Expense management
HR Module
Expense management
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Manage the whole process from submission to payment.
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Distribute expenses admin with flexible configuration.
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Quickly and accurately create reports by department and cost code.
Easy to use
Save time and simplify expenses
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Improved compliance
Reduce overspend and budget flex, get your policy requirements built into your expenses workflows, so overspend never gets approved. -
Automated workflows
Automate approval processes, get your managers doing the grunt work when it comes to approval. Empower team leaders to manage team budgets and claims. -
Helpful reminders
Your managers will get handy reminders based on approval flow, while your employees will be able to visualise where their claim is up to.
We’re here to help you
Win the day with easy HR Software
What does our Expenses Management Software actually do?
Functionality you and employees will love
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Payroll integration
Never pull an expense report for your payroll team again. Our all-in-one system means data flows smoothly from one to the other. Goodbye spreadsheets and human error!
Reduce your payroll data input, inefficiencies and improve accuracy, getting your employees paid properly, and quickly.
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Customisable workflows
Customise your approval chain to keep the whole thing moving. No more manually approving every submission and tracking claims in spreadsheets. Set up line managers or multiple users for approval, and with flexible configuration you can customise workflows to suit your business.
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Self-service
Claims take a matter of minutes, employees can click and submit with real-time receipts. Managers can quickly jump in and approve claims, saving you the hassle! No more back and forth with employees, users can see where claims are up to, reducing those annoying chasers.
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Reporting & analytics
All your expenses data, in one place. Report by department, cost code and area to keep a close eye on your people, and their spending. Get ‘at a glance’ expenditure insights so you can scale, and fast. Create accurate and robust budgets that you can fall back on, cutting out the estimation.
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Policy compliance
Set your bespoke policy limits in the system to make sure your employees don’t go over budget. With caps and triggers that highlight overspend by user level and department, you can ensure your employees are well within policy every time they submit a claim.
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Mileage calculations
As if our expenses module wasn’t good enough already, we’ve chucked in automatic mileage calculations. With the help of handy google address look-up your employees won’t have to waste time calculating pennies for petrol. It’s already done for them.
Faff-free expenses
Mobile App
Expenses, but pocket-sized
Imagine an app where your employees can manage their expenses on-the-go, which (when approved) are automatically added to their payroll…
Well, stop dreaming because all is possible in the Moorepay Mobile App! Say hello to a joined-up, user-friendly employee experience from train ticket to payslip. Explore it all in our new demo app.
Easy to access
Reduce your expense admin
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Employee self-service
It’s a simple snap and submit for your employees. Give your workforce the ability to submit and track their own claims, so you don’t have to on their behalf. -
Manager approval
Set up approval workflows and give your managers the power. They’ll manage expense budget lines and see claims from their team all in one spot. -
Quick reports
It’s bigger, better and badder financial control in your business. No manual manipulation, just smart metrics to get you to what you need, and quickly!
Want to see how it works?
Book a demo to see how we can make your expense management process a doddle.
Easy to trust
A secure expense management system
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Secure
Store a wealth of data in one spot, securely of course! With our UK data storage, your employee data is safe and sound. -
Compliance & data protection
Comply with your own policies and employee payments, by keeping data up to date and in one place. -
Trust your data
Get accurate data, in a couple of clicks. See expenditure insights in a couple of clicks, or go as granular as you like.
Transform the way you report on expenses
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Remove reporting faff. See employee spend clear as day with visual dashboards and reports.
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Never miss a beat. Spot company and department trends with accurate data right at your fingertips.
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Keep a close eye on company spending so you can deliver accurate forecasts and budgets.
Modules that go well with Expense Management
Manage people, performance and recruitment – all in one spot. These are the must have modules our customers just can’t get enough of.
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Employee Engagement
Spot company trends, deeply understand your employees and have the data to make positive change to company culture. All sounds rather lovely, doesn’t it? Well, it comes as standard with our HR Software.
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Performance Management
Give your employees the platform to grow and develop. 360° performance reviews allow employees to pin down goals, track KPIs and see their progress. Automate and rollout your perfect process, easy.
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Recruitment
Attract and retain the right fit, without lifting a finger. Reduce the time to hire, check skills and competencies while letting hiring managers manage the whole process themselves.
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Time & Attendance
Banish time-theft, ensure compliance, and get a real view of hours and output across your business. Pinging straight through to payroll means your employees are paid accurately for what they do.
Want to see how it works?
Book a demo to see how we can make managing your expenses a doddle.
What do our customers say?
Don’t just take our word for it! Hear directly from our customers.
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XMA
XMA were impressed by the capabilities of our Managed Payroll Service, HR Software and Employee Benefits that integrates into their…
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Metallisation
Metallisation uses Moorepay’s Software Payroll Advanced Bundle, including Employee Benefits, HR Services, and Payroll and HR Software with People Analytics.
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The Chatham Historic Dockyard Trust
The Trust uses Moorepay’s Payroll Software, which makes working out complicated payroll calculations much easier.
Badges of honour
Accredited by everyone who’s anyone. We wear our badges with pride.
Expense Management FAQs
We answer the most frequently asked questions about our HR Expense Management Software.
Good expense management starts with a clear expense policy. We recommend making this accessible to all employees. As part of this policy, businesses need to outline who can approve expense claims, and claim limits. The fundamentals of this policy can be used to set restrictions within HR software. Whoever has been set as an approver can then approve claims within the software. Employees can then receive payment as part of their normal payrun (details should be visible on their payslip) or additional expense payruns where this is part of business policy.
Manually monitoring and tracking expense claims is difficult. We recommend setting automated restrictions within software which allows you to quickly spot where employees are claiming above and beyond what is detailed within policy, or making claims outside of policies.
Accurate reporting will enable you to see spend by department – by location and even down to employee – which will enable you to enforce policy or refuse claims where required.
We recommend regularly reviewing and communicating expense policies to employees to ensure adherence.
Our expense module is not included as part of our core HR software. However, you can easily purchase this as an additional module.
Expense processes will depend on your business policy. However, we recommend using the below format to ensure a complete audit trail and ensure tax and VAT can be appropriately paid and claimed:
Self-service – allows employees to submit their expenses via an online self-service platform. Receipts and VAT details must be submitted at this point.
Approval – ensure whoever is authorised to approve expenses can do so via your online platform. This user should have access to your expenses policy to approve in line with this policy.
Payment – employees should be reimbursed in their payrun, or in subsidiary payruns.
Monitoring – ensure monitoring and reporting processes are in place to ensure policy is not abused.
This will depend on your expense policy and needs. Moorepay offers a comprehensive expenses module as part of their HR software. The integration straight into payroll means employee reimbursement can be done quickly and efficiently.
Expenses management refers to the claiming (employee) and repaying (employer) of money where an employee has made a transaction themselves, but this must be paid for by the employer.
Typically, it allows employees to claim back monies for activities (entertainment, travel, food etc.) which must be paid for by the business, as they relate to work activities. Expenses policies are normally bespoke to every organisation, and thus what can be claimed by an employee and paid for by the business will be at the organisation’s disclosure.
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