Snap it. Send it. Get paid back.
Your team records spends with a photo of the receipt, sends them in a report, and their approver approves it - straight into your books, with every person's balance up to date.
- Free for 3 users · 14-day trial of everything
- VAT / GST worked out from the receipt
- One business suite: the same books as your invoices
From the receipt to the pay-back
No more shoeboxes of receipts, spreadsheets by email or re-typing claims into the books.
Everything to get spends approved and paid back
For sales and field teams, agencies, consultants, construction and service businesses, and every team that spends on the road.
Receipts from your phone
Snap the receipt with the camera, or drop photos and PDFs on a computer. The receipt stays with the expense.
Expenses in seconds
Date, merchant, category and amount - the merchants you used before are suggested, and the usual tax rate is filled in.
VAT / GST worked out
Tax backed out of the amount, as recoverable input tax or part of the cost.
Itemised expenses
Split one receipt into several categories, each with its own tax.
Any currency
Spend abroad and claim in your own currency at the day's rate.
Expense reports
Group expenses by trip, event or month and send them in one go, with the business purpose.
Approvals
Each person's reports go to their approver. Approve, or send back with a reason - they fix it and send it again.
Mileage
Distance typed in or from the odometer, one way or return, at your rate per vehicle - rates can change from a date.
Per diem
Daily allowances by location, in any currency, with part days and meals provided taken off.
Cash advances
Give money before a trip, take it off the report, and record what comes back - Employee Advances kept right in your books.
Multi-level approval
Reports go up the reporting chain until an approver's limit covers the total - every level shown on the report.
Expense policies
Limits per expense, per category and per day, receipts above an amount - breaks are flagged for the approver, or stop the report.
Duplicate check
The same date and amount claimed twice is flagged before anyone pays it twice.
While you're away
Approvers hand their approvals to someone until they are back, and waiting reports send reminders.
History & comments
Every report keeps who sent, approved, rejected and paid it, and the conversation about it.
Straight into your books
Approval writes the journal and each person's balance - no exports, no re-typing.
Reimbursements
Finance pays approved reports back from cash or bank, as a payment in your books. Undo it if needed.
Business-paid spends
Record what the business paid itself against the cash or bank account it came from.
Customers & projects
Tie expenses to customers and projects and mark them billable - they show in the project's costs and invoices.
Your categories
Name your own categories, each booked to the expense account you choose, with its usual tax rate.
Roles
Submitters, approvers, finance and admins - each sees exactly what they should.
Alerts & emails
Approvers hear about new reports, people hear when they are approved, rejected or paid back.
Home dashboard
Unreported, waiting, owed and paid back - spend by category, by month and by person.
On the way: corporate cards, receipt autoscan and budgets.
One suite, not one more app to connect
Your team, your chart of accounts and your customers are already in Ellibo. Expense uses them as they are - nothing to sync, nothing to import twice.
- Approved reports are journals in the same books as your invoices and bills
- Each person has an employee balance in your party ledgers
- Input VAT / GST lands where your tax summaries read it
- Project expenses count in the project's profit, and billable ones are invoiced to the client
Made for teams that spend on the go
Questions
What is Ellibo Expense?
Expense management for teams: everyone records what they spend with a photo of the receipt, puts expenses in a report and sends it to their approver. Approved reports go straight into your books, and finance pays people back - with each person's balance always up to date.
How does it work with my accounts?
It runs on the same books as Ellibo Accounting - nothing to export or sync. Each category books to an expense account of your chart of accounts. Approving a report writes one journal: the expense accounts and the input VAT / GST on one side, what the business owes the person on the other. Paying them back is a normal payment out. Each person has their own employee balance in your party ledgers, kept apart from your customers and suppliers.
Is VAT / GST worked out for me?
Yes. Enter the amount on the receipt and the tax rate: the tax inside it is worked out and booked as recoverable input tax - or added to the cost when it can't be claimed back.
Can one receipt have several categories?
Yes. Itemise it: split the hotel bill into lodging and meals, each with its own tax rate.
Can people spend in other currencies?
Yes. Record the expense in the currency on the receipt; it is claimed in your own currency at the day's exchange rate, which you can change.
Who approves what?
Choose an approver for each person. Their reports go to that approver; with none chosen, any admin approves. With multi-level approval, a report above an approver's limit goes on to their own approver, level by level, and the report shows who approved each level. Approvers can approve or send a report back with a reason, hand their approvals to someone while they are away, and every step is kept in the report's history with comments.
Can people claim mileage and daily allowances?
Yes. Mileage is the distance - typed in or from the odometer readings, one way or return - times your rate for the vehicle on that day. Per diem pays the daily amount for the location, with the first and last day at a part of the day and meals provided taken off. Neither needs a receipt, and both go into reports, approvals and your books like any expense.
Can I give people money before a trip?
Yes. People ask for a cash advance and their approver approves it, or Finance records one already given. It is kept in Employee Advances in your books. When they claim, the advance is taken off the report and they are paid back only the rest; anything left over is recorded when they give it back.
Can I set spending rules?
Yes. An expense policy sets limits per expense, per category and per day, receipts and descriptions above an amount, and how soon expenses must be claimed. What breaks a rule is flagged for the approver - or, if you choose, the report can't be sent until it is fixed. Possible duplicates are flagged too.
What about expenses the business paid itself?
Mark an expense "paid by the business" and pick the cash or bank account. It is booked against that account instead of the person, so nobody is paid back for it.
Can I bill expenses to customers?
Yes. Tie an expense to a customer or a project and mark it billable. Approved expenses on a project show in its costs and profit in Ellibo Projects, and billable ones are invoiced to the client with the project's work.
Does it work on phones?
Yes. Snap the receipt with your phone camera the moment you pay. Every screen works on phones, tablets and computers, and you can install it as an app from the browser.
Is there a free plan?
Yes: 3 users, free for ever. Every new business also gets a 14-day trial with every feature, no card needed.
Get your team's expenses off spreadsheets
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