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Then add company cards with built-in limits, point-of-payment receipt capture, and automated review of anything outside the rules.",{"type":50,"attrs":126,"content":128},{"textAlign":52,"key":127},"p-2",[129],{"text":130,"type":57},"Most finance teams already do some of this. The gap is usually timing. Controls that run at month-end find problems after the money has gone, when the only options left are a reimbursement dispute or a journal correction.",{"type":50,"attrs":132,"content":134},{"textAlign":52,"key":133},"p-3",[135,145],{"text":136,"type":57,"marks":137},"Employee expenses",[138,143],{"type":139,"attrs":140},"link",{"href":141,"uuid":52,"anchor":52,"target":142,"linktype":34},"https://www.spendesk.com/use-cases/travel-spending/","_blank",{"type":144},"bold",{"text":146,"type":57}," cover anything a person spends on the company’s behalf. 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In these businesses, card counts, cost centres, and entities have often grown faster than the processes built to track them.",{"type":50,"attrs":190,"content":192},{"textAlign":52,"key":191},"p-9",[193],{"text":194,"type":57},"The guide works through eight steps that shift control upstream. It then covers the failure modes that appear when one step is missing.",{"type":50,"attrs":196,"content":198},{"textAlign":52,"key":197},"p-10",[199],{"text":200,"type":57},"This is general guidance for UK finance teams, not tax advice. VAT treatment depends on your specific circumstances, so consult a qualified tax adviser before making decisions based on the rules covered here.",{"type":202,"attrs":203,"content":205},"heading",{"level":204,"textAlign":52},2,[206],{"text":207,"type":57,"marks":208},"Key takeaways",[209],{"type":144},{"type":148,"content":211},[212,220,228,236,244],{"type":151,"content":213},[214],{"type":50,"attrs":215,"content":217},{"textAlign":52,"key":216},"p-11",[218],{"text":219,"type":57},"Write the expense policy before configuring any tool, because the tool can only apply rules that already exist.",{"type":151,"content":221},[222],{"type":50,"attrs":223,"content":225},{"textAlign":52,"key":224},"p-12",[226],{"text":227,"type":57},"Set budgets per category so approvers see what a request does to the number they own.",{"type":151,"content":229},[230],{"type":50,"attrs":231,"content":233},{"textAlign":52,"key":232},"p-13",[234],{"text":235,"type":57},"Give employees a company card with a limit instead of asking them to pay first and claim later.",{"type":151,"content":237},[238],{"type":50,"attrs":239,"content":241},{"textAlign":52,"key":240},"p-14",[242],{"text":243,"type":57},"Capture the receipt when the payment happens, not at month-end.",{"type":151,"content":245},[246],{"type":50,"attrs":247,"content":249},{"textAlign":52,"key":248},"p-15",[250],{"text":251,"type":57},"Use automation to review routine transactions and route exceptions, while finance keeps the final call.",{"type":202,"attrs":253,"content":254},{"level":204,"textAlign":52},[255],{"text":256,"type":57,"marks":257},"What is expense management, and how does AI improve the process?",[258],{"type":144},{"type":50,"attrs":260,"content":261},{"textAlign":52,"key":53},[262],{"text":263,"type":57},"Expense management is the process of authorising, paying, recording, and reviewing what employees spend on the company’s behalf.",{"type":50,"attrs":265,"content":266},{"textAlign":52,"key":121},[267],{"text":268,"type":57},"At a small company, that process may involve a shared card and spreadsheet, supported by someone who knows everyone’s habits.",{"type":50,"attrs":270,"content":271},{"textAlign":52,"key":127},[272],{"text":273,"type":57},"It works because one person can hold the whole picture in their head. 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They create one record per transaction that carries the request and approval, then connects the payment, receipt, and accounting code.",{"type":50,"attrs":319,"content":320},{"textAlign":52,"key":185},[321],{"text":322,"type":57},"The machine-learning tools now built into these platforms help at the data-entry and review stages, not at the decision stage.",{"type":50,"attrs":324,"content":325},{"textAlign":52,"key":191},[326],{"text":327,"type":57},"For example:",{"type":148,"content":329},[330,337,344,358],{"type":151,"content":331},[332],{"type":50,"attrs":333,"content":334},{"textAlign":52,"key":197},[335],{"text":336,"type":57},"Optical Character Recognition, or OCR, reads a photographed receipt and extracts the supplier, date, amount, and VAT.",{"type":151,"content":338},[339],{"type":50,"attrs":340,"content":341},{"textAlign":52,"key":216},[342],{"text":343,"type":57},"The employee confirms the fields instead of typing them.",{"type":151,"content":345},[346],{"type":50,"attrs":347,"content":348},{"textAlign":52,"key":224},[349,356],{"text":350,"type":57,"marks":351},"Intelligent categorisation",[352,355],{"type":139,"attrs":353},{"href":354,"uuid":52,"anchor":52,"target":142,"linktype":34},"https://www.spendesk.com/blog/expense-categorisation/",{"type":144},{"text":357,"type":57}," suggests the general ledger code and cost centre based on past transactions.",{"type":151,"content":359},[360],{"type":50,"attrs":361,"content":362},{"textAlign":52,"key":232},[363],{"text":364,"type":57},"Anomaly and duplicate detection flag a claim that looks like one already paid or an amount well outside the usual pattern for that person and category.",{"type":50,"attrs":366,"content":367},{"textAlign":52,"key":240},[368],{"text":369,"type":57},"Finance still makes the decisions. 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It also leaves nobody responsible for either.",{"type":50,"attrs":840,"content":842},{"textAlign":52,"key":841},"p-68",[843],{"text":844,"type":57},"Government rates set the ceiling for some of these categories, and they can change.",{"type":50,"attrs":846,"content":848},{"textAlign":52,"key":847},"p-69",[849,851,858],{"text":850,"type":57},"For UK teams, the approved mileage allowance for cars and vans rose from 45p to 55p per mile for the first 10,000 business miles from 6 April 2026. 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Most expense-control problems begin when people pay with their own money.",{"type":50,"attrs":918,"content":920},{"textAlign":52,"key":919},"p-77",[921],{"text":922,"type":57},"When employees pay personally, they carry the cash-flow risk. Reimbursements can arrive late, and some employees may put larger purchases on a personal credit card when no company card is available.",{"type":50,"attrs":924,"content":926},{"textAlign":52,"key":925},"p-78",[927,929,936],{"text":928,"type":57},"Finance, meanwhile, sees the transaction weeks later and may wait even longer for the receipt. 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Its smart company cards include physical Visa cards, as well as single-use, multi-use, and subscription virtual cards.",{"type":50,"attrs":1110,"content":1112},{"textAlign":52,"key":1111},"p-96",[1113],{"text":1114,"type":57},"Finance can apply an individual limit and approval rule to each card. The system can also remind employees to submit receipts, so the payment method and control travel together.",{"type":202,"attrs":1116,"content":1117},{"level":384,"textAlign":52},[1118],{"text":1119,"type":57,"marks":1120},"5. Implement smart receipt capture technology",[1121],{"type":144},{"type":50,"attrs":1123,"content":1125},{"textAlign":52,"key":1124},"p-97",[1126],{"text":1127,"type":57},"Capture the receipt at the moment of payment.",{"type":50,"attrs":1129,"content":1131},{"textAlign":52,"key":1130},"p-98",[1132],{"text":1133,"type":57},"The employee photographs it on their phone, OCR reads the fields, and the system attaches the image to the matching card transaction.",{"type":50,"attrs":1135,"content":1137},{"textAlign":52,"key":1136},"p-99",[1138],{"text":1139,"type":57},"This closes the gap that creates much of finance’s follow-up work. 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If the card pauses when receipts are overdue, the employee resolves the issue at the next purchase and finance does not have to chase.",{"type":50,"attrs":1207,"content":1209},{"textAlign":52,"key":1208},"p-108",[1210],{"text":1211,"type":57},"The system can also pre-fill:",{"type":148,"content":1213},[1214,1222,1229,1237],{"type":151,"content":1215},[1216],{"type":50,"attrs":1217,"content":1219},{"textAlign":52,"key":1218},"p-109",[1220],{"text":1221,"type":57},"Supplier.",{"type":151,"content":1223},[1224],{"type":50,"attrs":1225,"content":1227},{"textAlign":52,"key":1226},"p-110",[1228],{"text":686,"type":57},{"type":151,"content":1230},[1231],{"type":50,"attrs":1232,"content":1234},{"textAlign":52,"key":1233},"p-111",[1235],{"text":1236,"type":57},"Date.",{"type":151,"content":1238},[1239],{"type":50,"attrs":1240,"content":1242},{"textAlign":52,"key":1241},"p-112",[1243],{"text":1244,"type":57},"VAT shown in the receipt photo.",{"type":50,"attrs":1246,"content":1248},{"textAlign":52,"key":1247},"p-113",[1249],{"text":1250,"type":57},"This lets the employee review the information rather than type it manually.",{"type":202,"attrs":1252,"content":1253},{"level":384,"textAlign":52},[1254],{"text":1255,"type":57,"marks":1256},"6. Centralise subscription monitoring",[1257],{"type":144},{"type":50,"attrs":1259,"content":1261},{"textAlign":52,"key":1260},"p-114",[1262,1264,1271],{"text":1263,"type":57},"Track ",{"text":1265,"type":57,"marks":1266},"software subscriptions",[1267,1270],{"type":139,"attrs":1268},{"href":1269,"uuid":52,"anchor":52,"target":142,"linktype":34},"https://www.spendesk.com/blog/saas-management-track-subscriptions/",{"type":144},{"text":1272,"type":57}," from the payment side by giving each vendor its own subscription virtual card.",{"type":50,"attrs":1274,"content":1276},{"textAlign":52,"key":1275},"p-115",[1277],{"text":1278,"type":57},"The card becomes the one place every renewal has to pass through.",{"type":50,"attrs":1280,"content":1282},{"textAlign":52,"key":1281},"p-116",[1283],{"text":1284,"type":57},"Subscriptions are the category most likely to drift. Someone signs up for a tool on a personal card, claims it back, and then leaves the company. 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