Expenses & mileage software for UK teams
Snap the receipt, type the amount, done. Claims flow from employee to manager to finance with receipts attached, HMRC mileage rates applied, duplicates flagged and an export your accountant can actually import.
CoDash expenses is claim-to-paid expense management inside your HR system, in every plan. Employees file claims with photo or PDF receipts, or log business miles at HMRC's approved rates (55p, then 25p past 10,000 miles a year). Managers approve, reject or request changes with the receipt on screen; finance pays in batched payment runs; and a net-and-VAT CSV with nominal codes goes to Xero, QuickBooks or Sage.
Claiming that takes less time than the coffee did
Pick a category, snap or attach the receipt - photos and PDFs, several per claim - add merchant and amount, submit. Not ready? Save it as a draft and finish after the trip. Claims carry the details finance actually wants: merchant, currency for money spent abroad, project or cost centre, and the VAT shown on the receipt so it can be reclaimed. No invented OCR: you type the amount once, which beats correcting a misread every time.
Mileage the HMRC way, automatically
Log the miles and CoDash applies HMRC's approved rates: 55p a mile for the first 10,000 business miles in the tax year, 25p after. The 10,000-mile threshold is tracked per person per tax year, a claim that crosses it is split across both rates, and every claim records the rate it used - so the audit trail survives next April's rate change. Running your own rates? Change them in settings.
Approval with the evidence on screen
- Employee → manager → finance - approval and payment are separate steps with separate audit trails: who approved, who paid, when, and under what reference.
- Request changes, not just reject - a claim missing its receipt comes back to the employee fixable, with a note, instead of dying and being retyped.
- Duplicate flags - same person, same amount, same date (or a day out) is flagged to the approver before the money moves.
- Auto-approval under a threshold - optionally let small claims skip the manager queue; policy caps and receipt rules per category still apply.
Finance gets a workflow, not a shoebox
Approved claims queue for payment and get paid in batched payment runs with a reference - one bank transfer, one register entry, every claim stamped. Finance can recode a claim's category after approval (with the original kept), and the finance dashboard shows what is waiting, what was paid this month and where the money went by category.
An export your accountant will accept
The accounting CSV separates net and VAT and carries a nominal code per line - codes your admin sets per category. The layout follows Xero's bill-import template, which QuickBooks and Sage also accept after their own column-mapping step. A monthly export can be emailed to finance on a schedule, so month-end starts finished.
Expenses and mileage are included in every CoDash plan, including Starter - see pricing.
Expenses questions
What mileage rate does CoDash use?
CoDash ships with HMRC's approved mileage rates for cars and vans: 55p a mile for the first 10,000 business miles in the tax year and 25p a mile after that. The threshold is tracked per person per tax year automatically, a claim that crosses it is split across both rates, and every claim records the rate it used. Companies with their own rates can change them.
How do receipts work in CoDash expenses?
Attach photos or PDFs to a claim, several per claim if the purchase came in pieces. Approvers see the receipts alongside the claim, so checking is one screen, not an email chase. CoDash does not do OCR data extraction; you type the amount, which for most claims is quicker than correcting a misread.
Who approves an expense claim?
Claims go from the employee to their manager, and approved claims then go to finance to be paid, with a full audit trail of who approved and who paid, when. Managers can approve, reject with a reason, or request changes so the claim comes back fixable rather than rejected. Small claims under a configurable threshold can skip manager approval.
Can CoDash expenses feed our accounting software?
Yes. The accounting export separates net and VAT and carries a nominal code per line, laid out on Xero's bill-import template, which QuickBooks and Sage also accept after their column-mapping step. Nominal codes are set per category by your admin, and a monthly export can be emailed to finance on a schedule.
Does CoDash catch duplicate expense claims?
CoDash flags likely duplicates - same person, same amount, same date - to the approver before they approve, including near-misses a day apart. The approver decides; the system just makes sure they see it.
Try the free HR calculators → · Expenses are in every plan →
The rules behind the rates
Free, no sign-up: what we build the expenses module against.
Mileage claim calculator
AMAP at 55p and 25p, including the claim that crosses 10,000 miles mid-year, passenger payments, and whether you owe tax or are owed relief.
Open the calculator → Expenses & travelPer diem and subsistence rates
The £5, £10 and £25 benchmark scale rates, the £10 late supplement that never stacks, and the receipt condition most employers miss.
Read the guide → Expenses & travelExpenses policy template
Thirteen clauses covering mileage, subsistence, company cards, receipts, deadlines and approval limits - with the HMRC conditions written in.
Download the policy →See it for yourself
The demo is a full company you can wander around - file a claim, attach a receipt, run the approvals queue. Then tell us about your team.
Explore a live, safe sandbox