An expense claims app that works the way your people work: photograph receipts on the go, log mileage automatically, record hours against projects, and then export cleanly to your accounting or payroll software. Built around your workflow, not the other way round.
Off-the-shelf expense software is designed for the average organisation, and you notice it straight away when your claims process works slightly differently. Different cost centres, more complex approval chains, a mileage allowance that isn't in the standard package, or healthcare claims that need to go to several insurers: that's where you hit the limits of the package. Workarounds in Excel, exports that have to be edited by hand, receipts circulating by email are all symptoms of software that wasn't built for your process.
We build expenses apps for organisations that take their processes seriously. With direct integration into your accounts or payroll system, a mobile interface your field staff, consultants or care workers actually use, and an approval flow that suits how your managers and finance team work. We have been building business mobile apps since 2015, and the pattern repeats itself: once the expenses app matches how employees really work, the number of incorrect claims falls and processing times drop sharply.
An expense claims app touches many parts of your organisation: HR for user management, finance for approval rules and general ledger mapping, IT for security and device management, and ultimately every employee who incurs costs. We involve these stakeholder groups in the first sprints, because an app that keeps finance happy but annoys field staff won't be used, and you'll still be left with an expensive Excel process running in the background.
For digital expense processing and custom digital expense software, the more specific you can make your requirements, the sharper the solution will be. A good expense claims tool adapts to your way of working, not the other way round, and that is exactly where off-the-shelf platforms fall short.
Which format suits your organisation depends on the type of claims, the number of users and the integrations with your existing systems. In the first conversation we advise which direction makes sense.
A mobile app where employees photograph receipts. OCR automatically picks up the amount, VAT and supplier, and the claim passes through a short approval flow into your accounting. Suited to business travel, lunches, office purchases, allowances and small purchases made by staff. The finance team only checks the exceptions; the rest is processed automatically.
For consultants, lawyers, project teams and field staff who charge expenses to a client or project. Log hours against project and activity, mileage via route tracking or manually, and integration with your time recording or project administration. Export to invoicing or payroll, with automatic calculation of travel allowances and commuting adjustments under your own policies.
For care providers claiming from health insurers, municipalities handling Wmo claims, or insurers processing damage claims. Custom validation against product codes, compliance checks, an audit trail and bulk processing to external parties. Includes integrations with sector-specific exchange standards and reports your controllers and accountants can use straight away.
Reporting per transaction leaves too much to gather at month-end. We build the capture of purchase receipts at the point of purchase in the ViDA app.
A production-ready expense platform, plus everything needed to run it in-house. We deliver custom software that you own outright, with no annual SaaS fee you can never escape.
Four patterns in which we guide clients. If one of them sounds familiar, we would be happy to discuss your specific situation.
Engineers, sales representatives, consultants or care workers who are on location all day. An expense app on the phone saves you from spreadsheets every evening and from lost receipts. Snap a photo of the receipt at the petrol station, and it's done.
Your finance department cannot, and should not, check everything itself. An approval flow in which the direct line manager signs off first reduces errors and speeds up processing. Includes value thresholds and escalations.
At some point, handling expenses manually in Excel or with a PDF form becomes unsustainable. With hundreds of claims a month, automated processing quickly pays back the investment, in time saved and fewer errors.
To reclaim VAT, the receipt must be traceable and retained. For healthcare or government claims, more extensive logging is required on top of that. An in-house platform keeps this structurally in order.
A conversation to understand which type of expense flow the app needs, which systems sit behind it (accounting, payroll, ERP), and which compliance requirements apply to your sector.
A workshop with your finance and IT team, plus interviews with the end users: the staff who will be submitting expenses on their phones. At the end, you receive a concrete scope, a timeline and the first screen flow.
A working build every two weeks: first the receipt flow, then mileage and hours, then the approval and export flows. You and a few key users test along the way. A first tier is usable in a limited pilot within a few sprints.
We start with a small group, often a single department or region. We fix bugs, fine-tune the approval rules, and then roll out in stages across the whole organisation, including training and short video tutorials for end users.
iOS and Android release new versions every year, accounting integrations change their APIs, and users keep asking for new features. Ongoing maintenance keeps the platform up to date and reliable.
With OneDayBuild, we turn your idea into something tangible in one day for €1,150, so you can see whether further development is worth the investment. Decide to go ahead with the full build? Then we credit the full cost.
Explore OneDayBuild →The shape of an expenses app varies considerably by sector. What recurs in every variant: mobile input on the go, smart validation, and a clean integration with the system where the claim ultimately lands.
Service organisations, technical wholesalers, installation companies and facilities providers. Employees cover mileage on the road, buy materials for a job, and pay for meals while out. The expense app replaces paper forms and loose photos sent via WhatsApp.
Consultants, lawyers, accountants and interim managers record hours against clients and projects. Travel costs, mileage and any out-of-pocket expenses to be recharged come on top. We link that data to your time recording and invoicing so that recharging happens in a single export.
Mental health institutions, physiotherapy practices, home care and community nursing submit claims to various health insurers using product codes, indications and outcome measurements. We build flows that comply with the applicable standards and catch incorrect claims at the source.
For municipalities, Wmo claims with the associated messages; for insurers, damage claim apps for policyholders and intermediaries. Bulk processing, validation against policy or decision data, and an audit trail that supports every check.
We work with the mainstream stack for business mobile apps and integrate with the systems your finance and HR teams already use. No exotic dependencies, no vendor lock-in.
What clients want to know before we start on an expense claims platform.
A free, no-obligation half-hour introductory call. We listen to your expense claims process, ask questions about your systems and offer direction you can use straight away, even if we ultimately don't work together.
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