ExpenseOnDemand is a cloud-based expense management software designed to simplify and automate the entire employee expense lifecycle—from claim to reimbursement. It is particularly suited to small and mid-sized businesses (SMBs), as well as multi-entity organisations, operating across different locations or countries.

The software is modular and scalable, allowing companies to customise their features based on operational needs. With over 200 optional functions, ExpenseOnDemand stands out for its cost-effectiveness, AI-powered automation, and seamless integrations with major accounting systems such as Xero, QuickBooks, Sage, NetSuite, and Microsoft Dynamics.

It helps finance teams and employees reduce the time spent on expense processes by up to 95%, ensure policy compliance, and gain real-time visibility into spending.

What are the key features of ExpenseOnDemand?

Expense claims automation for faster submissions

ExpenseOnDemand allows users to submit expense claims effortlessly using AI tools and a mobile-first experience.

• AI-powered receipt scanning: Automatically extracts data from photographed receipts

• Mobile app: Available on iOS and Android, enabling claim submission from anywhere

• Automated credit card feed: Syncs with corporate credit cards via Moneyhub for accurate transaction import

• Mileage tracking: Integrated with Google Maps to calculate business travel accurately

What it does: Streamlines the expense entry process, reduces manual data entry, and lowers the risk of errors.

Customisable approval workflows to match business structure

Approval processes in ExpenseOnDemand can be tailored to fit complex or simple organisational hierarchies.

• Multi-level approvals based on role, amount, or department

• Pre-defined policy triggers to flag out-of-policy claims

• Real-time alerts for pending approvals

What it does: Ensures expenses are reviewed consistently and according to internal policies before reimbursement.

Policy enforcement and compliance controls

ExpenseOnDemand helps organisations uphold internal financial controls through automated policy enforcement.

• Pre-set rules for acceptable expense categories and limits

• Automated flagging of duplicate or out-of-policy claims

• Audit trail for every submitted, approved, or rejected expense

What it does: Reduces compliance risks and ensures every claim meets company and financial governance standards.

Multi-country and multi-entity support

The platform is built to accommodate organisations that operate internationally or have multiple legal entities.

• Supports multiple currencies and tax rates

• Entity-specific expense policies

• Consolidated or segmented reporting by country or division

What it does: Simplifies expense tracking across global operations while maintaining regulatory alignment.

Real-time analytics and reporting

Comprehensive dashboards and data visualisations give finance teams insights into spending patterns and opportunities for optimisation.

• Spend analytics by category, employee, team, or location

• Exportable data for financial reporting or audit preparation

• Comparative reports across time periods or departments

What it does: Enables data-driven decision-making and helps reduce unnecessary costs.

Modular integrations with accounting platforms

ExpenseOnDemand integrates with leading accounting systems and ERPs, enabling a connected financial ecosystem.

• Native integrations with Xero, Sage, QuickBooks, NetSuite, Microsoft Dynamics

• Open API and Merge API support for custom integrations

• Direct export to accounting platforms to reduce manual reconciliation

What it does: Eliminates redundant data entry, speeds up month-end closing, and maintains financial consistency.

Flexible configuration and pricing

Unlike many competitors, ExpenseOnDemand allows businesses to select only the features they need.

• Over 200 modular functions available à la carte

• Subscriptions starting from £4.90 per user/month

• Scalable for different usage volumes and team sizes

What it does: Aligns software cost with actual business usage and reduces waste on unused features.

To summarize

ExpenseOnDemand delivers a comprehensive solution for businesses seeking to gain full control over their employee expense process. The key benefits that make it a strong option in the expense management category include:

• Significant time savings with automated receipt capture and approvals

• Reduced processing errors and fraud through policy enforcement and audit trails

• Cost efficiency with highly competitive, modular pricing

• Seamless scalability for growing or multinational businesses

• High configurability without sacrificing usability or feature depth

• Improved financial visibility through real-time analytics and reporting

• Smooth integration into existing accounting environments

ExpenseOnDemand is a practical, cost-aware choice for businesses aiming to modernise their expense workflows without overpaying for unnecessary features.