cards to getting customised insights in an instant with your finance copilot, here’s everything you need to know about Capture Expense.

The State of Expense Management: How to Manage Expenses in 2026

manage expenses

What was once a task dreaded by finance teams and managers is now recognised as the important window into your team and an ally for strategic planning. The area we’re discussing? Expense management 

It’s more than just pressing accept or reject on claims. Expense management gives you invaluable insights into how your company spends, behaves, and prioritises; and when managed well, it becomes a source of strategic knowledge, operational control, and even ESG accountability.  

And because of this, the way teams manage expenses is advancing more than ever. From smart AI features to advanced reporting, technology is transforming the manual processes that teams would dread, making the parts of expense management that teams feared a straightforward task. 

So, as 2026 is getting ever closer, let’s look at the state of expense management in 2025. Backed with the insights we found in our Expense Trends report, we give you the challenges and trends you need to know so you have all you need to make smart finance choices when managing expenses in 2026. 

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The biggest challenges in expense management 

  1. Lack of visibility and control

Many businesses struggle to track and monitor expenses in real time, making it difficult to see where the money is being spent—and on what. This lack of visibility can lead to overspending and the risk of unauthorised spending slipping through the net. 

Without proper control, there’s chance of financial risks, like inflated costs and budget overruns. And it makes it more challenging to identify any spending patterns within your teams, so it’s harder to manage your budget decisions and forecast accurately. 

  1. Error-prone and inaccurate data

While manual data entry gives you full control of what enters your systems, it also makes it even easier for human errors to slip through. This can lead to incorrect expense totals, duplicated data, or even missing information entirely, all which takes time to correct. Employees can also forget to attach receipts or invoices (or even attach the wrong ones) making it difficult to reconcile expenses with supporting documents. 

The issue is bigger than inaccurate expense reports—all which impact financial reporting and decision making—it can also trigger unwanted scrutiny from HMRC or other governing bodies. Which, let’s be honest, no one wants. It can lead to audit risks, repayment demands, non-compliance with tax regulations, and even rejected claims that hold up the entire process. 

And it’s a real issue finance teams are currently facing. We found that out of 371,000 claims, only 2.6% of them were approved immediately, showing the very real issue of approval bottlenecks. Teams are way too busy chasing additional context, interpreting intent, and manually reviewing claims instead of catching mistakes early. 

  1. Non-compliance with policies and regulations

While creating an expense policy is fine and well, getting your people to actually read and stick to it is a whole other issue. And it’s a very real one. It’s more than just trying to sneak an after-work drink past your finance manager; it’s sets into motion a loss of control. And that’s when non-compliant spending creeps in. 

But, the gaps in policy enforcement aren’t a nightmareish threat. In our latest report, we found that 76% of rejected claims are due to vagueness or incomplete information. Factors that could have been flagged if submission workflows were up to scratch.  

Compliance needs a comprehensive approach. It’s not just one-time-and-done task, it’s something that requires a consistent comprehensive approach. One that covers clear and accessible communication, robust monitoring, and consistent enforcement. 

But it’s not just about making the rules, it’s about finding the balance between enforcing them without sacrificing on a trusting company culture. If you’re overly restrictive, it can impact employee morale and operational efficiency. But if you’re too lax in your approach, it can make it easy for out of policy spending to go unnoticed.  

  1. Lack of scalability and adaptability

As companies grow or change, rigid expense management systems can become out-dated. If you merge or grow into a new industry and your system can’t adapt with you, it can lead to additional operational costs and unseen errors creeping in. All of which is good news for no one.  

Plus, if systems lack the flexibility to grow alongside you, it’s highly unlikely that they can adapt to market trends or regulatory requirements. The reality is the best solution is one that can not only grow alongside you but the industry too. Growth is a good thing. Your software shouldn’t make it a nightmare! 

The role of technology  

Technology is crucial for their expense management. While some businesses may still be collecting physical receipts and manually checking and approving every transaction, on the whole, the majority relish in the way technology makes tracking and controlling spending straightforward. And for good reason.  

It not only saves teams from manual data entry and policy checking, but it also makes reporting as simple as a few clicks rather than hours of spreadsheet scouring. All of which are a sigh of relief from the people who spend hours reconciling spending, double (and triple) checking data entries, and chasing missing receipts. 

With 70% of finance teams stating that real-time expense visibility is their top priority, it’s clear that our dependence on technology is only set to grow in relation to how we manage expenses 

The trends defining how to manage expenses in 2026 

So, what key trends have defined expense management in 2025?  

Automation 

We’re sure it’s no shock that expense automation has been quickly gaining traction in 2025. Looking at the state of automation from a few years ago until now, the growth in capabilities has completely transformedfrom smart scanning all the way to policy enforcement and advanced analytical abilities. Automation is a deal-breaker for many when choosing their latest expense management software. 

In fact, 87% of CFOs are investing in expense automation to improve accuracy and compliance. 

Spending patterns 

Spending patterns answer more than just who is spending and what they are spending on, they also give managers an in-depth look into how teams are working and operating. All of which is crucial for understanding your teams. Without that, you can’t forecast correctly or budget effectively. 

And for your finance teams, knowledge of company spending patterns is gold dust. They’re the valuable pieces of information that inform smarter policies, make inefficiencies even easier to spot, and even positively influence company culture. 

In a world where remote and hybrid businesses are the norm, it’s no shock to see that mileage is topping expense claims. Our data revealed that £3.19m was spent on mileage in the past year, and £944K in fuel following closely behind. It reinforces the fact that while many of us may be working from at-home offices some, if not all, of our working weeks, physical connection remains important. Whether it’s a weekly, bi-weekly, or monthly trip to the office or an in-person client meeting, teams are still clocking up the miles. 

But it’s more than just where people work, spending patterns can also give business leaders seemingly trivial insights into workplace culture. From our dependence on caffeine and the necessity of quick fast-food lunches contributing to £570K in expense claims to the £366K spend on taxi fares, the unpredictability of everyday life is clear, so it’s important that policies can accommodate to it. 

After all, patterns in spending don’t just provide expense data, they tell us where policies and people intersect. And great policies are made with your people in mind (as well as your budget, of course). 

Policy personalisation & employee experience 

So, with issues in policy compliance becoming more common, you’ll be delighted to know that trends are shifting to make expense policy creationand enforcementeasier and more adaptable to your team.  

We all know just how complex expense policies can be, as it’s rarely a one-size-fits-all solution. With different spend types and limits for different roles and departments, it can become hard to track and even harder to enforce. But, it’s not just an issue for your accountants or your policy makers; it also becomes an employee experience issue, as if your people are having their expenses questioned or not even approved time and time again, they can begin to lose trust in your system. 

For expense management software providers  policy enforcement and spend control is an expectation rather than a nice-to-have. And it needs to be configurable to your needs, making sure everyone understands what applies to them (and hopefully, sticks to it). With user experience and mobile accessibility being important for remote or hybrid teams, simplified systems and business expense cards that favour ease of use (without sacrificing control) and functionality are on the rise.  

ESG and sustainable spending 

For many businesses, new regulations like the Sustainability Disclosure Requirements (SDR) now make environmental accountability a formal reporting need—not just a nice-to-have, making discussions about expense management no longer about just analysing every penny spent.  

Sustainability is becoming increasingly more important as businesses look to understand their environmental input in regulation with evolving environmental regulations.  

To make greener, responsible, and informed decisions aligned with industry standards, your systems should be armed to manage carbon reporting in real-time, making sure every mile is logged for complete transparency. This should also be factored into your expense policies too, for example, taking into account the environmental impact of journeys taken by train vs flight.  

Our research found that the total miles logged by businesses in our data set in the past year equates to an estimated 5,175 tonnes of CO2. To put that into perspective, that’s the same as 1,500 Olympic-sized swimming pools! If this makes anything clear, it’s that finance teams need to take sustainability goals into account in the same level of importance as they do cost. 

Manage expenses in 2026 with Capture Expense  

With Capture Expense, out of policy spending and compliance errors aren’t a worry you’ll be taking into 2026. From automated expense policies and spend control to carbon reporting features and mileage tracking, every penny, mile, and claim is logged and managed in one place, giving you full visibility and confidence that your expenses are managed compliantly. 

Don’t just take our word for it. Book a demo to see how easy expense management can be with Capture Expense.  

Find out more about Capture Expense

We’re so much more than just an app to track your business expenses. From saving days reconciling your credit cards to getting customised insights in an instant with your finance copilot, here’s everything you need to know about Capture Expense.

Per Diem Meaning, Examples, and Rates for 2025

per diem meaning

What does per diem mean? 

Per diem is a daily allowance provided to employees to cover expenses such as meals, accommodation, and travel costs when they’re away on business. It simplifies the reimbursement process by offering a fixed amount rather than requiring itemised receipts for each expense. Per diem rates are often regulated by government guidelines and can vary depending on whether the travel is domestic or international. 

This handy system offers a simple, predictable way to cover employee travel expenses without the admin headache. Let’s take a look at what per diem really means, a real-world example, and the rates for 2025. 

What are the per diem rates for 2025? 

Here are the UK per diem rates for 2025, based on HMRC’s meal allowance guidelines:  

Minimum journey time  Maximum allowance 
One meal and up to 5 hours of travel  £5  
Two meals and 5–10 hours of travel  £10  
Three meals and 10–12 hours of travel  £15  
24-hour period   £25  

Note: These are HMRC benchmark rates. Employers can pay higher rates, but amounts above the benchmark must be reported on a P11D or covered under a PAYE settlement agreement.

Who can claim per diem allowances?

Not every employee automatically qualifies to claim a per diem allowance. HMRC requires the following conditions to be met:

  • You’re travelling for work—either as part of your job or to a temporary workplace, not just commuting as usual. 
  • You’re away from your normal place of work or home for more than 5 or 10 continuous hours. 
  • You’ve bought a meal (food or drink) during your journey and have evidence of the expense (like a receipt or card statement). 

 You can’t claim a meal allowance if

  • You didn’t actually buy a meal or drink during your trip. 
  • The meal didn’t create any extra cost—for example, if it was something you would’ve eaten at home anyway. 
  • You had the meal at home before leaving or after returning. 
  • The meal was provided for free as part of a training course, event, or conference. 
  • You received a free meal on a train or plane, included in the ticket. 
  • The meal included alcohol (that’s not covered under HMRC’s rules). 

International per diem rates: US & global benchmarks

Per diem rates vary country by country. If your business sends employees overseas—or you work for a US-headquartered employer—the following benchmarks apply:

United States (GSA rates)

In the US, the General Services Administration (GSA) sets the standard per diem rates used by federal employees and commonly adopted benchmarks by private

employers:

  • Standard continental US (CONUS) rate: $166/day (includes $107 lodging + $59 meals & incidentals)
  • High-cost areas (e.g. New York, San Francisco): rates can exceed $350/day
  • International rates (OCONUS) are set by the US Department of State and the DoD

Other Key Markets

Country Approximate Daily Rate Governing Body
Germany €28 (domestic day trips) Federal Finance Ministry
France ~€20 meal allowance URSSAF guidelines
Australia AUD $336.50/day (overnight) ATO (Tax Office)
Canada CAD $93/day (meals) CRA (Revenue Agency)

 

For the most accurate and up-to-date international rates, always refer to the relevant government body in the destination country, as rates are typically revised annually.

Is Per Diem Taxable in the UK?

The answer is, it depends.

Whether per diem payments are taxable in the UK relates to the amount paid relative to HMRC’s benchmark rates:

  • At or below HMRC benchmark rates: Payments are tax-free and do not need to be reported on a P11D, provided the employee was genuinely travelling for work.
  • Above HMRC benchmark rates: The excess is taxable. Employers must report the additional amount via P11D or include it in a PAYE Settlement Agreement (PSA).
  • Employees who receive non-benchmarked rates: The full amount must be reported, and tax is due on any portion not supported by receipts or HMRC dispensation.

If stick to HMRC rates and your per diem payments are tax-free. Pay more, and you have a reporting obligation.

Do You Need Receipts for Per Diem?

One of the key advantages of per diem is simplified record-keeping. The rules on receipts are as follows:

  • HMRC benchmark rates: No receipts are required. The benchmark rates are accepted by HMRC without supporting evidence, provided the qualifying conditions (time away, business purpose) are met.
  • Employer-set rates above benchmark: Receipts might be needed to justify the higher amount, particularly if you are using an authorised mileage or dispensation arrangement.
  • Actuals-based reimbursement: If you reimburses actual spend rather than a flat per diem, full receipts are always required.

Best practice is to retain receipts regardless, even when not strictly required—particularly for higher-value meals or when travelling internationally.

 A real-world scenario 

Meet Peter. He works for a tech consultancy based in Manchester and is heading to London for a two-day client workshop. His company has opted to use per diem allowances to make travel expenses easier for everyone. 

Instead of collecting every receipt for coffees, lunches, and taxi rides, Peter receives a fixed daily allowance based on HMRC’s approved rates (see above). On day one, he leaves home at 7am and doesn’t return until after 9pm, so he qualifies for the £25 meal allowance. The company already booked and paid for his hotel and train in advance using the company card—so his per diem just needs to cover meals, snacks, and the odd travel cost like a Tube ride. 

Peter grabs breakfast at the station, picks up lunch near the client site, and finishes the day with dinner close to his hotel. He doesn’t need to keep receipts for each meal because the allowance is a flat rate, but he does make a note of where and when he ate, just in case HR asks for evidence the meals were during the business trip. 

He avoids alcohol (as that’s not covered under HMRC rules) and doesn’t try to claim for the theatre ticket he bought for the evening—he knows that’s a personal expense.  

The next day is a shorter one, so he qualifies for the £10 meal allowance before heading back north. 

Are you looking to reduce admin, speed up reimbursements, and stay fully HMRC compliant?

Managing travel expenses and subsistence allowances can quickly become a hassle—especially when you’re juggling receipts, HMRC rules, and the risk of duplicate claims. That’s where Capture Expense comes in. It helps you streamline the whole process by automating approvals, flagging suspicious claims, and making sure your per diem rates are applied correctly and consistently. Book a personalised demo today to see Capture Expense in action.  

What is the HMRC per diem rate for meals in 2025?

The standard HMRC benchmark rates for 2025 are: £5 for breakfast (if travel starts before 6am), £5 for a one-meal rate (away 5–10 hours), £10 for a two-meal rate (away more than 10 hours), and £15 for a late evening meal (working past 8pm).

Can self-employed workers claim per diem?

Self-employed individuals cannot use HMRC’s benchmark rates in the same way as employees. They can claim actual costs of meals and subsistence during business travel, provided they retain receipts and the expenditure is wholly and exclusively for business purposes.

Does per diem cover accommodation?

HMRC’s benchmark per diem rates cover meals and incidentals only—not accommodation. Hotel costs must be claimed separately based on actual receipts. Some employers set their own combined overnight allowance that includes both, but this must be agreed with HMRC if above standard benchmarks.

Are per diem rates the same for contractors and employees?

Not necessarily. Contractors working through a limited company or umbrella company are subject to different rules. IR35 status, the nature of the engagement, and how travel expenses are structured will all affect what can be claimed tax-free. Contractors should seek specific tax advice.

How AI is Fixing the Problems with Approval Workflows

Approving expenses should be simple, yet most teams still battle manual, time‑heavy workflows. AI finally changes that—reviewing spend in real time, enforcing policy and flagging exceptions instantly. 

Even with expense management software in place, your approvals often rely on multiple layers of review, and too much still depends on human intervention. 

That’s where AI is starting to change things. It’s no longer just about automating data entry—it’s helping finance teams make faster, smarter decisions by reviewing spend in real time, applying policy rules, and flagging anything that needs attention. 

In this article, we’ll break down where manual processes are slowing your approvals down, and how AI can support better, more efficient financial decision-making—starting with expense approvals. 

The problem with traditional expense approval workflows 

Too much manual work 

In most businesses, an expense claim goes through several people before it’s approved. A line manager might review it first, then it’s passed to a department head, and finally to the finance team. Each step adds time. Each person has to read the details, check the receipt, and make sure it fits your company’s expense policy. 

But often, your line managers don’t feel confident rejecting expenses—especially when they work closely with the claimant. This means some claims get approved that shouldn’t be. Then finance teams have to step in, double-check everything, and fix mistakes. The more people involved, the more opportunities there are for delays and errors. 

Slow and expensive processes 

All this checking and re-checking adds up. If you’re a bigger organisation, it can mean an abundance of hours spent on manual tasks that could easily be handled by the right tools. Software alone isn’t solving the problem, because most systems still rely on people to do the hard work. 

Why expense approvals need to change 

Digital submissions may have replaced paper forms, but the workflow itself hasn’t improved much. Which begs the question: what can AI actually help us do in finance? With platforms that can be trained to think the way we do, there’s so much opportunity to truly change expenses and finance for better. Here are just a few ways: 

AI for faster financial decision making 

  • Spot trends and overspending early 
  • Suggest actions based on previous activity 
  • Improve over time as the model learns from past claims 

Handling checks before they hit accounting 

One of the next big steps for AI is handling checks before expenses move into accounting systems. Right now, many teams still: 

  • Manually check categories, 
  • Confirm VAT is correct, 
  • Review how costs are split. 

AI will be able to handle much more of this. It means fewer manual reviews and more time saved. With the right setup, AI doesn’t just support finance—it becomes a key part of how decisions are made. 

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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. 

Find out more about Capture Expense

We’re so much more than just an app to track your business expenses. From saving days reconciling your credit cards to getting customised insights in an instant with your finance copilot, here’s everything you need to know about Capture Expense.

How to Do a VAT Return in Ireland

vat return ireland

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: 

VAT period  Deadline 
Jan – Feb  23 March 
Mar – Apr  23 May 
May – Jun  23 July 
Jul – Aug  23 September 
Sep – Oct  23 November 
Nov – Dec  23 January 

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: 

VAT period type  Who it’s for  Filing frequency  Deadline (ROS) 
Annual  Paying by equal direct debit instalments  Once a year  23 Jan (or agreed date) 
Four-monthly  Annual VAT between €3,001 and €14,400  3 times a year  23rd of the following month 
Six-monthly  Annual VAT of €3,000 or less  Twice a year  23rd of the following month 
Monthly (on request)  If you’re regularly due VAT refunds  Every month  23rd of the following month 

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. 

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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: 

Box  What it means  What to include 
T1 – VAT on sales  VAT you owe Revenue  VAT on your sales, services, EU purchases, imports (using VAT Postponed Accounting), and services you received (as appropriate). 
T2 – VAT on purchases  VAT you can reclaim  VAT on your business expenses, EU acquisitions, imports, and services received. 
T3 – VAT payable  What you owe  If T1 is greater than T2, this is what you pay Revenue (T1 – T2). 
T4 – VAT repayable  What you’re owed  If T2 is greater than T1, this is the amount Revenue owes you (T2 – T1). 

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: 

Box  What it covers 
E1  Value of goods sent to customers in the EU 
E2  Value of goods received from EU suppliers 
ES1  Value of services you’ve provided to EU customers 
ES2  Value of services you’ve received from EU suppliers 
PA1  Total value of imports using Postponed Accounting (including Customs value + duty) 

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.  

A Guide to Expense Compliance in Ireland

Expense Compliance in Ireland

The information you need to make sure your business complies with Revenue guidelines across policies, tax, reporting, allowances, and more—bridging the gap between in-depth explainers and those that lack the extra context you need!

A Guide to Claiming VAT on Expenses in the UK

vat on expenses uk

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:  

  % of VAT  What the rate applies to 
Standard rate  20  Most goods and services 
Reduced rate  5  Some goods and services, e.g. children’s car seats and home energy 
Zero rate  0  Zero-rated goods and services, e.g. most food and children’s clothes 

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

Goods and services  UK VAT rate 
Alcoholic drinks  20% 
Soft drinks  20% 
Mineral water  20% 
Sports drinks  20% 
Hot takeaways  20% 
Confectionery  20% 
Ice cream  20% 
Catering  20% 
Most clothing intended for adults  20% 
Flowers and seeds  20% 

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! 

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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.  

 

Expense Compliance in the UK

The information you need to make sure your business complies with HMRC guidelines across policies, tax, reporting, allowances, and more—bridging the gap between in-depth explainers and those that lack the extra context you need!

VAT on Expenses: What’s Vatable and How to Reclaim VAT?

vat on expenses

VAT on expenses is something every VAT-registered business deals with—whether you’re charging it to customers or paying it on your own costs. The good news? You can often reclaim VAT on many of your business expenses, from office supplies to travel costs.  

But to do this correctly (and stay on the right side of HMRC), you need to know what’s vatable and what’s not.  

Let’s look at which expenses qualify for VAT recovery and how to reclaim VAT efficiently. 

Let’s get started. 

What are vatable expenses?

Vatable expenses are business expenses that include VAT (Value Added Tax), which a VAT-registered business can reclaim from HMRC. These expenses must be incurred for business purposes and include goods and services where VAT has been charged by a VAT-registered supplier. 

Which business expenses are eligible for VAT recovery? 

If your business is VAT-registered and has a taxable turnover of more than £90,000 in a 12-month period, you can reclaim VAT on certain expenses.  

To qualify, the costs must be wholly and exclusively for business purposes. You’ll also need a valid VAT invoice from a VAT-registered supplier. 

Here’s a quick breakdown of what’s eligible: 

  • Office expenses: you can claim VAT on office essentials like stationery, printers, computers, and software subscriptions—basically, anything needed to keep the business running.
  • Travel expenses: VAT can be reclaimed on travel expenses like taxi fares, and hotel stays—just make sure the supplier is VAT-registered. Flights are usually VAT-free, so there’s nothing to claim there.
  • Mileage expenses: if you or your team use personal cars for business trips, you can claim VAT on the fuel portion of mileage expenses, based on HMRC’s advisory fuel rates.
  • Business entertaining: VAT is recoverable on team events like staff parties or team-building days, as long as they’re open to all employees. Here’s where it gets tricky however, VAT can’t be claimed on entertaining clients or potential customers—these are considered perks, not business necessities.  

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How to reclaim VAT on expenses 

Reclaiming VAT on expenses might sound complicated, but it’s pretty straightforward once you know the process.  

Let’s break it down with an example: 

Let’s say you run a marketing agency and you’ve purchased office supplies, new furniture, and booked travel for client meetings. These expenses likely have VAT included, and since your business is VAT-registered, you can claim that VAT back from HMRC.  

Here’s how it works: 

Step 1. Keep accurate records 

Imagine you’ve just bought some new computers for your team, and you’ve received an invoice for £1,000, with £200 VAT.  

You need to hold onto that invoice because it proves the VAT you’ve paid. You’ll also need to do this for any other purchases where VAT is charged, like your office supplies or travel expenses. 

Step 2. Fill in the VAT return 

Every quarter you’ll need to fill out a VAT return.

In the return, you’ll list your sales (including the VAT you’ve charged to customers) and your purchases (including the VAT you’ve paid).  

If you’ve paid VAT on business expenses, you’ll want to add up all the VAT amounts you’ve paid on those invoices—this is the VAT you can reclaim. 

Step 3. Submit your VAT return 

Once your return is ready, you’ll submit it to HMRC.  

If everything’s in order, HMRC will either refund the VAT you’ve reclaimed or deduct it from what you owe. Just remember to submit your return on time, or you could face penalties. 

Real-world scenario

Let’s say, for the past quarter, you’ve spent £500 on office supplies (with £100 VAT), £300 on travel for client meetings (with £60 VAT), and £200 on a team lunch (with £40 VAT).  

You’ve gathered all your invoices and now, when filling out your VAT return, you’ll list £100 of VAT for office supplies, £60 for travel, and £40 for the lunch. That’s a total of £200 in VAT you can claim back. 

Keep track of all VAT on expenses

With Capture Expense, tracking VAT on expenses has never been easier. Our sophisticated app lets you digitise receipts, categorise expenses, and automatically apply the correct VAT rates, keeping you fully HMRC-compliant. 

Book a personalised demo today to see how easy expense management can be. 

 

Expense Compliance in the UK

The information you need to make sure your business complies with HMRC guidelines across policies, tax, reporting, allowances, and more—bridging the gap between in-depth explainers and those that lack the extra context you need!