About Expense Once

Expense Once is a cloud-based Expense Management Solution, which manages the entire expenses process from receipt capture to staff reimbursement. Key features include HMRC Approved Fuel Rates, VAT Complaint, Mileage Calculator, Approval Workflow, Out-of-Policy Notifications, Multi-Currency and Project/Costcentre.

Dimensions provide complex analysis of your spend, but also control the expenditure of multiple profit centers.
Align spending rules and approval with office, location, department, projects and costcentre. Built-in mileage calculator making journey claims a breeze. Users can snap receipts which auto-populate expense forms.

Expense Once offers integration with various third-party ERP, accounting, and payroll applications such as Salesforce, SAP, Microsoft Dynamics, Financial Force, Sage, Xero, QuickBooks, and more.

An authorised third-party with Open Banking we fetch corporate card transactions automatically and generate card expenses ready for staff to attach receipts.

Pricing starting from:

£5,00/month

  • Free Trial
  • Free Version
  • Subscription

Devices

Business size

S M L

Markets

Australia, Canada, Switzerland, Germany, Denmark and 6 others, France, United Kingdom, Japan, Sweden, United States, South Africa

Supported Languages

English, French, Japanese

Pricing starting from:

£5,00/month

  • Free Trial
  • Free Version
  • Subscription

Images

Raise, submit and approve expenses from any device.
Raise and manage staff expenses online, including out-of-pocket, mileage and card claims all within a single integration system.
Securely setup automatic credit card transactions feed directly with your bank. Card transactions are created automatically and in real-time for claimants to reconcile. Transactions are categorized and receipt are attached automatically using OCR and AI.
Google distance calculator built-in for staff to raise quick and accurate mileage claims. Our mobile app automatically captures any travel using GPS.
View 5 more
Expense Once screenshot: Raise, submit and approve expenses from any device. Expense Once screenshot: Raise and manage staff expenses online, including out-of-pocket, mileage and card claims all within a single integration system. Expense Once screenshot: Securely setup automatic credit card transactions feed directly with your bank. Card transactions are created automatically and in real-time for claimants to reconcile. Transactions are categorized and receipt are attached automatically using OCR and AI. Expense Once screenshot: Google distance calculator built-in for staff to raise quick and accurate mileage claims. Our mobile app automatically captures any travel using GPS.

Features

Total features of Expense Once: 66

  • API
  • Account Reconciliation
  • Accounting
  • Accounting Integration
  • Activity Dashboard
  • Activity Tracking
  • Alerts / Escalation
  • Alerts/Notifications
  • Approval Process Control
  • Approval Workflow
  • Audit Management
  • Audit Trail
  • Billing & Invoicing
  • Budget Control
  • Budgeting/Forecasting
  • Categorisation/Grouping
  • Claims Management
  • Compliance Management
  • Configurable Workflow
  • Corporate Card
  • Credit Card Management
  • Currency Conversion
  • Customizable Fields
  • Customizable Reports
  • Data Capture and Transfer
  • Data Extraction
  • Data Import/Export
  • Document Storage
  • Duplicate Detection
  • ERP
  • Electronic Payments
  • Expense Claims
  • Expense Tracking
  • Financial Analysis
  • Forecasting
  • Fraud Detection
  • Mileage Tracking
  • Mobile Access
  • Mobile Receipt Upload
  • Multi-Currency
  • Payroll Management
  • Policy Management
  • Prepaid Cards
  • Profit/Loss Statement
  • QuickBooks Integration
  • Real Time Analytics
  • Real Time Data
  • Real Time Monitoring
  • Real Time Notifications
  • Real Time Reporting
  • Real-time Updates
  • Receipt Management
  • Reimbursement Management
  • Reminders
  • Reporting & Statistics
  • Rules-Based Workflow
  • Single Sign On
  • Spend Analysis
  • Spend Control
  • Tagging
  • Third Party Integrations
  • Time & Expense Tracking
  • Timesheet Management
  • Transaction History
  • Trend Analysis
  • Workflow Management

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Reviews

Overall rating

5 /5
(2)
Value for Money
5/5
Features
5/5
Ease of Use
5/5
Customer Support
4,5/5

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Showing 5 reviews of 2
Tom G.
Overall rating
  • Industry: Arts & Crafts
  • Company size: 51-200 Employees
  • Used Weekly for 1+ year
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support
  • Likelihood to recommend 10.0 /10

The team there were great, helped us every step of the way, and the product was simply...

Reviewed on 2017/09/15

Great list of systems available, saves us having to search 1 by 1, the reviews are also very useful

Great list of systems available, saves us having to search 1 by 1, the reviews are also very useful

Pros

OCR - we just upload the receipt and in a few seconds the expense is created ready for us to save.

It was highly configurable and yet easy to understand, I've never seen any other system achieve this level of features with such ease of use.

The speed of the solution is fantastic, our internet is not the best but their software runs perfectly.

If we require something they immediately have it in the software for us, there was no waiting for weeks, we can always rely on them if our business changes.

Our staff took to the system well, mainly because of the ease of use, but also because it's fresh, looks and feels modern.

Even with all this it came out as one of the cheapest systems.

Cons

Although we had a dedicated account manager, when they were on holiday we'd have someone else who didn't know us or our setups very well, which was frustrateing

Response from Solutions Once

Thanks Tom, it's a pleasure working with you and the team there, lunch is on us next time!

Felicity R.
Overall rating
  • Review Source

Overall rating

  • Value for Money
  • Ease of Use
  • Customer Support

Im an EA looking for softeare to 'help' with expenses

Reviewed on 2017/09/17

Pros

As an assistant I am looking for a tool that can 'assist' me is 'simple' and can help me do my job in a 'timely fashion.' expenseOnce achieves all this. It takes away the 'faff' and 'time consuming' tasks most often associated with expenses.

Response from Solutions Once

Thanks Felicity, the team really enjoyed working with Capital Group and we're glad you were all very pleased with the product. As always feel free to get in-touch directly if you need anything, James

Expense Once FAQs

Below are some frequently asked questions for Expense Once.

Expense Once offers the following pricing plans:

  • Starting from: £5,00/month
  • Pricing model: Free, Subscription
  • Free Trial: Available

Starter Plan: £24 per organisation. Premium Plan: £5 per month per active user Enterprise Plan: we offer volume discount pricing, please contact us at [email protected]

We do not have any information about Expense Once features

Expense Once has the following typical customers:

2-10, 11-50, 51-200, 201-500, 501-1 000, 1 001+

Expense Once supports the following languages:

English, French, Japanese

Expense Once supports the following devices:

Android (Mobile), iPhone (Mobile), iPad (Mobile)

Expense Once integrates with the following applications:

FinancialForce ERP, NetSuite, QuickBooks Online Advanced, Quickbooks Online, SAP Cloud ERP, UNIT4 ERP, Xero

Expense Once offers the following support options:

Email/Help Desk, Knowledge Base, Phone Support, 24/7 (Live rep), Chat

Related categories

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