Hands-Free Expense Management
Expense management software the practice runs across every client without rebuilding the rules.
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Let AI Agent run your expense management
One prompt. Multiple tools. Real outcomes.
Collect claims
Let AI Agent run your expense management
Collect claims
Collect last period's expense claims for this client from the agreed channels. Pull receipts, claim forms, mileage logs and corporate card statements from Gmail and the practice's shared client folder, then sort by employee and claim type. Match each receipt to a claim line and chase missing receipts through Slack using the practice's template. If a claim sits at the boundary between reimbursement and a benefit in kind, ask me whether to refer to the senior or payroll team. Pause before chasing the client owner. Ask me where the practice stores the expense policy if I cannot find it. Send a Slack readiness summary listing complete claims, missing receipts and queries.
Apply mileage
Process mileage claims for last period for this client in Xero. Pull each employee's mileage log, validate journeys against business purpose recorded in the practice's mileage template, and apply the HMRC approved mileage allowance rate by vehicle type. Switch to the reduced rate after the first ten thousand business miles in the tax year and add passenger payments where claimed. If a journey lacks a business purpose entry, ask me whether to chase the employee or to exclude from the claim. Pause before posting the mileage journal. Save the mileage working paper and the reimbursement schedule to Google Drive ready for senior sign-off.
Track BIK
Track benefits in kind through the year for this client's employees in QuickBooks. Maintain a rolling record per employee covering company car, fuel benefit, private medical, gym membership, beneficial loan and any other reportable benefit. Compute Class 1A National Insurance on a rolling basis and flag thresholds that approach a P11D exemption boundary. If a benefit might be payrolled rather than reported on a P11D, ask me whether to confirm the client's payrolling registration. Pause before changing a benefit categorisation. Ask me where the practice stores the company car list. Save a note for the practice manager listing employees, benefit values and any anomalies for senior review.
Post journals
Post the period's expense journals for this client in Sage 50 once claims have been reviewed and approved. Group reimbursements by employee, by cost centre and by VAT recoverability. Apply the client's coding for travel, subsistence, staff entertainment within the annual exemption and entertainment that is fully disallowed. Split foreign currency claims at the agreed conversion rate. If a journal would push staff entertainment past the annual exemption, ask me before posting. Pause before posting any new expense category. Save a note for the practice manager listing posted, queued and exception items, plus the reimbursement file ready for the payroll team to pay alongside the next pay run.
Trusted by the world's best
“Each customer request used to take 4 hours of manual work across 3 different systems. Now with Minded over 80% of payment requests take less than 10 minutes and our VIP customers have never been happier.”
“We serve 40% more clients per bookkeeper with no new hires. AI files the tax forms and drafts the documentation. Each bookkeeper gets 12 hours a week back for review and advisory work.”
“We dropped Excel sheets and finance emails for automating payments and invoices for 50K restaurants. AI worked on top of SAP without migration.”
Integrate with your existing software
Seamlessly integrate expense management workflows with your existing tools, ERP, and communication channels.
Benefits
Expense management without manual receipt chase
Receipt capture, policy checks, mileage rules and VAT recovery stop running on staff one expense at a time. The AI Agents repeat the motion across the client book, which is where the up to 80% lower c
Expense rules that learn each client's policy
Generic expense apps assume one policy for everyone. The agent here learns each client's policy: the BIK approach, the mileage rate variants, the staff entertainment cap, the subsistence allowances an
One expense flow across Xero, QuickBooks, Sage 50 and FreeAgent
A real practice handles expenses for clients on Xero, QuickBooks, Sage 50 and FreeAgent at the same time. The same collect, mileage, BIK and posting motion runs in every ledger. See [AP automation wit
Activate your tools without APIs
Forget about asking your CTO to shift priorities, let your agents operate like your humans do and deliver real value to your customers from day 1.