Expense claims
Money people have spent themselves: receipts, mileage, approval, payment tracking and the export.
Finance admin,
done properly.
Expense claims, company card spending, purchase orders and sales invoice requests, in one place.
Built by a finance consultancy for the way finance teams actually work. Not bolted-on software from a company that's never done the job itself.
What it actually does
Staff submit claims from their phone: a photo of the receipt, mileage worked out automatically, done in a minute. Cardholders explain and code their company card spending the same way.
Approvers review from anywhere, and can fix a miscategorised line themselves rather than sending it all the way back. Finance signs off, tracks what's been paid, and exports a clean file straight into your accounting system.
No new accounting software to learn. No process to redesign around it. Just the bits that have always been a headache, sorted.
14 Oct 2026
Train to client site
Travel (7400)
Consulting
£48.60
Zero rated
Submit for approval
EXP-AB-260042Submitted
Line 1 · Travel£48.60
Line 2 · Mileage, 62 miles£27.90
Total£76.50
ApproveAdjust codes
Choose what you need
Pick the parts that fit your organisation, and switch more on later.
Company credit cards
Cardholders explain and code each card payment, a card approver checks it, and finance gets it coded and ready to post.
Purchase orders
Raise a PO, get it approved, and send the supplier a properly numbered PDF. Your own supplier list, with their accounting codes.
Sales invoice requests
Ask finance to raise an invoice: who it's for, what to invoice and how to code it. Finance raise it and mark it done, with a numbered trail for every request.
Why WhiteXpence?
Built for how you work
Each person's claims go to their own approver, with a stand-in when they're away. Claims over a limit you set can need a second approval. A two-person team or a full finance department: set up to match your structure, not the other way round.
Every code is yours
GL codes, cost centres and units, VAT codes and mileage rates that match your accounting system, all configurable, so the export drops straight in.
Your expense policy, built in
Spending limits and your policy text where people make their claims, with anything over a limit flagged and explained.
Mileage the right way
Per-vehicle rates with HMRC's first-10,000-mile tier tracked automatically, so reimbursements are correct without anyone doing the sums.
Nothing waits unnoticed
Emails when something needs approving, and when a claim, order or request is approved or returned. Everyone chooses which emails they get.
A clear audit trail
Every claim, order and request gets a readable reference and a full history of who did what and when, with receipts and documents attached. Changes to people, roles and settings are logged too.
Properly secure
Every organisation's data is kept separate, enforced at the database level, and held in the UK. The platform has been through multiple structured security reviews, with every finding fixed and re-tested.
Works everywhere
Phone, tablet or browser, for staff and finance alike.
Questions
What organisations is this for?
Any organisation that reimburses staff expenses, gives out company cards, raises purchase orders or invoices customers. It's in active use managing real claims today, with more organisations coming on board.
Do we have to use all of it?
No. Choose the modules you need, and add others later.
Is our data secure?
Every organisation's data is kept completely separate, enforced at the database level and held in the UK. The platform has been through multiple structured security reviews, with every finding fixed and re-tested.
How do we get started?
We set your organisation up with you: your modules, categories, codes, VAT and mileage rates, and approval structure. There's no self-service setup to wade through, and no one joins your organisation without an invitation.
Does it replace our accounting software?
No. It sits alongside it: finance gets a clean export to bring straight into the system you already use.
Can we see it before committing?
Yes. Get in touch and we'll walk you through it with real examples.
What does it cost?
Get in touch and we'll talk through what fits your organisation.
Want to see it working?
We'll walk you through it with real examples, and set it up around the way your organisation already works.
Get in touch
Questions? Send us a message and we'll get back to you.
Thanks, we've got your message and will be in touch.