Expenses & mileage
Expenses without the shoebox of receipts
Employees photograph a receipt and the details read themselves in. Approvals follow your rules, mileage is calculated properly, and budgets stay in view.
Free for early customers — no credit card required.
Expense claims are everyone’s least favourite job
Crumpled receipts appear weeks late, spreadsheets don’t match the pile, approvals happen in corridors, and finance reconstructs the story at month end. Meanwhile nobody can say what a location has actually spent. TeamZap captures expenses at the moment they happen and moves them through approval without the paper chase.
Snap it, and the details type themselves
Photograph a receipt in the app and TeamZap’s receipt scanning reads the merchant, date and amount into the claim. Employees confirm, categorise and submit in under a minute — while duplicate detection quietly catches the same receipt submitted twice.
Receipt scanning (OCR)
Details are extracted from the photo — less typing, fewer errors, originals stored alongside.
Mileage claims done right
Journey-based mileage with your configured rates — consistent and effortless.
Approvals and budgets that follow your rules
Claims route to the right approver automatically, policies set what needs receipts or extra sign-off, and budgets per category or cost centre show spend as it happens — not at month end.
Approval chains
Simple one-step or multi-level approval — you decide who signs off what.
Budgets & policies
Spending limits and policy checks applied at submission, with running budget visibility.
Who it helps
For employees
Ten seconds with a phone camera instead of a monthly spreadsheet ritual — and faster reimbursement.
For managers
Approvals arrive with the receipt attached and policy already checked. One tap and done.
For your business
Real-time spend visibility, receipts stored against every claim, duplicates caught automatically.
Frequently asked questions
How does receipt scanning work?
The employee photographs the receipt; TeamZap extracts merchant, date and amount automatically. The image is stored with the claim, and the employee confirms the details before submitting.
Can we set our own mileage rates?
Yes — configure your rates and TeamZap calculates each journey claim consistently.
Who approves expenses?
You define the approval chain — a single manager or multiple levels, with policies deciding what needs extra sign-off.
TeamZap is AI-powered workforce-management software from Edinburgh, UK — this page covers its expenses & mileage capability for shift-based businesses. TeamZap is free for early customers during its introductory period.
Ready to run your team like clockwork?
TeamZap is free for early customers during our introductory period — with everything included and no payment card required.
Free while we build with early customers — join while the introductory period is open.