Automate Expense Tracking for Your Business
Small business owners and their teams lose 2-3 hours every week on expenses. Collecting receipts, typing them into spreadsheets, categorising them, matching them to bank transactions, chasing staff for missing receipts at month-end. It is tedious, error-prone, and it never ends. We set up receipt capture and automatic categorisation so expenses are logged the moment they happen, not three weeks later when your accountant asks for them.
The problem
The real cost of doing this manually
The average UK small business processes 50-150 expense transactions per month. Each one needs to be captured, categorised, and matched to a bank transaction. Done manually, that takes 2-3 minutes per receipt. At 100 receipts per month, that is 3-5 hours of pure data entry. Worse, 23% of receipts go missing, which means estimated expenses, incorrect tax claims, and wasted time at year-end trying to reconstruct spending from bank statements.
2-3 hrs/week
spent on this task
£5,200-£7,800
in lost productivity per year
How we fix it
Three steps to automation
Every solution starts with understanding your specific workflow — not a generic template.
We set up receipt capture
Snap a photo of a receipt with your phone. The AI reads the merchant, amount, date, and VAT. It categorises the expense (materials, fuel, tools, meals) and logs it immediately.
We connect to your accounting software
Expenses flow into Xero, QuickBooks, or FreeAgent with the correct category, VAT treatment, and receipt image attached. No double entry. No end-of-month data dumps.
We automate bank reconciliation
When the transaction appears on your bank feed, the system matches it to the receipt automatically. Unmatched transactions get flagged for review. Month-end reconciliation goes from hours to minutes.
The difference
Before vs after automation
Before
- ✕2-3 hrs/week spent manually every week
- ✕Same repetitive workflow, every time
- ✕Things fall through the cracks when you are busy
- ✕£5,200-£7,800 in lost productivity per year
After
- ✓Runs automatically in the background
- ✓Nothing falls through the cracks
- ✓You are notified only when action is needed
- ✓2-3 hrs/week reclaimed for revenue-generating work
Tools we work with
Built around software you already use
The offer
5+ Hours Saved Per Week.
Or Your Money Back.
The AI Assessment is a 45-minute discovery call, a custom report built around your specific workflows, and a 30-minute review walkthrough. Delivered in 5 business days. If we can't find 5 hours of weekly savings, you get a full refund.
- ✓45-min discovery call
- ✓Custom 5–7 recommendation report
- ✓30-min review walkthrough
- ✓4-day quick wins plan
- ✓Money-back guarantee
Questions
Common Questions
What about receipts I already have in a drawer?+
You can batch-scan existing receipts. The AI reads each one and logs it. Most clients clear their backlog in one sitting and then stay current with the snap-as-you-go approach.
How accurate is the AI at reading receipts?+
Modern OCR reads printed receipts with 95%+ accuracy. Handwritten or faded receipts may need a quick manual check, but the system flags these for review rather than guessing.
Does this handle mileage claims too?+
Yes. We can set up automatic mileage tracking using your phone's GPS, or a simple form where you log the trip. Mileage is calculated at HMRC rates and added to your expense report.
What accounting software does this work with?+
Xero, QuickBooks, and FreeAgent are the most common. We use Dext (formerly Receipt Bank) as the capture layer, which integrates with most cloud accounting platforms.
Industries this applies to
Ready to Stop Doing This Manually?
The call is 45 minutes. Your report arrives in 5 business days. Most clients have their first automation live within a week of the review call.
Book Your AI Assessment — £4995+ hours/week guaranteed or full refund · Custom report in 5 days