{"id":30044,"date":"2026-05-18T13:54:29","date_gmt":"2026-05-18T12:54:29","guid":{"rendered":"https:\/\/www.sage.com\/en-gb\/blog\/?p=30044"},"modified":"2026-05-20T10:51:05","modified_gmt":"2026-05-20T09:51:05","slug":"how-to-track-business-expenses","status":"publish","type":"post","link":"https:\/\/www.sage.com\/en-gb\/blog\/how-to-track-business-expenses\/","title":{"rendered":"How to track business expenses"},"content":{"rendered":"<header class=\"entry-header has-dark-background-color entry-header--standard entry-header--has-illustration entry-header--has-illustration--standard\">\n\t<div class=\"container\">\n\t\t<div class=\"entry-header__row row align-center\">\n\t\t\t<div class=\"col col-lg-7 col-xlg-6 entry-header__content\">\n\t\t\t\t\t\t\t<div class=\"component component-single-header\">\n\t\t\t\t\t\t\t\t\t\t<div class=\"entry-header__misc text--subtitle text--uppercase text--small\">\n\t\t\t\t\t\t\t<a href=\"https:\/\/www.sage.com\/en-gb\/blog\/category\/money-matters\/\" class=\"entry-header__link\">Money Matters<\/a>\t\t\t\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t<div class=\"entry-title-wrapper\">\n\t\t\t\t\t<h1 class=\"entry-title\">\n\t\t\t\t\t\tHow to track business expenses\t\t\t\t\t<\/h1>\n\t\t\t\t<\/div>\n\n\t\t\t\t\t\t\t\t\t<p class=\"entry-header__description\">\n\t\t\t\t\t\tWondering how to keep track of business expenses? Understanding why it&#8217;s important\u2014and following a few best practices\u2014will help you manage the process smoothly and keep your finances on track.\t\t\t\t\t<\/p>\n\t\t\t\t\n\t\t\t\t\n\t\t\t\t\n\t\t\t<\/div>\n\n\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t<\/div>\n\t\t<div class=\"single-post-details container\">\n\t\t<div class=\"col\">\n\t\t\t<span class=\"posted-on \"><time class=\"entry-date published\" datetime=\"2026-05-18T13:54:29+01:00\">18 May, 2026<\/time><\/span><span class=\"reading-time\"> min read<\/span>\n\t\t<button\n\t\t\ttype=\"button\"\n\t\t\tclass=\"social-share-button button button--icon button--secondary js-social-share-button\"\n\t\t\tdata-share-title=\"How to track business expenses\"\n\t\t\tdata-share-url=\"https:\/\/www.sage.com\/en-gb\/blog\/how-to-track-business-expenses\/\"\n\t\t\tdata-share-text=\"Please read this interesting article\"\n\t\t>\n\t\t\t<span class=\"social-share-button__share-label\">Share<\/span>\n\t\t\t<span class=\"social-share-button__copy-label\" hidden>Copy Link<\/span>\n\t\t\t<span class=\"social-share-button__copy-tooltip\" aria-hidden=\"true\" hidden>Copied<\/span>\n\t\t<\/button>\n\n\t\t\t\t<\/div>\n\t<\/div>\n\t<\/header>\n\n\n\n<div class=\"wp-block-post-author has-dark-background-color alignfull\">\n\t<div class=\"container\">\n\t\t<div class=\"col\">\n\t\t\t\t\t\t\t<div class=\"co-authors\">\n\t\t\t\t\t\n\t\t<div class=\"entry-author-wrapper\">\n\t\t\t<a class=\"entry-author\" href=\"https:\/\/www.sage.com\/en-gb\/blog\/author\/laurencematone\/\">\n\t\t\t\t<img loading=\"lazy\" decoding=\"async\" width=\"40\" height=\"40\" src=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2026\/03\/Profile_LM-350x350.jpeg\" class=\"entry-author__image\" alt=\"Laurence Matone\" \/>\t\t\t\t<span class=\"entry-author__name\">Laurence Matone<\/span>\n\t\t\t<\/a>\n\n\t\t\t\t\t<\/div>\n\n\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t<\/div>\n<\/div>\n\n\n\n<p>Whether running a small business, managing a growing company, or overseeing a large department, tracking business expenses is one of the smartest moves you can make to strengthen your company&#8217;s financial performance.<\/p>\n\n\n\n<p>Effective expense management leads to greater financial stability, better decision-making, smoother tax seasons, and significant cost savings.<\/p>\n\n\n\n<p>Plus, it gives you greater control over your resources, helping you keep your business on track for the long haul.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-here-s-what-we-ll-cover\"><strong>Here&#8217;s what we&#8217;ll cover:<\/strong><\/h3>\n\n\n<?xml encoding=\"utf-8\" ?><div class=\"wp-block-yoast-seo-table-of-contents yoast-table-of-contents\"><ul><li><a href=\"#h-the-importance-of-tracking-expenses\" data-level=\"2\">The importance of tracking expenses<\/a><\/li><li><a href=\"#h-best-ways-to-keep-track-of-business-expenses\" data-level=\"2\">Best ways to keep track of business expenses<\/a><\/li><li><a href=\"#h-common-business-expense-categories\" data-level=\"2\">Common business expense categories<\/a><\/li><li><a href=\"#h-how-to-organise-business-expenses-effectively\" data-level=\"2\">How to organise business expenses effectively<\/a><\/li><li><a href=\"#h-how-to-keep-track-of-business-expenses-and-income\" data-level=\"2\">How to keep track of business expenses and income<\/a><\/li><li><a href=\"#h-leveraging-technology-for-expense-tracking\" data-level=\"2\">Leveraging technology for expense tracking<\/a><\/li><li><a href=\"#h-common-challenges-in-tracking-business-expenses-and-how-to-overcome-them\" data-level=\"2\">Common challenges in tracking business expenses and how to overcome them<\/a><\/li><li><a href=\"#h-build-a-stronger-expense-tracking-process\" data-level=\"2\">Build a stronger expense tracking process<\/a><\/li><\/ul><\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-the-importance-of-tracking-expenses\"><strong>The importance of tracking expenses<\/strong><\/h2>\n\n\n\n<p>Tracking expenses is key to your business&#8217;s financial performance, because it gives you:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-financial-clarity\"><strong>Financial clarity<\/strong><\/h3>\n\n\n\n<p>Consistently tracking your expenses gives you a real-time, clear view of where your resources are going.<\/p>\n\n\n\n<p>It helps you quickly identify areas where your team may be overspending, spot potential cash flow problems, and uncover missed opportunities for savings or growth.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-budgeting-and-forecasting-accuracy\"><strong>Budgeting and forecasting accuracy<\/strong><\/h3>\n\n\n\n<p>Accurate expense tracking lays the foundation for strong budgeting and smarter financial planning.<\/p>\n\n\n\n<p>When your records are up to date, it&#8217;s much easier to create realistic budgets that reflect your actual spending.<\/p>\n\n\n\n<p>Over time, this data reveals spending patterns that help you forecast future expenses more effectively and adjust plans as needed.<\/p>\n\n\n\n<p>With these insights, you can build a spending strategy that supports your financial health and aligns with your business goals.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-tax-compliance-and-deductions\"><strong>Tax compliance and deductions<\/strong><\/h3>\n\n\n\n<p>Tax reporting becomes much less stressful when you maintain detailed records throughout the year.<\/p>\n\n\n\n<p>Organised expense tracking not only helps you stay compliant with tax regulations but also makes it easier to identify legitimate deductions.<\/p>\n\n\n\n<p>In the UK, accurate expense records are essential for meeting HMRC requirements and supporting VAT and tax reporting.&nbsp;<\/p>\n\n\n\n<p>Every accurately tracked expense could represent a tax-saving opportunity, helping you reduce your taxable income and keep more money in the business.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-fraud-prevention\"><strong>Fraud prevention<\/strong><\/h3>\n\n\n\n<p>Keeping a close eye on your expenses can help you detect unauthorised or suspicious transactions early on, whether they&#8217;re honest mistakes or something more serious.<\/p>\n\n\n\n<p>Staying on top of your financial records is one of the best ways to protect your business from costly fraud and financial mismanagement.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-improved-access-to-financing\"><strong>Improved access to financing<\/strong><\/h3>\n\n\n\n<p>If you&#8217;re applying for a business loan or seeking investment, banks and investors will want a clear picture of your company&#8217;s financial health.<\/p>\n\n\n\n<p>Accurate, well-documented expense records demonstrate that your business is effectively managed and financially responsible, giving lenders and stakeholders more confidence in your ability to handle funding.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-better-cash-flow-management\"><strong>Better cash flow management<\/strong><\/h3>\n\n\n\n<p>Understanding exactly when and where money is coming in and going out allows you to maintain healthier cash flow.<\/p>\n\n\n\n<p>Solid expense tracking gives you the visibility needed to plan, avoid shortfalls, and support steady growth.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-easier-audit-preparation\"><strong>Easier audit preparation<\/strong><\/h3>\n\n\n\n<p>If your business is ever audited\u2014internally or externally\u2014detailed and organised expense records make the process smoother and less stressful.<\/p>\n\n\n\n<p>With everything properly documented, audits become faster, more transparent, and far less disruptive.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-best-ways-to-keep-track-of-business-expenses\"><strong>Best ways to keep track of business expenses<\/strong><\/h2>\n\n\n\n<p>Looking for the best way to keep track of business expenses?<\/p>\n\n\n\n<p>Following a few proven best practices can make managing your business expenses much easier, more accurate, and far more effective.<\/p>\n\n\n\n<p>Here are the key steps you should follow:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-establish-a-dedicated-business-bank-account\"><strong>Establish a dedicated business bank account<\/strong><\/h3>\n\n\n\n<p>One of the first things you should do is separate your personal and business finances.<\/p>\n\n\n\n<p>Keeping them separate makes your bookkeeping cleaner, simplifies tax preparation, and improves financial visibility. Ideally, your business should have:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>a business current account<\/strong> for everyday expenses and transactions<\/li>\n\n\n\n<li><strong>a business savings account<\/strong> for setting aside funds for future investments, emergencies, or growth opportunities<\/li>\n\n\n\n<li><strong>a payment processing solution <\/strong>for securely handling customer payments.&nbsp;<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-use-corporate-credit-cards\"><strong>Use corporate credit cards<\/strong><\/h3>\n\n\n\n<p>Corporate credit cards make tracking expenses easier and more organised.<\/p>\n\n\n\n<p>By assigning defined cards for business spending, you can access detailed statements that automatically categorise expenses, saving time and reducing manual entry errors.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-connect-your-bank-and-accounting-tools\"><strong>Connect your bank and accounting tools<\/strong><\/h3>\n\n\n\n<p>Connecting your accounting or <a href=\"https:\/\/www.fylehq.com\/\">expense management software<\/a> to your business bank accounts and credit cards allows transactions to flow in automatically.<\/p>\n\n\n\n<p>This integration improves accuracy, reduces manual data entry, and speeds up tasks like bill payments, payroll, and reconciliation.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-utilise-accounting-software\"><strong>Utilise accounting software<\/strong><\/h3>\n\n\n\n<p>If you&#8217;re still using manual spreadsheets, it&#8217;s time to upgrade.<\/p>\n\n\n\n<p><a href=\"https:\/\/www.sage.com\/en-gb\/accounting-software\/\">Accounting software<\/a> automates expense tracking, simplifies reporting, and organises everything in one easy-to-access platform.<\/p>\n\n\n\n<p>It&#8217;s a smart investment that pays off in accuracy and efficiency.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-regularly-record-expenses\"><strong>Regularly record expenses<\/strong><\/h3>\n\n\n\n<p>Don&#8217;t wait until the last minute to record your expenses.<\/p>\n\n\n\n<p>Logging them as they happen helps maintain accuracy and prevents overwhelming backlogs later.<\/p>\n\n\n\n<p>Even better, many accounting tools allow you to automatically capture and upload transactions in real time, cutting down on manual work and reducing the risk of errors.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-organise-receipts-and-documentation\"><strong>Organise receipts and documentation<\/strong><\/h3>\n\n\n\n<p>Organising your receipts can make a big difference during audits or tax season.<\/p>\n\n\n\n<p>Whether you prefer digital or physical storage, it&#8217;s crucial to keep your documentation accessible and secure.<\/p>\n\n\n\n<p>Digital solutions allow you to snap photos of receipts and store them safely in the cloud, making retrieval quick and easy when you need them.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-categorise-expenses-accurately\"><strong>Categorise expenses accurately<\/strong><\/h3>\n\n\n\n<p>Make sure every transaction is assigned to the correct category\u2014such as travel, meals, office supplies, or marketing.<\/p>\n\n\n\n<p>Accurate categorisation is essential for budgeting, financial analysis, and preparing accurate tax returns.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-establish-performance-metrics\"><strong>Establish performance metrics<\/strong><\/h3>\n\n\n\n<p>Tracking key performance metrics helps you monitor your company&#8217;s financial health and spot areas for improvement over time.<\/p>\n\n\n\n<p>Metrics provide valuable insights into spending trends, budgeting accuracy, and overall operational efficiency.<\/p>\n\n\n\n<p>For expense tracking, consider monitoring:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Expense-to-revenue ratio: <\/strong>measures how much of your revenue is being spent and helps identify overspending.<\/li>\n\n\n\n<li><strong>Average expense per employee:<\/strong> tracks employee-related spending and highlights potential areas for optimisation.<\/li>\n\n\n\n<li><strong>Departmental expense trends:<\/strong> this metric compares spending across different departments to ensure budgets are being followed.<\/li>\n\n\n\n<li><strong>Travel and Entertainment (T&amp;E) expenses as a percentage of revenue:<\/strong> helps control discretionary spending categories.<\/li>\n\n\n\n<li><strong>Cost per client or project:<\/strong> measures how much you&#8217;re spending to acquire or service clients or complete projects.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-implement-a-consistent-review-process\"><strong>Implement a consistent review process<\/strong><\/h3>\n\n\n\n<p>Plan regular monthly or quarterly reviews of your expenses.<\/p>\n\n\n\n<p>Consistent check-ins help you catch mistakes early, spot spending trends, adjust budgets proactively, and make better-informed financial decisions moving forward.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-common-business-expense-categories\"><strong>Common business expense categories<\/strong><\/h2>\n\n\n\n<p>Here are a few business expense categories you&#8217;ll want to track carefully:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-cost-of-goods-sold-cogs\"><strong>Cost of Goods Sold (COGS)<\/strong><\/h3>\n\n\n\n<p>Direct costs like raw materials and labour directly tied to producing your goods or services.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-administrative-expenses\"><strong>Administrative expenses<\/strong><\/h3>\n\n\n\n<p id=\"h-administrative-expenses\">Office rent, utilities, software subscriptions, administrative salaries\u2014basically, the costs of running the business day-to-day.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-selling-expenses\"><strong>Selling expenses<\/strong><\/h3>\n\n\n\n<p id=\"h-selling-expenses\">Advertising, marketing, promotional events, sales team salaries, and travel expenses.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-organise-business-expenses-effectively\"><strong>How to organise business expenses effectively<\/strong><\/h2>\n\n\n\n<p>Keeping your business expenses organised doesn&#8217;t have to be overwhelming.<\/p>\n\n\n\n<p>Here are a few simple but powerful strategies to help you stay on top of everything:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-develop-a-chart-of-accounts\"><strong>Develop a chart of accounts<\/strong><\/h3>\n\n\n\n<p>A <a href=\"https:\/\/www.sage.com\/en-gb\/blog\/chart-of-accounts-non-profit-organisation\/\">chart of accounts<\/a> is a structured list of all your business accounts.<\/p>\n\n\n\n<p>It organises your financial transactions into clear categories such as assets, liabilities, equity, revenue, and expenses\u2014making it much easier to track and report your business&#8217;s financial activity.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-use-expense-management-tools\"><strong>Use expense management tools<\/strong><\/h3>\n\n\n\n<p>Using expense management software can automate much of the heavy lifting when it comes to tracking business expenses.<\/p>\n\n\n\n<p>These tools minimise manual entry, reduce human error, streamline approvals, and save valuable time\u2014helping you keep your financial records accurate and up to date with ease.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-set-clear-policies\"><strong>Set clear policies<\/strong><\/h3>\n\n\n\n<p>Establish simple, straightforward guidelines for expense reporting, spending limits, and what qualifies as a reimbursable expense.<\/p>\n\n\n\n<p>When everyone knows the rules upfront, there&#8217;s less confusion, fewer mistakes, and much more consistency across the board.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-standardise-business-purchase-methods\"><strong>Standardise business purchase methods<\/strong><\/h3>\n\n\n\n<p>Define clear methods for how business purchases should be made, such as using a company credit card, virtual card, or approved vendor accounts.<\/p>\n\n\n\n<p>Standardisation ensures purchase operations are consistent, simplifies tracking, and helps prevent unauthorised spending.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-outline-employee-reimbursement-procedures\"><strong>Outline employee reimbursement procedures<\/strong><\/h3>\n\n\n\n<p>Create a step-by-step process for employee reimbursements, including how to submit receipts, what forms to complete, and expected timelines for repayment.<\/p>\n\n\n\n<p>A clear reimbursement workflow promotes transparency and ensures employees are fairly and promptly reimbursed for legitimate business expenses.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-to-keep-track-of-business-expenses-and-income\"><strong>How to keep track of business expenses and income<\/strong><\/h2>\n\n\n\n<p>Tracking expenses and income side by side is crucial for accurately showing your company&#8217;s financial health.<\/p>\n\n\n\n<p>Here&#8217;s how you can stay organised and in control:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-integrated-accounting-systems\"><strong>Integrated accounting systems<\/strong><\/h3>\n\n\n\n<p>Use an accounting system that tracks both your income and expenses in one place.<\/p>\n\n\n\n<p>This provides a complete view of your financial health without jumping between different platforms or spreadsheets.<\/p>\n\n\n\n<p>Having everything centralised also makes reporting and forecasting much easier.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-regular-financial-reconciliation\"><strong>Regular financial reconciliation<\/strong><\/h3>\n\n\n\n<p>Don&#8217;t assume everything automatically matches up.<\/p>\n\n\n\n<p>Regularly reconcile your recorded transactions with your bank and credit card statements to catch any discrepancies early.<\/p>\n\n\n\n<p>Consistent <a href=\"https:\/\/www.sage.com\/en-gb\/blog\/what-is-account-reconciliation\/\">account reconciliation<\/a> helps you maintain accurate records, avoid financial surprises, and build trust in your financial reporting.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-leveraging-technology-for-expense-tracking\"><strong>Leveraging technology for expense tracking<\/strong><\/h2>\n\n\n\n<p>Technology has made expense tracking faster, easier, and more reliable than ever before.<\/p>\n\n\n\n<p>Here are two powerful ways to streamline your process:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-1-mobile-applications\"><strong>1. Mobile applications<\/strong><\/h3>\n\n\n\n<p>Mobile applications allow you to log expenses on the go.<\/p>\n\n\n\n<p>Simply snap a picture of a receipt, upload it instantly, and you&#8217;re all set.<\/p>\n\n\n\n<p>Many apps automatically categorise expenses and integrate directly with your accounting software, saving you even more time.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-2-cloud-based-solutions\"><strong>2. Cloud-based solutions<\/strong><\/h3>\n\n\n\n<p>Cloud storage and cloud-based accounting tools let you access your financial information securely from anywhere\u2014whether at the office, working from home, or travelling around.<\/p>\n\n\n\n<p>With automatic backups, you never have to worry about losing important financial records due to device failure or loss.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-common-challenges-in-tracking-business-expenses-and-how-to-overcome-them\"><strong>Common challenges in tracking business expenses and how to overcome them<\/strong><\/h2>\n\n\n\n<p>Even with the best operational processes in place, businesses often encounter common challenges when tracking expenses.<\/p>\n\n\n\n<p>Here are some of the most frequent issues to watch out for:<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-procrastination-in-recording-expenses\"><strong>Procrastination in recording expenses<\/strong><\/h3>\n\n\n\n<p>It&#8217;s easy to put off logging receipts when you&#8217;re busy, but procrastination only makes things worse.<\/p>\n\n\n\n<p>Set weekly reminders or use apps that automatically capture and log expenses to stay consistently on track.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-human-error-and-misplacing-receipts\"><strong>Human error and misplacing receipts<\/strong><\/h3>\n\n\n\n<p>Mistakes happen, and receipts can easily go missing.<\/p>\n\n\n\n<p>Switching to digital solutions that scan and securely store receipts helps reduce the risk of errors\u2014and saves you major headaches down the line.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-inconsistent-expense-categorisation\"><strong>Inconsistent expense categorisation<\/strong><\/h3>\n\n\n\n<p>When different team members categorise expenses inconsistently, it throws off your reporting and financial analysis.<\/p>\n\n\n\n<p>Solve this by creating a standard list of expense categories and offering simple training to ensure everyone&#8217;s on the same page.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-expense-fraud\"><strong>Expense fraud<\/strong><\/h3>\n\n\n\n<p>Unfortunately, fraud can happen in any organisation.<\/p>\n\n\n\n<p>Here are some of the most common types of expense fraud to watch out for:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Fake expenses:<\/strong> submitting receipts for purchases that never occurred.<\/li>\n\n\n\n<li><strong>Double-billing:<\/strong> submitting the same expense more than once for reimbursement.<\/li>\n\n\n\n<li><strong>Personal expenses:<\/strong> claiming non-business expenses as work-related.<\/li>\n\n\n\n<li><strong>Refund reimbursement:<\/strong> requesting reimbursement for items that were later returned.<\/li>\n\n\n\n<li><strong>Inflated expenses:<\/strong> exaggerating the cost of legitimate purchases.<\/li>\n<\/ul>\n\n\n\n<p>To protect your business, establish clear and enforceable expense policies, implement strong internal controls, and conduct regular audits or spot checks.<\/p>\n\n\n\n<p>These steps help you detect fraud early and maintain financial accountability across your organisation.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-build-a-stronger-expense-tracking-process-nbsp\"><strong>Build a stronger expense tracking process&nbsp;<\/strong><\/h2>\n\n\n\n<p>Tracking your business expenses might not be the most exciting part of running a company, but it&#8217;s definitely one of the most important.<\/p>\n\n\n\n<p>It leads to smarter budgeting, better tax preparation, stronger cash flow management, and a lot less stress overall.<\/p>\n\n\n\n<p>Wondering how you&#8217;ll manage it all? You don&#8217;t have to do it alone.<\/p>\n\n\n\n<p>With the right accounting software, business expense tracking becomes easy, fast, and accurate\u2014helping you keep your financial house in order without the headaches.<\/p>\n\n\n\n<p>Ready to get a better handle on your business expenses?<\/p>\n\n\n\n<p>Explore our <a href=\"https:\/\/www.sage.com\/en-gb\/accounting-software\/time-and-expense-management\/\">real-time expense management software<\/a> and take your financial tracking to the next level.<\/p>\n\n\n\n<div class=\"single-cta\">\n\t<div class=\"single-cta__positioner\">\n\t\t<div class=\"single-cta__wrapper has-dark-background-color\">\n\t\t\t<div class=\"single-cta__content\">\n\t\t\t\t\t\t\t\t<h2 class=\"single-cta__title h3\">Get MTD-compliant and claim\u00a0free hi vis<\/h2>\n\n\t\t\t\t\t\t\t\t\t<div class=\"single-cta__description\">\n\t\t\t\t\t\t<p><!-- wp:paragraph --><\/p>\n<p>Sage is showing up for tradies on site and on tax with free MTD software and free hi vis work wear. Get started in minutes and claim your kit.<\/p>\n<p><!-- \/wp:paragraph --><\/p>\n<p><!-- wp:paragraph --><\/p>\n<p><!-- \/wp:paragraph --><\/p>\n\t\t\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t<a\n\t\t\t\t\t\thref=\"https:\/\/www.sage.com\/en-gb\/making-tax-digital\/hi-vis\/\"\n\t\t\t\t\t\tclass=\"single-cta__button button button--primary\"\n\t\t\t\t\t\t\t\t\t\t\t\t\tid=\"cta-id-30202\"\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\tdata-button-location=\"cta_box\"\n\t\t\t\t\t\t\t\t\t\t\t>Claim your PPE<\/a>\n\t\t\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<\/div>\n\n\t\t\t\t\t<img decoding=\"async\" width=\"915\" height=\"640\" src=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2026\/05\/Large-Display.jpg\" class=\"single-cta__image\" alt=\"\" loading=\"lazy\" srcset=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2026\/05\/Large-Display.jpg 915w\" sizes=\"auto, (min-width: 48em) 33vw, 100vw\" \/>\t\t\t<\/div>\n<\/div>\n\n\n\n<p id=\"h-administrative-expenses\"><br><\/p>\n\n\n\n<p><\/p>\n\n<section class=\"more-topics alignfull has-grey-light-background-color wp-block-sage-post-topics\">\n\t<div class=\"container\">\n\t\t<div class=\"row\">\n\t\t\t<div class=\"col col-12 col-lg-4\">\n\t\t\t\t<h3 class=\"more-topics__title h2\">Browse more topics from this article<\/h3>\n\t\t\t<\/div>\n\t\t\t<div class=\"col col-12 col-lg-8\">\n\t\t\t\t<ul class=\"post-tags__list\">\n\t\t\t\t\t\t\t\t\t\t\t<li class=\"post-tags__item\">\n\t\t\t\t\t\t\t<a href=\"https:\/\/www.sage.com\/en-gb\/blog\/tag\/business-costs\/\" class=\"post-tags__link button button--secondary\">\n\t\t\t\t\t\t\t\tBusiness costs\t\t\t\t\t\t\t<\/a>\n\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t\t\t\t\t\t<li class=\"post-tags__item\">\n\t\t\t\t\t\t\t<a href=\"https:\/\/www.sage.com\/en-gb\/blog\/tag\/business-finances\/\" class=\"post-tags__link button button--secondary\">\n\t\t\t\t\t\t\t\tBusiness finances\t\t\t\t\t\t\t<\/a>\n\t\t\t\t\t\t<\/li>\n\t\t\t\t\t\t\t\t\t<\/ul>\n\t\t\t<\/div>\n\t\t<\/div>\n\t<\/div>\n<\/section>\n\n<div class=\"alignfull wp-block-sage-related-posts\">\n\t<section class=\"related-posts card-grid has-dark-background-color\">\n\t<div class=\"container\">\n\t\t\t\t\t<div class=\"row\">\n\t\t\t\t<div class=\"col\">\n\t\t\t\t\t<h2 class=\"related-posts__heading related-posts__heading--featured h1\">Explore more wisdom<\/h2>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\n\t\t\t<div class=\"row related-posts__featured\">\n\t\t\t\t<div class=\"col card-grid__item\">\n\t\t\t\t\t<article\n\t\tclass=\"card-post related-post related-post-0 post-15795 post type-post status-publish format-standard has-post-thumbnail hentry category-money-matters tag-accountant-accounting tag-accountant-automation tag-brexit-business tag-business-finances business_type-small-business business_type-medium-sized-business card-post--is-clickable\"\n>\n\t<div class=\"card-post__media-wrapper\">\n\t\t<figure class=\"card-post__media\">\n\t\t\t\t\t\t\t<img decoding=\"async\" width=\"1440\" height=\"810\" src=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2023\/08\/GettyImages-1325244864-1-1440x810.jpg\" class=\"card-post__image\" alt=\"man in office\" loading=\"lazy\" srcset=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2023\/08\/GettyImages-1325244864-1-684x384.jpg 684w, https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2023\/08\/GettyImages-1325244864-1-768x432.jpg 768w, https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2023\/08\/GettyImages-1325244864-1-1440x810.jpg 1440w\" sizes=\"auto, (min-width: 48em) 250px, (min-width: 30em) 100vw, 100vw\" \/>\t\t\t\n\t\t\t\n\t\t\t\t\t<\/figure>\n\t<\/div>\n\n\t<div class=\"card-post__content\">\n\t\t\t\t\t<div class=\"card-post__label\">Recommended<\/div>\n\t\t\n\t\t\t\t\t<div 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businesses.\n\t\t\t<\/p>\n\t\t\n\t\t\t<\/div>\n\n\t<\/article>\n\t\t\t\t<\/div>\n\t\t\t<\/div>\n\t\t\n\t\t\t\t\t<div class=\"row related-posts__non-featured\">\n\t\t\t\t<div class=\"col col-12\">\n\t\t\t\t\t<h2 class=\"related-posts__heading related-posts__heading--more h4\">More on this Topic<\/h2>\n\t\t\t\t<\/div>\n\n\t\t\t\t\n\t\t\t\t\t<div class=\"col col-6 col-lg-3 card-grid__item\">\n\t\t\t\t\t\t<article\n\t\tclass=\"card-post related-post related-post-1 post-30283 post type-post status-publish format-standard has-post-thumbnail hentry category-strategy-legal-operations tag-business-finances tag-financial-education business_type-small-business business_type-medium-sized-business\"\n>\n\t\t\t<a\n\t\t\tclass=\"card-post__link\"\n\t\t\thref=\"https:\/\/www.sage.com\/en-gb\/blog\/strategic-budgeting\/\"\n\t\t\t\t\t>\n\t\t\t<figure class=\"card-post__media\">\n\t\t\t\t\t\t\t<img decoding=\"async\" width=\"684\" height=\"384\" src=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2023\/09\/GettyImages-944060494-684x384.jpg\" class=\"card-post__image\" alt=\"\" loading=\"lazy\" srcset=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2023\/09\/GettyImages-944060494-684x384.jpg 684w, https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2023\/09\/GettyImages-944060494-768x478.jpg 768w, https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2023\/09\/GettyImages-944060494-1300x810.jpg 1300w\" sizes=\"auto, (min-width: 48em) 250px, (min-width: 30em) 100vw, 100vw\" \/>\t\t\t\n\t\t\t\n\t\t\t\t\t<\/figure>\n\n\t\t\n\t\t\t\t\t<div class=\"card-post__meta\">\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"card-post__meta-text\"><span class=\"posted-on \"><time class=\"entry-date published\" datetime=\"2026-05-27T15:12:53+01:00\">27 May, 2026<\/time><\/span><\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<span 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2026<\/time><\/span><\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"card-post__meta-text\"><span class=\"reading-time\">37 min read<\/span><\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\n\t\t<p class=\"card-post__title h5\">\n\t\t\tHow to fund\u00a0a\u00a0start-up: Top tips from\u00a0Dragons\u2019\u00a0Den\u2019s \u2018best ever pitcher\u2019\u00a0\t\t<\/p>\n\n\t\t\t<\/a>\n\t\n\t\n\t\t\n\t\n\t<\/article>\n\t\t\t\t\t<\/div>\n\t\t\t\t\n\t\t\t\t\t<div class=\"col col-6 col-lg-3 card-grid__item\">\n\t\t\t\t\t\t<article\n\t\tclass=\"card-post related-post related-post-4 post-10198 post type-post status-publish format-audio has-post-thumbnail hentry category-money-matters tag-business-finances tag-circular-economy tag-start-business tag-sound-advice-podcast tag-startup-stories tag-sustainability post_format-post-format-audio business_type-small-business\"\n>\n\t\t\t<a\n\t\t\tclass=\"card-post__link\"\n\t\t\thref=\"https:\/\/www.sage.com\/en-gb\/blog\/sound-advice-start-small-business-mart-drake-knight\/?scroll=1\"\n\t\t\t\t\t>\n\t\t\t<figure class=\"card-post__media\">\n\t\t\t\t\t\t\t<img decoding=\"async\" width=\"684\" height=\"384\" src=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2022\/04\/Blog_Header_Image_22-684x384.jpg\" class=\"card-post__image\" alt=\"Mart Drake-Knight\" loading=\"lazy\" srcset=\"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2022\/04\/Blog_Header_Image_22-684x384.jpg 684w, https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2022\/04\/Blog_Header_Image_22-768x768.jpg 768w, https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2022\/04\/Blog_Header_Image_22-810x810.jpg 810w\" sizes=\"auto, (min-width: 48em) 250px, (min-width: 30em) 100vw, 100vw\" \/>\t\t\t\n\t\t\t\n\t\t\t\t\t<\/figure>\n\n\t\t\n\t\t\t\t\t<div class=\"card-post__meta\">\n\t\t\t\t\t\t\t\t\t<svg role=\"presentation\" aria-hidden=\"true\" focusable=\"false\" width=\"24\" height=\"24\" class=\"card-post__meta-icon svg-icon\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" viewBox=\"0 0 24 24\"><path d=\"M9.75 1.5C8.793 1.5 8 2.293 8 3.25v8.377a.8.8 0 0 0 0 .243v4.38c0 .957.793 1.75 1.75 1.75h5.5c.957 0 1.75-.792 1.75-1.75v-4.377a.8.8 0 0 0 0-.243V3.25c0-.957-.792-1.75-1.75-1.75zm0 1.5h5.5c.147 0 .25.102.25.25V11h-6V3.25c0-.148.102-.25.25-.25m-4.012 7.989a.75.75 0 0 0-.739.761v4.5A4.76 4.76 0 0 0 9.749 21h2v2a.76.76 0 0 0 .216.537.74.74 0 0 0 .534.223.76.76 0 0 0 .535-.223.74.74 0 0 0 .216-.537v-2h2A4.76 4.76 0 0 0 20 16.25v-4.5a.76.76 0 0 0-.216-.537.74.74 0 0 0-.535-.223.75.75 0 0 0-.75.76v4.5a3.24 3.24 0 0 1-3.25 3.25h-5.5a3.24 3.24 0 0 1-3.25-3.25v-4.5a.755.755 0 0 0-.469-.707.8.8 0 0 0-.293-.055zM9.5 12.5h6v3.75c0 .147-.102.25-.25.25h-5.5a.24.24 0 0 1-.25-.25zm3 1a.997.997 0 0 0-1 1 .997.997 0 0 0 1 1 .997.997 0 0 0 1-1 .997.997 0 0 0-1-1\" \/><\/svg>\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"card-post__meta-text\"><span class=\"posted-on \"><time class=\"entry-date published\" datetime=\"2026-05-20T17:00:12+01:00\">20 May, 2026<\/time><\/span><\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<span class=\"card-post__meta-text\"><span class=\"reading-time\">36 min read<\/span><\/span>\n\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\n\t\t<p class=\"card-post__title h5\">\n\t\t\tHow small\u00a0start-ups can take shape with little money and a big idea\u00a0\t\t<\/p>\n\n\t\t\t<\/a>\n\t\n\t\n\t\t\n\t\n\t<\/article>\n\t\t\t\t\t<\/div>\n\t\t\t\t\t\t\t<\/div>\n\t\t\t<\/div>\n<\/section>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Wondering how to keep track of business expenses? Understanding why it&#8217;s important\u2014and following a few best practices\u2014will help you manage the process smoothly and keep your finances on track.<\/p>\n","protected":false},"author":1911,"featured_media":11526,"menu_order":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_sage_video":false,"post_featured_image_hide":false,"sage_hide_published_date":false,"sage_hide_read_time":false,"sage_hide_share_buttons":false,"footnotes":""},"categories":[6],"tags":[197,135],"business_type":[4,3],"lilypad":[],"context":[],"industry":[],"persona":[71,73,74,75],"imagine_tag":[271],"coauthors":[752],"class_list":["post-30044","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-money-matters","tag-business-costs","tag-business-finances","business_type-small-business","business_type-medium-sized-business"],"sage_meta":{"region":"en-gb","author_name":"Laurence Matone","featured_image":"https:\/\/www.sage.com\/en-gb\/blog\/wp-content\/uploads\/sites\/10\/2022\/04\/GettyImages-642293271.jpg","imagine_tags":{"271":"Accounts payable"}},"distributor_meta":false,"distributor_terms":false,"distributor_media":false,"distributor_original_site_name":"Sage Advice UK","distributor_original_site_url":"https:\/\/www.sage.com\/en-gb\/blog","push-errors":false,"_links":{"self":[{"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/posts\/30044","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/users\/1911"}],"replies":[{"embeddable":true,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/comments?post=30044"}],"version-history":[{"count":2,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/posts\/30044\/revisions"}],"predecessor-version":[{"id":30208,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/posts\/30044\/revisions\/30208"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/media\/11526"}],"wp:attachment":[{"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/media?parent=30044"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/categories?post=30044"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/tags?post=30044"},{"taxonomy":"business_type","embeddable":true,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/business_type?post=30044"},{"taxonomy":"lilypad","embeddable":true,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/lilypad?post=30044"},{"taxonomy":"context","embeddable":true,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/context?post=30044"},{"taxonomy":"industry","embeddable":true,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/industry?post=30044"},{"taxonomy":"persona","embeddable":true,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/persona?post=30044"},{"taxonomy":"imagine_tag","embeddable":true,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/imagine_tag?post=30044"},{"taxonomy":"author","embeddable":true,"href":"https:\/\/www.sage.com\/en-gb\/blog\/api\/wp\/v2\/coauthors?post=30044"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}