HR & team tracker
Staff submit expense claims with receipts, a manager approves or rejects them, and a running reimbursement total is kept per employee - with a built-in UK mileage-rate calculator that does the tiered-rate maths for you.
A claim moves through a clear workflow - submitted, then approved or rejected by a manager, then marked reimbursed once actually paid. Every step is timestamped and attributed.
Log business miles and get a suggested reimbursement using the standard Approved Mileage Allowance Payments tiering - a higher rate for the first band of miles claimed in the tax year, a lower rate after. A claim that crosses the threshold is split correctly across both rates, not charged at one flat figure.
Every employee's pending claims, currently-owed total, and year-to-date reimbursed amount stay visible at a glance - so nobody has to add it up by hand at month end.
Travel, mileage, accommodation, subsistence and meals, client entertainment, office supplies and equipment, training and courses, and other - with a dashboard breakdown of approved and reimbursed spend by category.
Rejecting a claim prompts for a reason, recorded against the claim alongside who decided it and when - a clear record for the employee and for future reference, not just a status flip.
Export employees or claims to CSV for a spreadsheet, or pull a full PDF report - summary totals, every employee's running balance, and the full claims list - in one go.
Defaults match HMRC's current car/van Approved Mileage Allowance Payments rates, but the first-band rate, the mileage threshold and the after-threshold rate are all editable in Settings if your policy differs.
Light/dark theme remembers your choice, matching the rest of the Metre2 portfolio.
Expensify is a well-known expense management platform with receipt scanning, corporate cards and accounting integrations built in. It's priced and built for teams that want that full stack - here's how a focused, one-off desktop claims tracker compares for a business that just needs claims submitted, approved and reimbursed, tracked well.
| Feature | Employee Expense Claim Tracker | Expensify |
|---|---|---|
| Pricing model | One-off after trial - no per-employee fee | Per active user per month - roughly $5/user/month (Collect) to $9+/user/month (Control), scaling with employee count |
| Cost scales with headcount | ✕ | ✓ |
| Works fully offline | ✓ | ✕ |
| Submit, approve/reject, reimburse workflow | ✓ | ✓ |
| UK tiered mileage-rate calculator, configurable | ✓ | ~ |
| Receipt photo scanning / OCR | ✕ | ✓ |
| Corporate card feeds and accounting integrations | ✕ | ✓ |
| One account across a whole app portfolio | ✓ | ✕ |
Comparison based on Expensify's publicly discussed pricing as of August 2026 (g2.com, vendr.com) - Expensify's exact rates vary by plan, card-program adoption and negotiated enterprise terms, and pricing/features change over time, so check expensify.com for current details. Expensify is a trademark of its respective owner; this comparison is for informational purposes and isn't sponsored by or affiliated with Expensify.
The dashboard's pending/owed totals and category breakdown, the claims list with status pills, and the mileage-rate calculator in action.
Dashboard: pending claims, amount owed, and category spend
Claims list with status pills and one-click approve/reject/reimburse
The mileage-rate calculator suggesting an amount as miles are entered
Employee Expense Claim Tracker is a Windows desktop app, free to try from the Microsoft Store.
Yes - Employee Expense Claim Tracker uses the same shared Metre2 account as Vector, Forma and every other Keystone app. Sign in once and it works everywhere.
Expense Logger is a sole trader or freelancer's own receipt register - one person logging their own spend, no approval step. Employee Expense Claim Tracker is the employer-side workflow for a team: staff submit claims, a manager approves or rejects each one, and a running reimbursement total is kept per employee.
It follows the standard UK Approved Mileage Allowance Payments shape: a higher rate for an employee's first business miles in the tax year (6 April to 5 April), then a lower rate after a configurable threshold - defaults are 45p for the first 10,000 miles and 25p after, matching HMRC's current car/van rates, but every figure is editable in Settings. A claim that crosses the threshold mid-claim is split correctly across both rates rather than charged at a single flat rate.
No. Marking a claim as reimbursed here is a record-keeping step, not a payment - you still pay the employee separately through your normal method (bank transfer, payroll, etc.).
Rejecting a claim prompts for an optional reason, which is recorded against the claim along with who decided it and when - so there's a clear record of why, not just a status change.