Find answers to our most frequently asked questions. Use the search function to filter your results.
How does Expensemate work?
We are a business expense management software package linked to a prepaid Mastercard®, enabling hassle-free management of company expenses. Increase visibility and control over expenditure, remove manual expense reports and eliminate administrative complexity – we will revolutionise finance in your business.
We work in parallel with your existing systems, focused solely on improving the management of business expenses.
Would Expensemate work in my business?
We have created a product for businesses who struggle to maintain control over company expenditure and want to empower their employees to focus on what matters.
How does Expensemate benefit smaller businesses?
For smaller business who are concerned about losing control while they scale up, we help business decision-makers to proactively monitor spend, review transactions on the go saving hours on admin. You can also apply for a credit* account.
How does Expensemate benefit larger organisations?
For medium and larger sized organisation who wish to improve efficiency, we can issue cards to every employee without fear, digitally allocate expenses to management for approval, track spending to relevant cost centres and integrate data directly into accounting software packages.
How much does Expensmate cost?
We have the option of a few simple plans, built to suit your business. We place a strong emphasis on creating ethical partnerships where everyone wins.
Our pre-payment account plan, known as Essential, has a £7 per month subscription fee per card user with no additional on-going fees.
Our Evolve product has all the same features as Essential and includes credit* terms on your account, for £7 per month subscription for each card user, plus a finance fee dependent on the number of days credit* required.
Please view our pricing page for more detailed information on our packages, including the Enterprise solution for larger organisations.
Where can I use Expensemate cards?
Accepted by more than 30 million merchants worldwide, where Mastercard is accepted. Our prepaid Mastercard® supports in-store payments, contactless transactions, chip and pin and online purchases.
Prepaid cards work like a debit or credit card, you just need an available balance on your account to make a transaction.
You can set limits and restrictions on the card and proactively monitor spend. Once a transaction is completed, the users receive a push notification to capture their receipt. The expenses are sent real-time to management for approval and to the finance department for reconciliation, turning expense management into a breeze.
What level of support do I get with Expensmate?
Our product aims to make handling your expenses hassle-free, so our customer support team are only a call away, on hand to answer any queries quickly and effectively.
Technology with a human touch.
Can Expensmate Cards be used at ATMs?
No. Expensemate cards are designed to allow business owners to control company expenditure and empower employee spending, traceless cash is not part of this system.
Do I still need to hold onto paper receipts?
No, with Expensemate there is no need to keep hold of your paper receipts. Once you have captured a digital copy of your receipt we store all your transactional data securely in the cloud, which can then be accessed and exported easily via our web portal.
Do I still need to complete expense reports?
No, with Expensemate your expense reports will be completed automatically.
On completion of a transaction, information is sent directly to the Expensemate software. All the user must do is capture their receipt and add some additional context where appropriate, management can then approve or decline expenses and the finance department can reconcile seamlessly.
Expense data can be edited retrospectively by the finance department at any time within the Expensemate portal and all transactions can be exported to a csv to report, ready for an automated look-up from your accounting software.
How long do receipts stay in the cloud?
To ensure HMRC compliance, your receipts are stored securely in the cloud for 7 years. These receipts can be accessed via the Expensemate Portal which creates a centralised repository for all your expense data, enabling you to access and export information at any time.
Will Expensemate work with my Accounting software?
Yes, Expensemate is designed to integrate into various software packages. Simply export enriched statement data from our software into a csv format and import into your accounting package.
Is Expensemate a credit card?
No, Expensemate is a Prepaid Mastercard. However, we can offer credit* on your Expensemate account, meaning you reimburse us for funds that we have pre-loaded onto your account.
How do I apply for credit?
If you wish to apply for credit on your account with Expensemate, you will be subject to a credit check. In order to do so, we will need to gather the following information from your business: name, registration number, address, trading address (if applicable), length of trading, amount of credit required and payment terms. Details of which can be found on our Evolve application form.
Please note; we will use the information provided with a third-party credit reference agency and/or credit insurer in order to obtain and support the credit limit, all agreements will be held between Expensemate and the relevant recipient, and that Expensemate can only offer credit terms to body corporates, and not sole traders or unincorporated partnerships
Who can have cards?
With Expensemate you can empower the whole organisation by issuing cards to anyone ranging from management through to contractors and temporary staff (aged over 18 years and a UK resident). In addition, we can create non-normative cards for departments, vehicles and projects with the condition that they are tied to an appointed administrator.
What phones is the app compatible with?
Expensemate is compatible with Android version 5.0 and iOS version 9.0 and above.
Trust & Security
Where is my money held?
Any funds deposited by Pre-Payment customers, are held as separate funds in the Expensemate business bank account tied to broader the Rix Group. The Rix Group has over 140 years trading history, an annual turnover of over £500 million pounds and a net worth of over £80 million. It is important to note that that we, The Rix Group, do not lend or take any risks with your money.
At any point, if you wish to reclaim funds from your available balance, you are entitled to do so. This process will take a maximum of 7 days after an application to ensure any pending transactions are cleared.
The Rix Group transfers funds to PSI-Pay Ltd who are responsible for the issuing of e-money on the pre-paid cards. PSI-Pay Ltd ring-fence customer funds in a segregated PSI-Pay Ltd account to safeguard them.
Is my data safe with Expensemate?
We transfer data between systems using a secure SSL connection (SHA-256 with RSA Encryption) to protect your personal information. When your data is stored in our databases it is encrypted, monitored with state-of-the-art electronic surveillance and protected with multi-factor access control systems.
Are there any additional fees and limits?
We believe in fair and sustainable pricing. Please view our fees and limits page for further clear and transparent information.
What hours can I call Expensemate?
The main body of our customer support team works standard office hours between 8:30am - 5:00pm Monday - Friday. Call us on 01482 386666
For card security queries out of standard office hours please call 0203 409 2523.
Can I expect to speak to the same person every time I call?
Each account is allocated an account manager, enabling you to build a strong and trusted relationship with one of our support team. Simply ask for them when you call through and we will put you in contact right away. Should they not be available, we will call you back or you can speak to another member of the team.
Get started with Expensemate today
Sign-up for a 30-day free trial and start experiencing hassle-free business expenses today.