Less manual admin
Bring expense claims, supporting receipts and related information together in Aqilla.
Keep approvals moving
Use built-in workflows to release and approve expenses through the right process.
Handle complex expenses
Manage mileage, VAT and expenses in different currencies, all in one system.
Capture and submit expenses
Capture expenses in one place
Create expense claims directly in Aqilla, adding individual expense lines with the details you need. Simplify receipt management by attaching supporting documents to each line, so the information stays together throughout the process.
Add expense details
Enter the date, expense type, amount, and description for each expense line.
Attach receipts
Add images of receipts to individual lines, with the option to include additional comments.
Simplify expense tracking
Keep expense details and receipts together in one place for a clear audit trail.
Expenses - Details
Receipt attachment
Drag and drop a file here, or browse files
Receipt.jpg · 245 KB
Flexible and global
Different types of expenses, all in one system
Aqilla supports a wide range of business expenses, so you can manage everything from everyday costs to mileage and multi-currency claims within the same process.
Everyday expenses
Record common expense types such as travel, subsistence, accommodation, and other business costs.
Mileage
Enter mileage expenses using your organisation’s mileage rates, with the flexibility to override the rate when needed.
Multi-currency
Manage expenses in different currencies, with automatic currency conversion when enabled.
Expense approvals
Keep expense approvals moving
Use built-in workflows to route expenses through the appropriate process. Expense lines can be released and approved separately, giving you greater control over how claims move through finance.
Expense entered
Create and submit an expense claim.
Released
Submit for approval through the workflow.
Approval
Approved or rejected by the right people.
Posted
Approved expenses are posted to the ledger.
What you can control
Built-in approval workflows
Route expenses through defined approval processes, with one or two tier approvals.
Approve at line level
Individual expense lines can follow their own workflow and be released and approved separately.
Control who approves
Use permissions and workflow groups to manage who can approve expenses in your organisation.
Multi-currency and VAT
Handle more complex expenses with ease
Aqilla can support expenses in different currencies and take care of VAT calculations within the expense claim, helping reduce additional manual work for finance teams.
Multi-currency expenses
Manage expenses in different currencies, with currency conversion available within the expense claim when enabled.
VAT calculation
Enter the net expense and Aqilla calculates the VAT and total claim. VAT entered through an Expense document is also included in VAT reporting.
Fewer manual calculations
Greater accuracy
Simpler VAT reporting
Repeat expenses
Make repeat expenses quicker to enter
For expenses that come up regularly, existing Expense documents can be copied to simplify repeat entry, reducing the need to start again each time.
Expense - copy
Document copied
Save time
Copy existing expenses in just a few clicks.
Keep it consistent
Carry over details to reduce errors.
Easier for everyone
Help your team to process regular expenses more efficiently.
Customer success
Less admin, more time for what matters
“
We have to prove every penny we spend. Aqilla allows us to organise our expenses in a way that supports that.
David Smeath
Senior Manager, Programmes Finance & Operations, Street Child
Faster processing
Greater visibility
Less manual work
Explore more
Expense management built into your accounting software
Aqilla brings expense management software together with other core finance features, giving you greater control and visibility across your finance operations.
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See how Aqilla brings reporting, automation and financial control together in one connected finance system.
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FAQs
The answers to your questions
Can’t find the answer you’re looking for? Contact us with more questions.
Can approval workflows be applied to Expenses?
Yes, expenses can be under an approval workflow like all other documents and expenses can have multi stage approvals.
There are many teams in the business and I want to limit users’ expenses to their respective teams.
Can I record my expenses on the go without the need to log into Aqilla on the web?
We need to audit our teams’ expense activity, can Aqilla do this?
Can I attach receipts to my expense claims?