Is Expense Once right for your business?

We’re here to help you make the best Accounting Software choice.

best for

  • Accounting
  • Best For All Business Sizes
  • Supports Multiple Platforms

what reviewers say

  • Great value for money
  • Great ease of use
  • Great functionality

What is Expense Once?

Expense Once is a complete business expense solution for organizations of all sizes. Providing a fully integrated and centralized platform designed to manage tasks from receipt capture to reimbursement. The system helps businesses enforce company policy and ensure government compliance. Features include automatic mileage calculator, policy & spend limits based on the organization's structure, HMRC compliance with customized tax and vehicle rates, multi-level automated expense approval and a mobile app to capture receipts. Additionally, integration is available with all major ERP and payroll software. ... 

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Access the solution from any device.
Access the solution from any device.
Email Invoices and snap Receipts using mobile app for automatic reconciliation.
Email Invoices and snap Receipts using mobile app for automatic reconciliation.
Vehicle mileage is calculated automatically for accurate mileage claims, built-in HMRC approved rates and self service for staff.
Vehicle mileage is calculated automatically for accurate mileage claims, built-in HMRC approved rates and self service for staff.
Securely connect to multiple corporate card or bank accounts to create a real-time feed for easy reconciliation.
Securely connect to multiple corporate card or bank accounts to create a real-time feed for easy reconciliation.
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User Review Highlights

5

4 Reviews

5
4
4
0
3
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1
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5

Ease-of-use

out of 5
5

Customer Support

out of 5
5

Value for money

out of 5
5

Functionality

out of 5

Read user reviews

How much does Expense Once cost?

Starter Plan: Free Premium Plan: £6 per month per active user Enterprise Plan: we offer volume discount pricing, please contact us at hello@expenseonce.com

Starting price

£5.00 per month

Free trial

Available

Free version

Available

How easy is Expense Once to use and deploy?

Expense Once supports multiple deployment options, including: Cloud, SaaS, Web-based, iPhone, iPad, Android, Windows, Mac, Linux.

People who reviewed this software give it a 5 star rating for ease-of-use.

What do verified users say about Expense Once

5/5 out of 4 Reviews

Showing 4 reviews

Stacey

Company size: 51-200 employees

Industry: Security and Investigations

Time used: Less than 12 months

Review Source: Capterra

This review was submitted organically. No incentive was offered
5

Ease-of-use

out of 5
5

Value for money

out of 5
5

Customer support

out of 5
5

Functionality

out of 5

November 2021

Quick and simple to use software from both a claimant, approver and administrator perspective.

Submitting and approving expenses is more efficient, no longer waiting for paperwork and receipts to be posted/emailed, receipts are with the expenses as soon they come in for approval. Pictures of receipts can be taken and stored as soon as a purchase is made, reducing the number of receipts that are misplaced.

Pros

The Expense Once desktop and mobile versions are the same, a key factor for us when choosing an Expense application as we have employees that will use both; everything you can do on desktop you can do on the mobile version too. The support we have received from [SENSITIVE CONTENT] is fantastic; he always responds promptly with answers to any queries you may have. It is apparent how important it is to [SENSITIVE CONTENT] and the team to improve Expense Once continuously and so any feedback provided by us is taken on board and almost always implemented. You are never waiting too long for new features to be released. If there have ever been any minor problems, then these are fixed extremely quickly. The product does as much work as possible for the claimants to ensure submitting expenses are easy. Credit card transactions come through from the bank and display in the claimant's drafts, ready for them to add information. If the claimant has already taken a picture of a receipt within EO, then EO will attempt to match the receipt with the transaction, one less thing for the claimant to do. Claimants can view their historical claims, submitted claims and it is easy to see any rejected items. Approvers can review all expenses within a claim quickly and approve/reject only certain lines if required; notes can also be added to send back to the claimant. There is no back and forth between windows, receipts can be viewed from within each expense line. As an Administrator, the product is simple to navigate.

Cons

Currently, there isn't a way to drill down on access permissions for admins/approvers. It would be great to have the option to provide levels of access so that you aren't giving someone new to using the system access to everything all at once but can gradually build upon what they have access to over time. Or even if you needed to give someone view-only access to obtain information, this could be very useful and ensure that no accidental changes were made. Permissions are however something that have been discussed with [SENSITIVE CONTENT] and have been noted as a requirement for the future.

Reasons for switching to Expense Once

At the time when we trialled Webexpenses we were unable to add new credit card items to an existing claim, only a new claim, not ideal if you are adding expenses to a claim throughout the week. The mobile app did not match the web, you could do more in the web than mobile, although we have users that use both, the majority of our employees use mobile so having a matching mobile version was really important. Couldn't see your most recently submitted claims (within the mobile, but could in web!) in order to keep track of where you are submitting expenses. Approvers couldn't view claims against receipts all in one window, you had to switch between windows.

Tom

Company size: 51-200 employees

Industry: Arts and Crafts

Time used: Less than 2 years

Review Source: Capterra

This review was submitted organically. No incentive was offered
5

Ease-of-use

out of 5
5

Value for money

out of 5
4

Customer support

out of 5
5

Functionality

out of 5

September 2017

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

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!

Replied September 2017

Matthew

Company size: 51-200 employees

Industry: Security and Investigations

Time used: Less than 12 months

Review Source: Capterra

This review was submitted organically. No incentive was offered
5

Ease-of-use

out of 5
5

Value for money

out of 5
5

Customer support

out of 5
5

Functionality

out of 5

November 2021

Expense Once review

I dont need to keep a track of my own year to date mileage to know what allowance per mile to use. Also adds up my weekly expense total so there are no miscalculations.

Pros

Easy to use and keep track of expenses. I like that mileage between two points is automatically calculated and there is prediction in the postcodes for destinations and end points - that is useful as I visit a lot of the same sites on a repeat basis. Also keeping a YTD track on mileage up to and beyond 10000 is good.

Cons

No downside compared to another system tried before and submission by spreadsheet and post before

Felicity

Time used: Free Trial

Review Source: Capterra

This review was submitted organically. No incentive was offered
5

Ease-of-use

out of 5
5

Value for money

out of 5
5

Customer support

out of 5
5

Functionality

out of 5

September 2017

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

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

Replied September 2017

Showing 4 reviews
Expense Once

Expense Once

5/5 out of 4 reviews