Expense Once

Expense Once - Expense Management Software

Expense Once is a leading provider of expense management software. We offer a fully integrated and intuitive Travel and Expense platform that's available to any device. Expense Once manages the entire process, from receipt capture to reimbursement, greatly reducing your administration costs whilst enforcing company expense policy and HMRC compliance.


  • Policy & spend controls based on your organisational structure
  • Integrates with all major Banks, Finance and payroll systems
  • Multi-level approval process built around your organisation
  • Configurable policies, enforcing your business rules and compliance
  • Mobile app with all features and photo capture receipts
  • Reporting and dashboards for accurate spend analysis
  • Built-in HMRC compliance and VAT recovery
  • Credit Card integration with all major banks
  • Distance automatically calculated for miles/km travelled
  • Real-time currency exchange rates


  • Fully digital, no more paper processing or saving receipts
  • Beautifully designed for intuative use on all devices
  • Reduced business costs, through enforcement of policies and compliance control
  • Reporting for clear insight and decision making
  • Greatly reduces administration, typically 75% from manual systems
  • Approval provides notifications, reminders and highlights out-of-policy claims
  • Quicker reimbursement of expenses, clear policies reduce invalid claims
  • Designed to rollout with minimal costs and training


£2 to £3 per user

Service documents

G-Cloud 11


Expense Once

David Turner

020 7461 9014


Service scope

Service scope
Software add-on or extension No
Cloud deployment model Public cloud
Service constraints To date we have not had any downtown of our platform or service. However on occasions there maybe planned maintenance, where the system would be unavailable. This would be planned outside normal business hours for minimal disruption to our service.
System requirements Access through supported internet browsers on desktop, mobile or tablet

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Response times vary depending on the support plan in place, priority calls are responded to within 1 hour.
User can manage status and priority of support tickets No
Phone support Yes
Phone support availability 9 to 5 (UK time), Monday to Friday
Web chat support No
Onsite support Yes, at extra cost
Support levels For enterprise or clients with 100 or more users, we provide a dedicated technical account manager who is responsible for the clients on going support requirements. We provide email and telephone support to all our clients.
Support available to third parties No

Onboarding and offboarding

Onboarding and offboarding
Getting started We provide initial provisioning of the service, for help with setup and configuration, this is provided remotely. We have a document support system which users have access to.
Service documentation Yes
Documentation formats PDF
End-of-contract data extraction Data can be exported through the standard interface, we can also provide the clients data on-request in a number of formats.
End-of-contract process Access is disabled for all users relating to the data and service and we provide a copy of your data on-request.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install No
Designed for use on mobile devices Yes
Differences between the mobile and desktop service Mobile has the following features which are present in the desktop version:
- Raise and submit expenses for approval
- Approve expense
- View expense history
- View expense approval process

Desktop has the additional features not present in mobile:
- Credit card integration
- Expense integration to 3rd party systems
- Employee onboarding
- System configuration and setup
What users can and can't do using the API Our API service allows system records to be provisioned and modified, such as employees, projects, costcentres, VAT and mileage rates. The service uses a public/private key arrangement for authentication.
API documentation Yes
API documentation formats Open API (also known as Swagger)
API sandbox or test environment No
Customisation available Yes
Description of customisation All system administrators can configure the software to meet the requirements of their organisation. This includes setting up Categories, Tags, Departments, Users, Projects, Tasks, Policies, Credit cards, Vat rates etc. Each claim can have its own set of rules based on the user. This level of customisation can be achieved using the standard interface.


Independence of resources We automatically scale our infrastructure requirements to ensure users are not affected as demand increases. This is constantly monitored allowing resources to be automatically increased before any degradation of service


Service usage metrics Yes
Metrics types Number of active users and claims raised
Reporting types Reports on request


Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Other security clearance
Government security clearance None

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations United Kingdom
User control over data storage and processing locations Yes
Datacentre security standards Managed by a third party
Penetration testing frequency At least every 6 months
Penetration testing approach ‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
Data sanitisation process Yes
Data sanitisation type Explicit overwriting of storage before reallocation
Equipment disposal approach A third-party destruction service

Data importing and exporting

Data importing and exporting
Data export approach Directly via the product through the export interface and in a number of custom formats including CSV, XLXS, XLS and delimited text.
Data export formats
  • CSV
  • Other
Other data export formats
  • XLS
  • XLSX
Data import formats
  • CSV
  • Other
Other data import formats XLS

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks TLS (version 1.2 or above)
Data protection within supplier network TLS (version 1.2 or above)

Availability and resilience

Availability and resilience
Guaranteed availability 99.9% Availability
Approach to resilience Available on request
Outage reporting Email alerts

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels Our solution allows organisations to assign each user a security profile, allowing and restricting access to various areas of the software.
Access restriction testing frequency At least every 6 months
Management access authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users have access to real-time audit information
How long user audit data is stored for At least 12 months
Access to supplier activity audit information Users have access to real-time audit information
How long supplier audit data is stored for At least 12 months
How long system logs are stored for At least 12 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification No
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications No

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified No
Security governance approach - Document processes and risks, define and document controls, access effectiveness of controls, remediate issues
- Identify and categories risk, asses risk, mitigate risk, report on containment of risk
- Document process and risks, define and document controls, asses effectiveness of controls, disclosure and certification of compliance, remediate issues
Information security policies and processes We use a 3rd party to perform penetration testing every 3 months to our software, ensuring any additional enhancements do not introduce vulnerabilities.
Only certain support staff have access to clients data, they have to sign a data protection act.
Sensitive data is always encrypted, some information can not be reversed such as passwords.
We use 128-bit SSL encryption when passes data across any network.
We are flexible about of where an organisations data is stored, based on an organisations requirements
Our data is backed-up daily as well as incremental backups several times a day to ensure minimal loss of data could occur

Operational security

Operational security
Configuration and change management standard Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach This is available upon request
Vulnerability management type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach We use Cyber essentials and other industry standard schemes to protect ourselves from online threats. Patches are deployed typical within 2 weeks depending on risk and severity.
Protective monitoring type Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach Our Azure hosting platform includes Log Analytics and Application Insights, providing sophisticated tools for collecting and analyzing telemetry that allows us to maximize the performance and availability of our service. Any incidents are reviewed within 24hrs and a response is planned based on priority defined in our SLA.
Incident management type Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach We operate a robust incident management process where staff follow pre-defined process, available upon-request. Incident reports can be provided following closure.

Secure development

Secure development
Approach to secure software development best practice Conforms to a recognised standard, but self-assessed

Public sector networks

Public sector networks
Connection to public sector networks No


Price £2 to £3 per user
Discount for educational organisations Yes
Free trial available Yes
Description of free trial A free one month trial with access to all software
Link to free trial https://www.expenseonce.com/free-trial

Service documents

pdf document: Pricing document pdf document: Skills Framework for the Information Age rate card pdf document: Service definition document pdf document: Terms and conditions
Service documents
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