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Everything you need to know about using ExpenseFlow

Getting Started
Set up your account and start tracking expenses

1. Create Your Account

Sign up at expenseflow.co.uk/signup. You'll receive a unique receipt email address like yourname-abc123@receipts.expenseflow.co.uk

2. Choose Your Plan

Start with our Free plan (10 receipts/month) or upgrade to Professional (100 receipts/month) for £10/month.

Uploading Receipts

Method 1: Upload Directly

  • Click "Upload Receipt" in your dashboard
  • Select JPG, PNG, or PDF (max 10MB)
  • Our AI extracts merchant, amount, date, and tax
  • Review and save - takes seconds!

Method 2: Email Forwarding

  • Forward receipts to your unique email address
  • Send multiple receipts in one email
  • Works from any email provider (Gmail, Outlook, etc.)
  • Perfect for capturing expenses on-the-go
Mileage Tracking

Create Journey Templates

Save frequent routes (e.g., "Office to Client Site") to log mileage in 3 taps. We use Google Maps for accurate distances and HMRC rates for calculations.

HMRC Mileage Rates

  • Car: 45p per mile (first 10,000 miles), then 25p
  • Motorcycle: 24p per mile
  • Bike: 20p per mile
Analytics Dashboard

View your spending patterns, category breakdowns, and monthly trends. Filter by date range to see exactly where your money goes.

HMRC Expense Categories

All expenses are categorised according to HMRC guidelines: Office Costs, Travel, Staff Costs, Marketing, Stock & Materials, and more.

Exporting Reports

Export Formats

  • CSV: Import into Excel or accounting software
  • PDF: Professional reports for accountants (Pro Plus)
  • Images: Bulk download all receipt images (Pro Plus)

Tax Year Reports

Generate reports by tax year (6 April - 5 April) ready for Self Assessment or your accountant.

Still have questions?

Check our FAQ section or reach out via our contact page.

Get Started