Stop chasing receipts
Mobile receipt capture, automatic mileage, VAT handled, and approvals that move at the speed of work. From submission to payroll in days, not weeks.
Sound familiar?
Receipts in shoeboxes
Crumpled paper receipts in glove boxes and desk drawers. Half of them faded or lost by month-end.
Slow reimbursements
Employees wait weeks to be paid back. Out-of-pocket costs hurt morale, especially for junior staff.
VAT errors at year-end
VAT reclaims go missing because nobody categorised expenses properly. Money left on the table.
No spend visibility
Finance only sees the total once a month. Surprise overspend on travel, software, or client lunches.
Submit on mobile, approve in a click, reimburse on payday
HeimdallHR's expense module lets employees snap a receipt, log a mileage trip, or claim a per-diem in under a minute. Managers approve from their phone. VAT is handled automatically based on category, and the approved batch exports straight to your payroll provider. Finance gets real-time visibility into spend by category, project, or department.
Everything you need
Mobile receipt capture
Snap a photo from the mobile app. OCR extracts the merchant, amount, date, and VAT automatically. Edit anything that looks wrong.
Mileage calculator
Tap start and end addresses; we calculate the distance and apply the right HMRC mileage rate. Multi-stop trips supported.
VAT handled automatically
Expense categories carry the correct VAT treatment. Standard, zero, exempt, and reverse-charge all handled — no spreadsheet maths.
Manager approvals
One-click approve or reject from web or mobile. Set spending limits per role; anything above goes for a second sign-off automatically.
Multi-currency
Submit claims in any currency. We convert at the exchange rate on the date of spend, so foreign trips reconcile cleanly.
Payroll-ready export
Approved batches export to CSV or directly to supported payroll providers. Pay people back on the next pay run.
How it works
Capture
Employee snaps a receipt or logs a mileage trip in the app.
Submit
Choose a category, add a note, attach to a project if needed.
Approve
Manager reviews and approves with one tap on web or mobile.
Reimburse
Approved expenses export to payroll. Reimbursed on next payday.
The impact
Faster reimbursements
Employees paid back in days, not weeks. Real morale boost for junior staff.
VAT reclaimed properly
Stop leaving money on the table at year-end. VAT correctly categorised on every claim.
Real-time spend visibility
Finance sees what's being spent, by whom, on what — without waiting for the month-end report.
Less HR admin
No more shoebox-of-receipts emails. Expenses flow from capture to payroll without HR in the middle.
What's included
Mobile receipt capture with OCR Mileage logging with HMRC rates Custom expense categories Per-diem and travel rate cards VAT handling (standard, zero, exempt, reverse-charge) Multi-currency with daily FX Project / client / cost-centre tagging Per-role spending limits Two-step approvals over limit Manager approval queue (web + mobile) Payroll export (CSV + direct integrations) Spend reports by category, project, person Full audit trail
Works seamlessly with
HeimdallHR is most powerful when used together.
Common questions
Enter your start and end addresses (or a multi-stop route) and we calculate the distance using mapping data, then apply the relevant HMRC mileage rate for the year. Override the rate if your company policy differs.
Yes. Set limits per role, department, or category. Anything above goes for a second-level approval automatically. Limits can be soft (warn) or hard (block submission).
Approved expenses export to CSV that any payroll system can import. Direct integrations with major UK payroll providers are available through the API & Webhooks add-on.
Import card statements (CSV from your provider) and we match transactions to submitted receipts. Anything unmatched gets flagged for the employee to add a receipt.
Get expenses out of spreadsheets
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