Best Expense Management Solution for the United Kingdom

Use this checklist to evaluate whether each solution in the UK competitor table (below) meets key compliance and integration needs. 

In the United Kingdom, effective expense management is essential for businesses to ensure that they comply with tax regulations.

The Making Tax Digital (MTD) initiative mandates that VAT-registered businesses maintain digital records and submit tax returns using compatible software to streamline tax processes and enhance accuracy.

Businesses must also follow HM Revenue and Customs (HMRC) guidelines for expense reporting such as: 

• VAT reclaim rules.  
• Mileage tracking for business travel. 
• Detailed record-keeping to ensure claims align with tax regulations. 

TL;DR

Choosing the right expense management solution in the UK means ensuring full compliance with HMRC rules, automated VAT handling, support for Making Tax Digital (MTD), and seamless integrations with tools like Xero, Sage and QuickBooks.

Declaree by Mobilexpense stands out by delivering an intuitive mobile app, automated VAT calculation, real-time card reconciliation, fraud detection, and audit-ready digital records: all built to meet UK regulatory standards.

Originally founded in Europe, Declaree has evolved into a powerful, user-friendly platform that helps British companies gain control of spending, stay compliant, and streamline finance workflows without extra admin.

A checklist: Key questions for selecting an expense management solution in the UK 

Use this checklist to evaluate whether each solution in the UK competitor table (below) meets key compliance and integration needs. 

Questions to ask

Yes or no?

Does the solution comply with HMRC rules for VAT and expense reporting?

Is it compatible with Making Tax Digital (MTD) for digital tax submissions?

Can it automate VAT calculations and reclaim for business expenses?

Does it support mileage tracking that meets HMRC reimbursement guidelines?

Does it integrate with UK accounting tools like Xero, Sage or QuickBooks?

Can it automatically approve or flag expenses based on company policy?

Does it offer AI features for fraud detection or receipt matching?

Does it support corporate card integration with real-time transaction tracking?

Can employees use a mobile app to scan receipts and submit claims?

Does it support corporate card integration with real-time transaction tracking?

Your results:  

• Mostly Yes: The solution is well-suited for the UK market. It supports VAT reclaim, MTD-aligned digital record-keeping, automated mileage tracking and integrates with UK accounting tools (e.g. Sage, QuickBooks, Xero).
• Mixed Yes/No: The solution meets some UK-specific needs but may lack features like full HMRC compliance, local mileage tracking or deep integrations. Consider additional configuration or support.
• Mostly No: The solution is not optimised for the UK regulatory environment. It may not support required tax features or integrate with local tools. Look for a UK-compliant alternative. 

The perfect expense solution for the UK

In the UK, VAT reclaim, digital tax submission, and compliance with Making Tax Digital (MTD) are critical. Tools must support integration with platforms like Sage, Xero, and QuickBooks, while offering digital record-keeping aligned with HMRC rules. 

• Travel and expense management platforms: Well-matched to businesses needing automated VAT handling, audit support, and MTD readiness. Declaree provides end-to-end digital workflows in line with UK regulatory needs. 
• Corporate card solutions: Fit for companies managing high card usage. These platforms provide live spend tracking, fraud detection, and automated expense rules for better oversight. 
• Reimbursement tools: Useful for SMEs and remote teams. Declaree offers fast onboarding, mobile receipt scanning, and automated approval workflows, compliant with UK VAT reporting. 
• AP automation platforms: Businesses handling both T&E and supplier invoices benefit from these tools. Integrations with accounting systems streamline digital VAT reconciliation and auditing. 
• Mileage and per diem trackers: Platforms here support tax-compliant mileage logs and per diem logic in line with HMRC guidelines. These features are especially useful for field-based teams. 
• Receipt/OCR tools: OCR-powered solutions help scan and categorise UK expenses by tax code and policy. Declaree uses AI to enhance accuracy and compliance. 
• Integration-first tools: Integration with Sage, QuickBooks, and Xero is a must. Declaree ensures smooth syncing with these systems to meet UK digital record-keeping laws.   

Summary of key solution categories from the UK expense management checklist 

Category

Declaree by Mobilexpense

HMRC VAT compliance

MTD compatibility

VAT reclaim automation

HMRC mileage tracking

UK accounting integration

Policy-based approvals

AI for fraud and receipts

Audit-ready digital records

Mobile receipt capture

Fast setup and ease of use

Want to see how this looks in practice? Read how Conbit decreased the time spent on expense management by 80%.  

An EU-built solution for modern finance teams

Declaree by Mobilexpense was founded in 2012 in Rotterdam by Jasper Spoor, Bart Jochems and Bas Janssen. What started as a smart idea to remove paper from the expense process has grown into one of the most trusted expense management solutions in the EU and UK.

Today, Declaree by Mobilexpense is a Visma company with a strong product and a strong track record. It operates in a space with more than 300 competitors — including global players such as Navan, Ramp and Brex — yet continues to stand out for one simple reason: it puts usability and clarity first.

What sets Declaree apart?

Declaree is an online expense management system designed to make finance workflows effortless. Employees use the mobile app to capture receipts, report mileages, and submit reimbursable costs in seconds. Everything is stored digitally, so finance never has to chase missing paperwork again.

But the real advantage for businesses in the UK goes beyond digitisation. Declaree helps teams stay compliant, in control, and ahead of their budgets — without adding complexity.

Here is what you unlock:

• Exceptional user experience. A clean, intuitive interface that your employees will actually enjoy using. Fewer questions, fewer mistakes, fewer delays.
• Budget and policy control. Clear rules, automatic checks, and instant alerts keep spending aligned with company policy.
• Multi-currency and multi-language support. Ideal for British companies with European teams or international operations.
• Automated VAT calculation and audit-ready documentation. Purpose-built for accuracy, efficiency, and compliance.
• Integrated credit card matching. Automated reconciliation that saves hours every month.
• Built-in fraud detection. Stay protected with smart checks that identify unusual or non-compliant behaviour early.

A better way for British companies to manage spend

Declaree by Mobilexpense makes expense management simple for your employees and powerful for your finance team. By combining automation, visibility, and compliance in one easy-to-use platform, it gives businesses in the UK the confidence to scale without the admin burden.