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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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User Review Highlights
5
4 Reviews
Ease-of-use
out of 5Customer Support
out of 5Value for money
out of 5Functionality
out of 5Read 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
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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.
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
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
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
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
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
