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Expenses managed without the headache.
From receipt submission to payroll reimbursement, Payfit handles every step of the expense process. Employees submit, managers approve and approved expenses are automatically added to payroll.
Nothing gets lost. Everything's taken care of.
Receipts scanned in seconds
Employees upload a photo of their receipt and Payfit captures the details automatically. Receipts are stored securely, so your teams never have to hunt them down again.
Approval to payroll, handled automatically
Managers review and approve expenses directly in Payfit. Once approved, expenses are automatically included in payroll. No manual updates required.
Everyone stays in control
Employees know when they'll be reimbursed, managers approve with confidence and admins get a complete view of expenses and payroll impact in one place.
From photo to payslip – expenses automated for you.
Currency converter
Employees travelling abroad? Payfit automatically applies the correct exchange rate at the time of the claim. No manual conversion, no rounding disputes. Just the right amount, already in the system.
Automated payments
Approved expenses are included in the next payroll run and clearly shown on the employee's payslip. No separate bank transfer to arrange. No employees chasing you to ask where their money is. It just happens.
Spending limits
You can set limits by category or overall. Meals, travel, accommodation. Payfit flags anything over the limit before it reaches your approval queue. Budget control, without micromanagement.
Detailed reporting
Export expense summaries by category or month in one click. Mileage, meals, travel, everything broken down clearly for finance sign-off, budget reviews, or HMRC records.
Centralised storage
Every approved expense is given a digital signature and securely archived inside Payfit. If HMRC comes knocking, your records are already in order. No scrambling, no missing receipts.
Easily downloadable
Download all supporting documentation in one click, with a verified statement confirming each document's authenticity. Everything you need for an HMRC inspection, ready when you need it.
Validate expenses in three steps
1
Upload receipt
Employees log in to their personal space and upload a photo of their receipt.
2
Auto-completion
Optical character recognition automatically fills relevant fields. Employees check and submit their request.
3
Validate expense
Managers get notified to approve (or deny) the request. Once they do, payroll updates automatically.
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What our customers say about expenses
Barbara Weinberg
HR Manager, Widilo, Technology, 50+ employees
It just takes one click to validate expenses and then it's on the payroll. Employees are reimbursed really easily, too.
Payfit, explained
They take a photo of their receipt on their phone. Payfit's OCR technology reads the receipt and fills in the relevant fields automatically – amount, date, category. The employee checks the details, adds any notes, and submits. From there, their manager receives an instant notification to approve or decline. Once approved, the reimbursement is included in their next payslip automatically. Three steps. No spreadsheets. No chasing.
Reimbursements are processed through payroll so employees receive their money with their next salary payment, clearly shown on their payslip. There's no separate bank transfer to manage and no delay between approval and payment. For employees, it's one less thing to chase HR about.
Yes. You can set spending limits per expense category or as an overall cap directly within Payfit. If a claim exceeds your limit, it's flagged for review before approval. You stay in control of your expenses budget without having to manually audit every claim.
Every approved expense in Payfit is given a digital signature and a unique fingerprint before being securely archived. The full supporting documentation – receipt images, approval history, amounts, can be downloaded in one click at any time. In the event of an HMRC inspection, you've got everything you need, already organised.
Discover all our features
You can entrust us with payroll management alone, or get support with HR management, leave and absence management, and management routines.
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