Easier expense management software for UK businesses
Take control of business expenses with Xero’s expense tracker software. Capture receipts, approve claims, and reimburse your team from one place. Approved expenses stream into your accounting ledger and cash flow forecast.
Spend less time on expense admin and reclaim hours for your business
Automate the repetitive parts of expense management, cut down on admin, and free up time to focus on running and growing your business.
Snap business expenses straight from your phone
Open Xero Me, snap a receipt, and let OCR fill in the details. Xero captures date, amount, and category for you.
Make employee reimbursements quick and simple
Your team submits claims through the app. Just approve with a tap, and Xero creates a reimbursement bill for you.
Manage expenses wherever you are
Submit expense claims, log mileage, and capture receipts straight from your phone, wherever your work takes you.
We chose Xero because it was set up for small businesses like ours
Olive and Poppy think Xero is perfect for non-accounting experts
Snap expenses and claim on the go
Say goodbye to paper receipts: capture business expenses with the Xero Me app. Snap a photo of the receipt and Xero’s expense tracker automatically records all the key details. Your expense claim is ready to submit, with the receipt stored for easy retrieval.
- Submit an expense claim and attach the receipt in one go – straight from your phone.
- Track and record your mileage instantly using Xero Me’s map feature. Just put in your route and Xero Me gives you the distance you've travelled.
- When approved, expenses stream into your accounting ledger and cash flow forecast so you have a near real-time view of finances.
Reimburse expenses without the fuss
Get notified the moment someone submits an expense claim. Review details, approve with a click, and let Xero post the expense straight to your accounting ledger.
- Get notified as soon as a claim is submitted. Say goodbye to end-of-month bottlenecks.
- Quickly review and approve claims. Automated bills cut down on manual errors and speed up reimbursements.
- Reimburse expenses through Xero’s bill payment workflow for a simple, consistent experience.
See how expenses affect cash flow and budgets
It’s tough to keep track of expenses when you’re busy running a business. Xero’s expense management app puts all information at your fingertips, giving you full visibility of your numbers. Guesswork is replaced with hard data.
- See expense claims as they’re made to avoid end-of-month surprises.
- Find out how business spending affects your cash flow in real time.
- Identify spending trends by pulling up expense reports whenever you want.
- Create accurate forecasts and budgets with up-to-the-minute expense figures.
Manage expenses on the move
The Xero Me app puts expense management in your pocket. Snap receipts, track mileage, submit claims, and approve expenses, all from your phone. Whether you’re travelling for work or catching up at the office, handle expenses instantly and get back to what matters.
Track mileage and calculate distances
Enter your journey details in the Xero Me app and submit a mileage claim alongside your other expenses.
Ditch paper receipts and store them digitally
Snap a receipt in the Xero Me app and the expense tracker app will automatically fill in the relevant fields of the claim.
Approve expense claims on the go for a happier team
Get instant alerts when your team submits a claim. Approve with one tap in the Xero Me app, so your team gets reimbursed faster.
Speed up your expense claims
From receipt capture to approval and reimbursement, Xero Me accelerates every step. Less admin, more time for your business.
Plans to suit your business
Simple
A new plan, specifically for non VAT businesses, with features designed for sole traders and landlords.
Simple
Usually £7
Now £1.40
GBP per month excluding VAT
Save £33.60 over 6 months
- Send invoices and quotes
- Accept online invoice payments^
- MTD for Income Tax ready
- Reconcile bank transactions
- Smart document capture
- View real-time reports
- Automate subcontractor CIS calculations and reports
FAQs about Xero’s expense management software
You can claim and manage expenses using the Xero Me app or the desktop version of Xero with the Grow, Comprehensive, or Ultimate pricing plans.
Each plan lets a certain number of people make expense claims. You can add more users if you need to, and you’ll only pay for users who submit a claim within the month.
You can see full details on the pricing plan page.
You can claim and manage expenses using the Xero Me app or the desktop version of Xero with the Grow, Comprehensive, or Ultimate pricing plans.
Each plan lets a certain number of people make expense claims. You can add more users if you need to, and you’ll only pay for users who submit a claim within the month.
You can see full details on the pricing plan page.
If you or your employees use a personal vehicle for work, you can submit a mileage claim through the Xero Me app. Track and record your mileage instantly using the map feature, then submit a mileage claim in the app alongside your other expenses. Approvers can quickly review and approve claims in the app to speed up the reimbursement process.
If you or your employees use a personal vehicle for work, you can submit a mileage claim through the Xero Me app. Track and record your mileage instantly using the map feature, then submit a mileage claim in the app alongside your other expenses. Approvers can quickly review and approve claims in the app to speed up the reimbursement process.
It’s simple. Open the Xero Me app on your mobile and photograph your receipt. Use automatic receipt scanning in the Xero Me app on your mobile device to photograph the paper receipt. The expense tracker app will automatically fill in the relevant fields of the claim. Xero then stores the photo you took with the claim and the accounting entry, so you always have your proof of purchase whenever you need it.
For a full walkthrough, check out the expense claims guide on Xero Central
It’s simple. Open the Xero Me app on your mobile and photograph your receipt. Use automatic receipt scanning in the Xero Me app on your mobile device to photograph the paper receipt. The expense tracker app will automatically fill in the relevant fields of the claim. Xero then stores the photo you took with the claim and the accounting entry, so you always have your proof of purchase whenever you need it.
For a full walkthrough, check out the expense claims guide on Xero Central
The Xero Me app makes it easy to organise your business expenses. Simply assign an expense to the right customer or project, and give it a label and an account. You can view expenses by category to see the different areas of spending in your business.
The Xero Me app makes it easy to organise your business expenses. Simply assign an expense to the right customer or project, and give it a label and an account. You can view expenses by category to see the different areas of spending in your business.
Yes. Each time you enter an expense or upload a receipt in the Xero Me expense tracker app, you can assign it to a customer. You can add expense claims to the customer’s next invoice, so you’re not carrying unnecessary costs.
Yes. Each time you enter an expense or upload a receipt in the Xero Me expense tracker app, you can assign it to a customer. You can add expense claims to the customer’s next invoice, so you’re not carrying unnecessary costs.
Xero gives you a clear view of all your expense activity in one place. See live updates of business expenses as they're claimed, including status of claims and reports that you can filter by employee, status, and expense account. When approved, expenses stream into your accounting ledger and cash flow forecast so you have a near real-time view of finances.
Xero gives you a clear view of all your expense activity in one place. See live updates of business expenses as they're claimed, including status of claims and reports that you can filter by employee, status, and expense account. When approved, expenses stream into your accounting ledger and cash flow forecast so you have a near real-time view of finances.
Expense management software automates the process of capturing, approving and reimbursing business expenses. It replaces manual receipt handling with digital capture and streams approved expenses directly into your accounting ledger.
Xero’s expense management software works with Xero so approved expenses stream into your accounting ledger, helping cut down manual errors and admin.
Expense management software automates the process of capturing, approving and reimbursing business expenses. It replaces manual receipt handling with digital capture and streams approved expenses directly into your accounting ledger.
Xero’s expense management software works with Xero so approved expenses stream into your accounting ledger, helping cut down manual errors and admin.
Expense management software fast-tracks expense claims with a streamlined process:
- capturing receipts on a mobile app with OCR
- review and approve claims
- Get notified as soon as a claim is submitted and quickly review and approve claims.
- posting approved expenses to your accounting ledger as you approve them
- Approved claims are automatically turned into bills so you can pay these from your bank account.
- updating your cash flow forecast
Xero helps cut out manual work and keep your financial records accurate with connected tools for capturing receipts, managing expenses, and reconciling bank transactions.
Expense management software fast-tracks expense claims with a streamlined process:
- capturing receipts on a mobile app with OCR
- review and approve claims
- Get notified as soon as a claim is submitted and quickly review and approve claims.
- posting approved expenses to your accounting ledger as you approve them
- Approved claims are automatically turned into bills so you can pay these from your bank account.
- updating your cash flow forecast
Xero helps cut out manual work and keep your financial records accurate with connected tools for capturing receipts, managing expenses, and reconciling bank transactions.
Yes. Xero's expense management software helps you capture receipts, monitor claims, and reimburse employees with less fuss. You can submit mileage claims in Xero, and Xero helps UK businesses stay on top of VAT and MTD for Income Tax obligations with seamless submissions to HMRC.
Yes. Xero's expense management software helps you capture receipts, monitor claims, and reimburse employees with less fuss. You can submit mileage claims in Xero, and Xero helps UK businesses stay on top of VAT and MTD for Income Tax obligations with seamless submissions to HMRC.
With Xero, you can claim and manage expenses using the Xero Me app or the desktop version of Xero with the Grow, Comprehensive or Ultimate plan. That means your plan covers expenses alongside the rest of what Xero does: sending invoices, reconciling bank transactions, paying bills, running reports, and keeping your books in order.
Expense management is available on the Grow, Comprehensive, and Ultimate plans, with each plan offering a different combination of features and included users to suit different business sizes. For current pricing and a full breakdown of what each plan includes, visit the pricing page.
With Xero, you can claim and manage expenses using the Xero Me app or the desktop version of Xero with the Grow, Comprehensive or Ultimate plan. That means your plan covers expenses alongside the rest of what Xero does: sending invoices, reconciling bank transactions, paying bills, running reports, and keeping your books in order.
Expense management is available on the Grow, Comprehensive, and Ultimate plans, with each plan offering a different combination of features and included users to suit different business sizes. For current pricing and a full breakdown of what each plan includes, visit the pricing page.
How Xero's expense tracker software helps your small business
Xero’s expense tracking software helps you work smarter, not harder. Streamline expense tracking and clearly view your financial data.
Step 1: Cut down on time-consuming admin
Expense management software handles the admin tasks for you, while you focus on your business.
Step 2: Improve data accuracy
Xero’s expense tracker app means fewer errors, so you have accurate numbers and more confidence.
Step 3: Understand your business better
Xero’s expense tracker gets you to grips with your business’s spending, so you can make informed decisions.
Why UK small businesses love Xero
People use Xero to manage their finances and control their cash flow. Xero's accounting software is built for small businesses and gives you flexibility, control, and visibility over your money. Xero is used by:
- Startups and small business owners
- Landlords
- Non-profits
- Football clubs and more
Different types of business expenses
These fall into two categories: operating and non-operating expenses.
Operating expenses
Costs related to a business’s core activities, such as cost of goods sold, rent, wages, and interest on loans.
Non-operating expenses
Costs not related to a business’s core activities, such as cost of relocation, lawsuits, or losses on asset sales.
Xero expenses and budgeting apps
Save precious time and admin costs by capturing, tracking and managing expenses from your mobile device, or on your laptop.
Accounting software for small businesses in the UK
Tasks like invoicing are automated and compliance is a breeze at tax time. Everything is in one place for collaboration with your team.
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Essential resources for expense management
A healthy business relies on well-managed expenses. If done right, this promotes healthy cash flow, compliance, and profitability.
What is an expense?
An expense is a payment in the form of cash or another resource, such as time.
How can you manage your finances?
Your business exists to make you money. And you can't do that unless you manage your finances and cash flow.
What’s the point of cash flow forecasting?
Predicting how much money is coming in and out of your business will help you manage your spending.
Already a Xero user and need help setting up expenses?
Xero Central is our comprehensive knowledge base filled with helpful articles to get you started.
Create a new expense
It’s a simple process for you and any employees.
Set up expenses
Xero lets you easily create expenses and mileage claims.
Get more support for expense claims
You can manage business expenses without the stress by using Xero’s expense tracker app
FAQs about Xero in the UK
Yes, you can connect your Xero account with HMRC to more easily prepare and submit your returns so you never miss a deadline. HMRC recognises Xero’s software, which is also compliant with Making Tax Digital (MTD).
Find out more on running a business at GOV.UKYes, you can connect your Xero account with HMRC to more easily prepare and submit your returns so you never miss a deadline. HMRC recognises Xero’s software, which is also compliant with Making Tax Digital (MTD).
Find out more on running a business at GOV.UKXero payroll offers a range of reports for internal use and helps you meet HMRC requirements each month. You can give your employees self-service access so they can view payslips, request leave, and submit timesheets directly from Xero.
See HMRC rules for running payrollXero payroll offers a range of reports for internal use and helps you meet HMRC requirements each month. You can give your employees self-service access so they can view payslips, request leave, and submit timesheets directly from Xero.
See HMRC rules for running payrollThe best accounting software depends on your needs. Xero’s accounting software has flexible plans so you can adjust your subscriptions to access the features you need as your business grows.
Check out Xero’s pricing plansThe best accounting software depends on your needs. Xero’s accounting software has flexible plans so you can adjust your subscriptions to access the features you need as your business grows.
Check out Xero’s pricing plansNo – Xero is based in the cloud, so all you need is an internet connection. But you need a multi-factor authentication (MFA) app to log in to Xero. MFA adds an extra layer of security by checking that it’s really you when you log in.
Learn about data protection with XeroNo – Xero is based in the cloud, so all you need is an internet connection. But you need a multi-factor authentication (MFA) app to log in to Xero. MFA adds an extra layer of security by checking that it’s really you when you log in.
Learn about data protection with XeroYes – the Xero App Store has hundreds of apps to help manage your business, including apps specifically designed for your industry and for doing business in the UK.
Check out the Xero App StoreYes – the Xero App Store has hundreds of apps to help manage your business, including apps specifically designed for your industry and for doing business in the UK.
Check out the Xero App Store
See how effortless expense management works
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