Mobile receipt capture, automatic mileage, VAT handled, and approvals that move at the speed of work. From submission to payroll in days, not weeks.
Crumpled paper receipts in glove boxes and desk drawers. Half of them faded or lost by month-end.
Employees wait weeks to be paid back. Out-of-pocket costs hurt morale, especially for junior staff.
VAT reclaims go missing because nobody categorised expenses properly. Money left on the table.
Finance only sees the total once a month. Surprise overspend on travel, software, or client lunches.
Follow an expense claim from submission to approval — in this interactive demo.
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.
Snap a photo from the mobile app. OCR extracts the merchant, amount, date, and VAT automatically. Edit anything that looks wrong.
Tap start and end addresses; we calculate the distance and apply the right HMRC mileage rate. Multi-stop trips supported.
Expense categories carry the correct VAT treatment. Standard, zero, exempt, and reverse-charge all handled — no spreadsheet maths.
One-click approve or reject from web or mobile. Set spending limits per role; anything above goes for a second sign-off automatically.
Submit claims in any currency. We convert at the exchange rate on the date of spend, so foreign trips reconcile cleanly.
Approved batches export to CSV or directly to supported payroll providers. Pay people back on the next pay run.
Employee snaps a receipt or logs a mileage trip in the app.
Choose a category, add a note, attach to a project if needed.
Manager reviews and approves with one tap on web or mobile.
Approved expenses export to payroll. Reimbursed on next payday.
Employees paid back in days, not weeks. Real morale boost for junior staff.
Stop leaving money on the table at year-end. VAT correctly categorised on every claim.
Finance sees what's being spent, by whom, on what — without waiting for the month-end report.
No more shoebox-of-receipts emails. Expenses flow from capture to payroll without HR in the middle.
HeimdallHR is most powerful when used together.
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.
See how mobile capture turns receipts into payroll-ready claims — book a demo or talk to our team.
No commitment — we’ll get back to you within one business day.