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Excel moved teams from batch processing to interactive analysis and created FP&A. AI now moves finance from backward-looking reporting to augmented decisioning – where choices are made, not weeks after close.",[888],{"type":115,"attrs":889},{"color":890},"#111418",{"type":97,"attrs":892,"content":893},{"textAlign":17},[894],{"text":895,"type":88,"marks":896},"That shift is now possible. Real‑time data, cloud ERPs, and AI compress month‑end into a continuous close. Variance analysis goes live. Forecasts update as signals change. Accounting and FP&A run as a single, always‑on cycle.",[897],{"type":115,"attrs":898},{"color":890},{"type":97,"attrs":900,"content":901},{"textAlign":17},[902],{"text":903,"type":88,"marks":904},"This is the new operating model for finance – forward‑looking by default, embedded where decisions happen, and measured by impact, not report volume.",[905],{"type":115,"attrs":906},{"color":890},{"type":97,"attrs":908,"content":909},{"textAlign":17},[910],{"text":911,"type":88,"marks":912},"At Spendesk, agentic AI is unlocking a new category for finance teams.",[913],{"type":115,"attrs":914},{"color":890},{"type":97,"attrs":916,"content":917},{"textAlign":17},[918,923,930,935],{"text":919,"type":88,"marks":920},"We call it SP&A (Spend Planning & Analysis): the discipline that turns everyday spend decisions into strategic advantages. 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Stop spending blindly and start spending smarter.",[1214],{"type":115,"attrs":1215},{"color":949},{"type":97,"attrs":1217,"content":1218},{"textAlign":17},[1219],{"text":1220,"type":88,"marks":1221},"We're defining this category now because we have the data, the positioning, and the vision to do it right. And because the window won't stay open forever.",[1222],{"type":115,"attrs":1223},{"color":949},{"type":97,"attrs":1225,"content":1226},{"textAlign":17},[1227,1232],{"text":1190,"type":88,"marks":1228},[1229,1231],{"type":115,"attrs":1230},{"color":949},{"type":929},{"text":1233,"type":88,"marks":1234}," This is the future of finance. 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SP&A delivers real-time spend intelligence where decisions happen—helping teams work better and spend smarter. Learn more.",[1307],{"_uid":1308,"items":1309,"heading":1356,"reverse":14,"component":1374,"sectionSettings":1375},"e2996bc4-f4dc-4eca-b4f2-15aa6a5cfb51",[1310,1320,1329,1338,1347],{"_uid":1311,"title":1312,"component":1313,"description":1314},"af0954ae-d8fe-43c1-9822-2869fd84d835","What is spend management?","faqItem",{"type":79,"content":1315},[1316],{"type":97,"content":1317},[1318],{"text":1319,"type":88},"Spend management is the end-to-end process companies use to control, approve and reconcile business spending across cards, invoices and expenses. 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Spendesk maps analytical codes and expense accounts automatically, pushes journal entries to the accounting ledger, and stores receipt images alongside transactions so finance teams reduce manual data entry and speed month-end close.",{"_uid":1339,"title":1340,"component":1313,"description":1341},"49c027d6-e3eb-46a4-8bdc-3f280913498f","Can Spendesk automate expense reports?",{"type":79,"content":1342},[1343],{"type":97,"content":1344},[1345],{"text":1346,"type":88},"Spendesk automates expense reporting by capturing receipts in the mobile app, matching them to card transactions, and generating ready-to-export expense reports. Spendesk routes approvals via configurable workflows, attaches scanned receipts to each transaction, and applies VAT and expense codes automatically so finance teams close expense cycles faster and eliminate manual reconciliation.",{"_uid":1348,"title":1349,"component":1313,"description":1350},"d75893b8-d15a-4dff-978a-480d472c19c9","Do Spendesk virtual cards have spending controls?",{"type":79,"content":1351},[1352],{"type":97,"content":1353},[1354],{"text":1355,"type":88},"Spendesk virtual cards include per-card and per-transaction limits, merchant and category restrictions, single-use options, and expiration controls to prevent unauthorized spending. Spendesk lets finance teams set instant card controls, freeze cards in real time, and pre-approve vendors to ensure compliance with budgets while keeping online purchases secure and auditable.",[1357],{"cta":1358,"_uid":1359,"title":1360,"eyebrow":1367,"subtitle":1370,"component":82,"textAlign":18,"sectionSettings":1373,"breakLineOnMobile":14,"subtitleLeftBorder":14,"customTitleFontSize":18},[],"85bae478-e2c1-409d-8dc8-4e3df6164c24",{"type":79,"content":1361},[1362],{"type":82,"attrs":1363,"content":1364},{"level":490},[1365],{"text":1366,"type":88},"FAQ",{"type":79,"content":1368},[1369],{"type":97},{"type":79,"content":1371},[1372],{"type":97},[],"faqSection",[1376],{"_uid":1377,"hide":14,"theme":150,"anchorId":18,"component":151,"spacingTop":18,"hideOnDevices":1378,"spacingBottom":18,"floatingImages":1379,"variableOverrides":1380},"89d828aa-89e4-49cb-90f2-083f91e0b52d",[],[],[],"spend-planning-analysis","blog/spend-planning-analysis",1230,[],176386517,"fd200a54-e038-48d0-a238-8a3459d71c06","2025-11-28T16:23:56.549Z",[],[1390,1391,1392],{"path":1382,"name":17,"lang":817,"published":17},{"path":1382,"name":17,"lang":819,"published":17},{"path":1382,"name":17,"lang":821,"published":17},{"name":1394,"created_at":1395,"published_at":799,"updated_at":1396,"id":1397,"uuid":1398,"content":1399,"slug":3067,"full_slug":3068,"sort_by_date":17,"position":3069,"tag_list":3070,"is_startpage":14,"parent_id":1385,"meta_data":17,"group_id":3072,"first_published_at":3073,"release_id":17,"lang":813,"path":17,"alternates":3074,"default_full_slug":3068,"translated_slugs":3075,"_stopResolving":58},"HMRC travel expenses: business travel & tax in the UK","2022-10-24T16:32:20.304Z","2026-03-12T10:47:34.794Z",208785699,"3e97df7f-bec4-496a-b52e-e04e1cff1edc",{"_uid":1400,"roles":1401,"title":1420,"author":1421,"topics":1464,"content":1485,"noIndex":14,"category":3044,"language":3053,"component":1274,"heroMedia":3054,"sidebarCta":3062,"publishedAt":3063,"readingTime":3064,"redirectUrl":18,"listingImage":3065,"metaDescription":3066},"756f7af3-6fa0-4410-aa26-545cd11b61c6",[1402],{"name":1403,"created_at":1404,"published_at":799,"updated_at":1405,"id":1406,"uuid":1407,"content":1408,"slug":1410,"full_slug":1411,"sort_by_date":17,"position":1276,"tag_list":1412,"is_startpage":14,"parent_id":810,"meta_data":17,"group_id":1413,"first_published_at":1414,"release_id":17,"lang":813,"path":17,"alternates":1415,"default_full_slug":1411,"translated_slugs":1416,"_stopResolving":58},"Financial Controller","2024-11-14T16:28:28.920Z","2026-03-12T10:48:03.955Z",579107717,"ef8ab7b7-f3c6-41c4-8363-45848989042c",{"_uid":1409,"name":1403,"component":805},"8ee7bc5e-ac5d-48c5-8424-e446196b1d39","financial-controller","blog/role/financial-controller",[],"95642eaf-2539-4d06-bbba-8fc9ba64af2b","2024-11-14T16:29:42.813Z",[],[1417,1418,1419],{"path":1411,"name":17,"lang":817,"published":17},{"path":1411,"name":17,"lang":819,"published":17},{"path":1411,"name":17,"lang":821,"published":17},"HMRC travel expenses: A guide for business travel & tax",{"name":1422,"created_at":1423,"published_at":799,"updated_at":1424,"id":1425,"uuid":1426,"content":1427,"slug":1454,"full_slug":1455,"sort_by_date":17,"position":847,"tag_list":1456,"is_startpage":14,"parent_id":849,"meta_data":17,"group_id":1457,"first_published_at":1458,"release_id":17,"lang":813,"path":17,"alternates":1459,"default_full_slug":1455,"translated_slugs":1460,"_stopResolving":58},"Chris Dunne","2024-11-25T19:47:17.907Z","2026-03-12T10:48:04.132Z",584506034,"ced1d806-6e64-42d6-8b0f-d708ebbdbbfa",{"_uid":830,"links":1428,"picture":1437,"lastName":1441,"component":837,"firstName":1442,"description":1443},[1429],{"tag":18,"_uid":1430,"hide":14,"icon":1431,"link":1435,"type":18,"label":18,"style":61,"component":62,"mobileLabel":18,"onClickEvent":18,"openInANewTab":58,"horizontalFill":14},"74ed5df6-6607-44c9-8870-23a2db0b8f4a",{"id":1432,"alt":18,"name":18,"focus":18,"title":18,"source":18,"filename":1433,"copyright":18,"fieldtype":19,"meta_data":1434,"is_external_url":14},4129791,"https://a.storyblok.com/f/146026/x/315bd7d0c7/ic_linkedin.svg",{},{"id":18,"url":1436,"linktype":548,"fieldtype":52,"cached_url":1436},"https://www.linkedin.com/in/chrisdunne4/",{"id":1438,"alt":18,"name":18,"focus":18,"title":18,"source":18,"filename":1439,"copyright":18,"fieldtype":19,"meta_data":1440,"is_external_url":14},18695910,"https://a.storyblok.com/f/146026/349x349/9150c24a43/chris-dunne.jpg",{},"Dunne","Chris",{"type":79,"content":1444},[1445],{"type":97,"attrs":1446,"content":1447},{"textAlign":17},[1448],{"text":1449,"type":88,"marks":1450},"Chris Dunne is our Senior Content Marketing Manager. Based in Derry, he brings over 15 years of marketing experience to our content strategy. Outside of work, Chris loves spending time with his two young children, playing football, and exploring Ireland. ",[1451],{"type":115,"attrs":1452},{"color":1453},"#3D3929","chris-dunne","blog/author/chris-dunne",[],"62a23d5f-cd56-4dee-91e3-5642f66fa78c","2024-11-25T20:08:58.249Z",[],[1461,1462,1463],{"path":1455,"name":17,"lang":817,"published":17},{"path":1455,"name":17,"lang":819,"published":17},{"path":1455,"name":17,"lang":821,"published":17},[1465],{"name":1466,"created_at":1467,"published_at":799,"updated_at":1468,"id":1469,"uuid":1470,"content":1471,"slug":1474,"full_slug":1475,"sort_by_date":17,"position":1476,"tag_list":1477,"is_startpage":14,"parent_id":872,"meta_data":17,"group_id":1478,"first_published_at":1479,"release_id":17,"lang":813,"path":17,"alternates":1480,"default_full_slug":1475,"translated_slugs":1481,"_stopResolving":58},"Business travel spend","2022-10-19T17:57:52.426Z","2026-03-12T10:47:23.148Z",206171412,"f02d590f-28a6-4bed-9af7-ba56618838d4",{"_uid":1472,"name":1473,"component":805},"f4f9204a-f68c-4130-90e6-fe871d851d46","Business travel","business-travel-spend","blog/topic/business-travel-spend",-160,[],"7ee99d5b-b4ea-48cf-8744-9f4844a8319b","2022-11-02T15:24:52.136Z",[],[1482,1483,1484],{"path":1475,"name":17,"lang":817,"published":17},{"path":1475,"name":17,"lang":819,"published":17},{"path":1475,"name":17,"lang":821,"published":17},{"type":79,"content":1486},[1487,1507,1515,1561,1580,1585,1593,1628,1661,1669,1677,1685,1707,1779,1787,1795,1808,1814,1825,1831,1839,1857,1865,1873,1909,1928,1936,1944,1977,1990,2087,2100,2108,2116,2124,2177,2185,2193,2201,2209,2234,2242,2256,2264,2272,2280,2297,2346,2368,2401,2426,2439,2447,2466,2488,2511,2519,2532,2540,2548,2556,2579,2587,2595,2603,2611,2619,2661,2683,2697,2702,2707,2729,2737,2772,2780,2797,2805,2827,2863,2871,2879,2898,2934,2942,2948,2953],{"type":97,"attrs":1488,"content":1489},{"textAlign":17},[1490,1496,1502],{"text":1491,"type":88,"marks":1492},"Corporate travel has developed a love/hate reputation. For employees, it's exciting to get out of the office and change up the routine. For employers, travel is a key driver of growth. ",[1493],{"type":115,"attrs":1494},{"color":1495},"rgb(0, 0, 0)",{"text":1497,"type":88,"marks":1498},"Meeting prospects and clients in person is still incredibly effective",[1499,1501],{"type":115,"attrs":1500},{"color":1495},{"type":929},{"text":1503,"type":88,"marks":1504},", even if it feels a little old-fashioned.",[1505],{"type":115,"attrs":1506},{"color":1495},{"type":97,"attrs":1508,"content":1509},{"textAlign":17},[1510],{"text":1511,"type":88,"marks":1512},"So there's plenty to love. ",[1513],{"type":115,"attrs":1514},{"color":1495},{"type":97,"attrs":1516,"content":1517},{"textAlign":17},[1518,1523,1530,1535,1546,1550,1556],{"text":1519,"type":88,"marks":1520},"And yet, ",[1521],{"type":115,"attrs":1522},{"color":1495},{"text":1524,"type":88,"marks":1525},"managing",[1526,1528],{"type":115,"attrs":1527},{"color":1495},{"type":1529},"italic",{"text":1531,"type":88,"marks":1532}," travel - and especially travel ",[1533],{"type":115,"attrs":1534},{"color":1495},{"text":1536,"type":88,"marks":1537},"expenses",[1538,1544],{"type":1539,"attrs":1540},"link",{"href":1541,"uuid":1542,"anchor":17,"target":1543,"linktype":51},"/expense-management-software","1c9f0a4a-55a7-46a3-aa93-4bd1ac73c52a","_self",{"type":115,"attrs":1545},{"color":1495},{"text":931,"type":88,"marks":1547},[1548],{"type":115,"attrs":1549},{"color":1495},{"text":1551,"type":88,"marks":1552},"–",[1553],{"type":115,"attrs":1554},{"color":1555},"#1F1F1F",{"text":1557,"type":88,"marks":1558}," is nobody's idea of a good time. Particularly when the rules and regulations from HMRC aren't clear to everyone.",[1559],{"type":115,"attrs":1560},{"color":1495},{"type":97,"attrs":1562,"content":1563},{"textAlign":17},[1564,1569,1575],{"text":1565,"type":88,"marks":1566},"So to help, we've put together this ",[1567],{"type":115,"attrs":1568},{"color":1495},{"text":1570,"type":88,"marks":1571},"guide to travel expenses for UK businesses",[1572,1574],{"type":115,"attrs":1573},{"color":1495},{"type":929},{"text":1576,"type":88,"marks":1577},". Once you understand what HMRC expects (and therefore what you need to do), managing travel doesn't feel quite so painful.",[1578],{"type":115,"attrs":1579},{"color":1495},{"type":97,"attrs":1581,"content":1582},{"textAlign":17},[1583],{"text":1584,"type":88},"Now, let's start with the obvious question.",{"type":82,"attrs":1586,"content":1587},{"level":490,"textAlign":17},[1588],{"text":1589,"type":88,"marks":1590},"What are travel expenses?",[1591],{"type":115,"attrs":1592},{"color":1495},{"type":97,"attrs":1594,"content":1595},{"textAlign":17},[1596,1601,1607,1612,1623],{"text":1597,"type":88,"marks":1598},"As the name suggests, ",[1599],{"type":115,"attrs":1600},{"color":1495},{"text":1602,"type":88,"marks":1603},"travel expenses are company expenses incurred while travelling",[1604,1606],{"type":115,"attrs":1605},{"color":1495},{"type":929},{"text":1608,"type":88,"marks":1609},". These include transport costs, meals, and ",[1610],{"type":115,"attrs":1611},{"color":1495},{"text":1613,"type":88,"marks":1614},"vehicle mileage",[1615,1618,1621],{"type":1539,"attrs":1616},{"href":1617,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/en-eu/blog/mileage-allowance-hmrc/",{"type":115,"attrs":1619},{"color":1620},"rgb(0, 0, 238)",{"type":1622},"underline",{"text":1624,"type":88,"marks":1625},", among others.",[1626],{"type":115,"attrs":1627},{"color":1495},{"type":97,"attrs":1629,"content":1630},{"textAlign":17},[1631,1636,1645,1650,1656],{"text":1632,"type":88,"marks":1633},"And as with all legitimate ",[1634],{"type":115,"attrs":1635},{"color":1495},{"text":1637,"type":88,"marks":1638},"business expenses",[1639,1643],{"type":1539,"attrs":1640},{"href":1641,"uuid":1642,"anchor":17,"target":1543,"linktype":51},"/business-expense-cards","73ff0017-620a-491e-88a2-e14a86be013a",{"type":115,"attrs":1644},{"color":1495},{"text":1646,"type":88,"marks":1647},", companies may be able to claim tax relief on these costs. If it meets all of the correct requirements, ",[1648],{"type":115,"attrs":1649},{"color":1495},{"text":1651,"type":88,"marks":1652},"business travel is normally free from tax",[1653,1655],{"type":115,"attrs":1654},{"color":1495},{"type":929},{"text":1657,"type":88,"marks":1658},".",[1659],{"type":115,"attrs":1660},{"color":1495},{"type":97,"attrs":1662,"content":1663},{"textAlign":17},[1664],{"text":1665,"type":88,"marks":1666},"So both for companies and individual employees, it makes fiscal sense to track and claim tax relief on business trips.",[1667],{"type":115,"attrs":1668},{"color":1495},{"type":1007,"attrs":1670},{"id":1671,"body":1672},"55dab37a-d432-4c91-a59b-a363dd6bddb0",[1673],{"_uid":1674,"html":1675,"component":1676},"i-4e08c82e-c04d-4eaa-a4ce-f612a2c3bc20","\u003C!--HubSpot Call-to-Action Code -->\u003Cspan class=\"hs-cta-wrapper\" id=\"hs-cta-wrapper-9bd0c073-d538-46b3-842f-0cfcc67d3835\">\u003Cspan class=\"hs-cta-node hs-cta-9bd0c073-d538-46b3-842f-0cfcc67d3835\" id=\"hs-cta-9bd0c073-d538-46b3-842f-0cfcc67d3835\">\u003C!--[if lte IE 8]>\u003Cdiv id=\"hs-cta-ie-element\">\u003C/div>\u003C![endif]-->\u003Ca href=\"https://cta-redirect.hubspot.com/cta/redirect/2694209/9bd0c073-d538-46b3-842f-0cfcc67d3835\" >\u003Cimg class=\"hs-cta-img\" id=\"hs-cta-img-9bd0c073-d538-46b3-842f-0cfcc67d3835\" style=\"border-width:0px;\" height=\"375\" width=\"750\" src=\"https://no-cache.hubspot.com/cta/default/2694209/9bd0c073-d538-46b3-842f-0cfcc67d3835.png\"  alt=\"New call-to-action\"/>\u003C/a>\u003C/span>\u003Cscript charset=\"utf-8\" src=\"https://js.hscta.net/cta/current.js\">\u003C/script>\u003Cscript type=\"text/javascript\"> hbspt.cta.load(2694209, '9bd0c073-d538-46b3-842f-0cfcc67d3835', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); \u003C/script>\u003C/span>\u003C!-- end HubSpot Call-to-Action Code -->","embed",{"type":82,"attrs":1678,"content":1679},{"level":490,"textAlign":17},[1680],{"text":1681,"type":88,"marks":1682},"HMRC travel expenses: The basics",[1683],{"type":115,"attrs":1684},{"color":1495},{"type":97,"attrs":1686,"content":1687},{"textAlign":17},[1688,1693,1702],{"text":1689,"type":88,"marks":1690},"HMRC may provide tax relief if costs fall into ",[1691],{"type":115,"attrs":1692},{"color":1495},{"text":1694,"type":88,"marks":1695},"the following categories",[1696,1699,1701],{"type":1539,"attrs":1697},{"href":1698,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.gov.uk/tax-relief-for-employees/travel-and-overnight-expenses",{"type":115,"attrs":1700},{"color":1620},{"type":1622},{"text":1703,"type":88,"marks":1704},":",[1705],{"type":115,"attrs":1706},{"color":1495},{"type":101,"content":1708},[1709,1719,1729,1739,1749,1759,1769],{"type":104,"content":1710},[1711],{"type":97,"attrs":1712,"content":1713},{"textAlign":17},[1714],{"text":1715,"type":88,"marks":1716},"Public transport costs",[1717],{"type":115,"attrs":1718},{"color":1495},{"type":104,"content":1720},[1721],{"type":97,"attrs":1722,"content":1723},{"textAlign":17},[1724],{"text":1725,"type":88,"marks":1726},"Hotel accommodation if you have to stay overnight",[1727],{"type":115,"attrs":1728},{"color":1495},{"type":104,"content":1730},[1731],{"type":97,"attrs":1732,"content":1733},{"textAlign":17},[1734],{"text":1735,"type":88,"marks":1736},"Food and drink",[1737],{"type":115,"attrs":1738},{"color":1495},{"type":104,"content":1740},[1741],{"type":97,"attrs":1742,"content":1743},{"textAlign":17},[1744],{"text":1745,"type":88,"marks":1746},"Congestion charges and tolls",[1747],{"type":115,"attrs":1748},{"color":1495},{"type":104,"content":1750},[1751],{"type":97,"attrs":1752,"content":1753},{"textAlign":17},[1754],{"text":1755,"type":88,"marks":1756},"Parking fees",[1757],{"type":115,"attrs":1758},{"color":1495},{"type":104,"content":1760},[1761],{"type":97,"attrs":1762,"content":1763},{"textAlign":17},[1764],{"text":1765,"type":88,"marks":1766},"Business phone calls and printing costs",[1767],{"type":115,"attrs":1768},{"color":1495},{"type":104,"content":1770},[1771],{"type":97,"attrs":1772,"content":1773},{"textAlign":17},[1774],{"text":1775,"type":88,"marks":1776},"Mileage",[1777],{"type":115,"attrs":1778},{"color":1495},{"type":97,"attrs":1780,"content":1781},{"textAlign":17},[1782],{"text":1783,"type":88,"marks":1784},"As long as these occur during business travel, the company should be able to claim relief.",[1785],{"type":115,"attrs":1786},{"color":1495},{"type":97,"attrs":1788,"content":1789},{"textAlign":17},[1790],{"text":1791,"type":88,"marks":1792},"So what counts as business travel?",[1793],{"type":115,"attrs":1794},{"color":1495},{"type":97,"attrs":1796,"content":1797},{"textAlign":17},[1798,1803],{"text":1799,"type":88,"marks":1800},"LeeP Financial",[1801],{"type":115,"attrs":1802},{"color":1620},{"text":1804,"type":88,"marks":1805}," shares this handy reference guide for company managers and employees:",[1806],{"type":115,"attrs":1807},{"color":1495},{"type":1007,"attrs":1809},{"id":1671,"body":1810},[1811],{"_uid":1812,"html":1813,"component":1676},"i-9d460f10-e73b-4add-aba4-c5880766d629","\u003Ctable style=\"width: 100%; margin-left: auto; margin-right: auto; border-collapse: collapse; table-layout: fixed; height: 210px; border: 1px solid #99acc2;\">\n\u003Ctbody>\n\u003Ctr style=\"height: 42px;\">\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; text-align: center; padding: 12px; border: 1px solid #99acc2;\">\u003Cspan style=\"text-decoration: underline;\">\u003Cstrong>Deductible\u003C/strong>\u003C/span>\u003C/td>\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; text-align: center; padding: 12px; border: 1px solid #99acc2;\">\u003Cspan style=\"text-decoration: underline;\">\u003Cstrong>Non-deductible\u003C/strong>\u003C/span>\u003C/td>\n\u003C/tr>\n\u003Ctr style=\"height: 42px;\">\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Travel other than commute to and from permanent workplace.\u003C/td>\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Normal commute to and from permanent workplace.\u003C/td>\n\u003C/tr>\n\u003Ctr style=\"height: 42px;\">\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Food and drink on work journeys outside normal commute - actual or day rates.\u003C/td>\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Parking fines, speeding tickets and other penalties.\u003C/td>\n\u003C/tr>\n\u003Ctr style=\"height: 42px;\">\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Overnight accommodation on work journeys.\u003C/td>\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Travel costs not exclusively for work e.g. top up of travel card also used for non-work.\u003C/td>\n\u003C/tr>\n\u003Ctr style=\"height: 42px;\">\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\">Dinner and breakfast when staying overnight.\u003C/td>\n\u003Ctd style=\"width: 50%; background-color: #ffe4dd; height: 42px; padding: 12px; border: 1px solid #99acc2;\"> \u003C/td>\n\u003C/tr>\n\u003C/tbody>\n\u003C/table>",{"type":97,"attrs":1815,"content":1816},{"textAlign":17},[1817,1819,1823],{"text":1818,"type":88},"Part of what makes all this tricky is ",{"text":1820,"type":88,"marks":1821},"the overlap between private and business travel",[1822],{"type":929},{"text":1824,"type":88},". It’s not always clear exactly what counts as each.",{"type":82,"attrs":1826,"content":1828},{"level":1827,"textAlign":17},3,[1829],{"text":1830,"type":88},"Private vs business travel",{"type":97,"attrs":1832,"content":1833},{"textAlign":17},[1834],{"type":175,"attrs":1835},{"id":17,"alt":1836,"src":1837,"title":17,"source":17,"copyright":17,"meta_data":1838},"business-travel-expenses-1","https://get.spendesk.com/hubfs/business-travel-expenses-1.jpg",{},{"type":97,"attrs":1840,"content":1841},{"textAlign":17},[1842,1847,1853],{"text":1843,"type":88,"marks":1844},"The distinction between these two forms of travel is a common cause of confusion. It’s simply ",[1845],{"type":115,"attrs":1846},{"color":1495},{"text":1848,"type":88,"marks":1849},"not always clear cut whether a trip is entirely for personal or business reasons",[1850,1852],{"type":115,"attrs":1851},{"color":1495},{"type":929},{"text":1657,"type":88,"marks":1854},[1855],{"type":115,"attrs":1856},{"color":1495},{"type":97,"attrs":1858,"content":1859},{"textAlign":17},[1860],{"text":1861,"type":88,"marks":1862},"There can easily be portions of a business trip that look like personal travel, and vice versa.",[1863],{"type":115,"attrs":1864},{"color":1495},{"type":97,"attrs":1866,"content":1867},{"textAlign":17},[1868],{"text":1869,"type":88,"marks":1870},"According to HMRC, only two types of travel qualify as 'business' trips:",[1871],{"type":115,"attrs":1872},{"color":1495},{"type":1874,"attrs":1875,"content":1876},"ordered_list",{"order":84},[1877,1893],{"type":104,"content":1878},[1879],{"type":97,"attrs":1880,"content":1881},{"textAlign":17},[1882,1888],{"text":1883,"type":88,"marks":1884},"Journeys employees make in the performance of their duties",[1885,1887],{"type":115,"attrs":1886},{"color":1495},{"type":929},{"text":1889,"type":88,"marks":1890}," (where travel is part of their duties)",[1891],{"type":115,"attrs":1892},{"color":1495},{"type":104,"content":1894},[1895],{"type":97,"attrs":1896,"content":1897},{"textAlign":17},[1898,1904],{"text":1899,"type":88,"marks":1900},"Journeys to or from a place they have to attend",[1901,1903],{"type":115,"attrs":1902},{"color":1495},{"type":929},{"text":1905,"type":88,"marks":1906}," in the performance of their duties (travel to a place where attendance is in the performance of the duties). This usually means visiting a temporary workplace or site outside of their regular commute.",[1907],{"type":115,"attrs":1908},{"color":1495},{"type":97,"attrs":1910,"content":1911},{"textAlign":17},[1912,1917,1923],{"text":1913,"type":88,"marks":1914},"So if travelling ",[1915],{"type":115,"attrs":1916},{"color":1495},{"text":1918,"type":88,"marks":1919},"is",[1920,1922],{"type":115,"attrs":1921},{"color":1495},{"type":1529},{"text":1924,"type":88,"marks":1925}," your job, or if you have to visit a specific location in order to do your job, this is business travel.",[1926],{"type":115,"attrs":1927},{"color":1495},{"type":97,"attrs":1929,"content":1930},{"textAlign":17},[1931],{"text":1932,"type":88,"marks":1933},"It's important to note that 'ordinary commuting' is not counted as business travel.",[1934],{"type":115,"attrs":1935},{"color":1495},{"type":82,"attrs":1937,"content":1938},{"level":490,"textAlign":17},[1939],{"text":1940,"type":88,"marks":1941},"Travel expenses for employers",[1942],{"type":115,"attrs":1943},{"color":1495},{"type":97,"attrs":1945,"content":1946},{"textAlign":17},[1947,1952,1958,1963,1972],{"text":1948,"type":88,"marks":1949},"Employers are ",[1950],{"type":115,"attrs":1951},{"color":1495},{"text":1953,"type":88,"marks":1954},"required to report all travel expenses paid to employees during the year",[1955,1957],{"type":115,"attrs":1956},{"color":1495},{"type":929},{"text":1959,"type":88,"marks":1960},". There are ",[1961],{"type":115,"attrs":1962},{"color":1495},{"text":1964,"type":88,"marks":1965},"exceptions to this rule",[1966,1969,1971],{"type":1539,"attrs":1967},{"href":1968,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.gov.uk/employer-reporting-expenses-benefits/dispensations",{"type":115,"attrs":1970},{"color":1620},{"type":1622},{"text":1973,"type":88,"marks":1974},", such as when you’re paying HMRC’s advisory rates or have obtained a specific exemption.",[1975],{"type":115,"attrs":1976},{"color":1495},{"type":97,"attrs":1978,"content":1979},{"textAlign":17},[1980,1986],{"text":1981,"type":88,"marks":1982},"A few things to keep in mind",[1983,1985],{"type":115,"attrs":1984},{"color":1495},{"type":929},{"text":1703,"type":88,"marks":1987},[1988],{"type":115,"attrs":1989},{"color":1495},{"type":101,"content":1991},[1992,2002,2037,2047],{"type":104,"content":1993},[1994],{"type":97,"attrs":1995,"content":1996},{"textAlign":17},[1997],{"text":1998,"type":88,"marks":1999},"Some expenses, like fuel and meals, have fixed rates. If you repay employees at higher rates, these become earnings (like salary) and are subject to PAYE and National Insurance.",[2000],{"type":115,"attrs":2001},{"color":1495},{"type":104,"content":2003},[2004],{"type":97,"attrs":2005,"content":2006},{"textAlign":17},[2007,2012,2018,2023,2032],{"text":2008,"type":88,"marks":2009},"If you provide extras like transport to employees for ",[2010],{"type":115,"attrs":2011},{"color":1495},{"text":2013,"type":88,"marks":2014},"private travel",[2015,2017],{"type":115,"attrs":2016},{"color":1495},{"type":1529},{"text":2019,"type":88,"marks":2020},", this becomes a benefit and is ",[2021],{"type":115,"attrs":2022},{"color":1495},{"text":2024,"type":88,"marks":2025},"subject to National Insurance",[2026,2029,2031],{"type":1539,"attrs":2027},{"href":2028,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/blog/national-insurance/",{"type":115,"attrs":2030},{"color":1620},{"type":1622},{"text":2033,"type":88,"marks":2034}," as well.",[2035],{"type":115,"attrs":2036},{"color":1495},{"type":104,"content":2038},[2039],{"type":97,"attrs":2040,"content":2041},{"textAlign":17},[2042],{"text":2043,"type":88,"marks":2044},"To be deductible, expenses need to be 'wholly and exclusively incurred' for the purposes of running the business or generating more business.",[2045],{"type":115,"attrs":2046},{"color":1495},{"type":104,"content":2048},[2049],{"type":97,"attrs":2050,"content":2051},{"textAlign":17},[2052,2058,2063,2072,2077,2083],{"text":2053,"type":88,"marks":2054},"But",[2055,2057],{"type":115,"attrs":2056},{"color":1495},{"type":1529},{"text":2059,"type":88,"marks":2060}," this doesn’t mean every aspect of a trip needs to be related to business. ",[2061],{"type":115,"attrs":2062},{"color":1495},{"text":2064,"type":88,"marks":2065},"Bleisure trips",[2066,2069,2071],{"type":1539,"attrs":2067},{"href":2068,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/blog/business-travel-statistics/",{"type":115,"attrs":2070},{"color":1620},{"type":1622},{"text":2073,"type":88,"marks":2074}," are acceptable, but ",[2075],{"type":115,"attrs":2076},{"color":1495},{"text":2078,"type":88,"marks":2079},"only the business part of that trip can be deducted",[2080,2082],{"type":115,"attrs":2081},{"color":1495},{"type":929},{"text":1657,"type":88,"marks":2084},[2085],{"type":115,"attrs":2086},{"color":1495},{"type":97,"attrs":2088,"content":2089},{"textAlign":17},[2090,2095],{"text":2091,"type":88,"marks":2092},"This should be common sense for most businesses. ",[2093],{"type":115,"attrs":2094},{"color":1495},{"text":2096,"type":88,"marks":2097},"You shouldn't have trouble managing travel as long as records are kept and there is a process in place.",[2098],{"type":115,"attrs":2099},{"color":949},{"type":82,"attrs":2101,"content":2102},{"level":490,"textAlign":17},[2103],{"text":2104,"type":88,"marks":2105},"Travel guidelines for employees",[2106],{"type":115,"attrs":2107},{"color":1495},{"type":97,"attrs":2109,"content":2110},{"textAlign":17},[2111],{"text":2112,"type":88,"marks":2113},"You might be able to get a tax refund from HMRC if you had to pay for work travel expenses and your company didn’t pay you back.",[2114],{"type":115,"attrs":2115},{"color":1495},{"type":97,"attrs":2117,"content":2118},{"textAlign":17},[2119],{"text":2120,"type":88,"marks":2121},"To claim tax back for any kind of work expense (including travel), a few conditions must be met:",[2122],{"type":115,"attrs":2123},{"color":1495},{"type":101,"content":2125},[2126,2136,2157,2167],{"type":104,"content":2127},[2128],{"type":97,"attrs":2129,"content":2130},{"textAlign":17},[2131],{"text":2132,"type":88,"marks":2133},"You personally pay for a necessary work cost",[2134],{"type":115,"attrs":2135},{"color":1495},{"type":104,"content":2137},[2138],{"type":97,"attrs":2139,"content":2140},{"textAlign":17},[2141,2146,2152],{"text":2142,"type":88,"marks":2143},"This cost is ",[2144],{"type":115,"attrs":2145},{"color":1495},{"text":2147,"type":88,"marks":2148},"only",[2149,2151],{"type":115,"attrs":2150},{"color":1495},{"type":1529},{"text":2153,"type":88,"marks":2154}," necessary for work",[2155],{"type":115,"attrs":2156},{"color":1495},{"type":104,"content":2158},[2159],{"type":97,"attrs":2160,"content":2161},{"textAlign":17},[2162],{"text":2163,"type":88,"marks":2164},"Your employer doesn’t pay you back",[2165],{"type":115,"attrs":2166},{"color":1495},{"type":104,"content":2168},[2169],{"type":97,"attrs":2170,"content":2171},{"textAlign":17},[2172],{"text":2173,"type":88,"marks":2174},"Your employer doesn’t offer you a suitable alternative",[2175],{"type":115,"attrs":2176},{"color":1495},{"type":97,"attrs":2178,"content":2179},{"textAlign":17},[2180],{"text":2181,"type":88,"marks":2182},"And of course, you also have to pay tax, since this is a tax break.",[2183],{"type":115,"attrs":2184},{"color":1495},{"type":82,"attrs":2186,"content":2187},{"level":1827,"textAlign":17},[2188],{"text":2189,"type":88,"marks":2190},"Claiming travel expenses from home to work",[2191],{"type":115,"attrs":2192},{"color":1495},{"type":97,"attrs":2194,"content":2195},{"textAlign":17},[2196],{"text":2197,"type":88,"marks":2198},"We’ve seen that travel expenses can be claimed if you’re travelling to a place of work. But equally, you can’t claim if your travel counts as commuting. So what’s the core difference?",[2199],{"type":115,"attrs":2200},{"color":1495},{"type":82,"attrs":2202,"content":2203},{"level":1827,"textAlign":17},[2204],{"text":2205,"type":88,"marks":2206},"Permanent vs temporary workplaces",[2207],{"type":115,"attrs":2208},{"color":1495},{"type":97,"attrs":2210,"content":2211},{"textAlign":17},[2212,2218,2223,2229],{"text":2213,"type":88,"marks":2214},"Commuting is the regular travel you make to a permanent workplace",[2215,2217],{"type":115,"attrs":2216},{"color":1495},{"type":929},{"text":2219,"type":88,"marks":2220},". Thus, if you want to claim tax back for work travel, these trips need to be to or from a ",[2221],{"type":115,"attrs":2222},{"color":1495},{"text":2224,"type":88,"marks":2225},"temporary",[2226,2228],{"type":115,"attrs":2227},{"color":1495},{"type":1529},{"text":2230,"type":88,"marks":2231}," workplace.",[2232],{"type":115,"attrs":2233},{"color":1495},{"type":97,"attrs":2235,"content":2236},{"textAlign":17},[2237],{"text":2238,"type":88,"marks":2239},"In most cases, that’s going to be pretty simple. If you’re out on a sales call, going to a conference, or visiting another branch of the company, you’re not going to your permanent workplace.",[2240],{"type":115,"attrs":2241},{"color":1495},{"type":97,"attrs":2243,"content":2244},{"textAlign":17},[2245,2251],{"text":2246,"type":88,"marks":2247},"Another little note",[2248,2250],{"type":115,"attrs":2249},{"color":1495},{"type":929},{"text":2252,"type":88,"marks":2253},": If your travel to a temporary workplace is not really any different from your regular commute (in time, distance, or costs), you can’t claim relief for this either. So if you're heading to a client just down the road, this is probably not going to count. For further details, read the section on \"the 24-month rule\" below.",[2254],{"type":115,"attrs":2255},{"color":1495},{"type":82,"attrs":2257,"content":2258},{"level":490,"textAlign":17},[2259],{"text":2260,"type":88,"marks":2261},"Common causes of confusion",[2262],{"type":115,"attrs":2263},{"color":1495},{"type":97,"attrs":2265,"content":2266},{"textAlign":17},[2267],{"text":2268,"type":88,"marks":2269},"Let’s look now at a few of the most common - and often most confusing - areas for mistakes.",[2270],{"type":115,"attrs":2271},{"color":1495},{"type":82,"attrs":2273,"content":2274},{"level":1827,"textAlign":17},[2275],{"text":2276,"type":88,"marks":2277},"Meals and subsistence rates",[2278],{"type":115,"attrs":2279},{"color":1495},{"type":97,"attrs":2281,"content":2282},{"textAlign":17},[2283,2288,2292],{"text":2284,"type":88,"marks":2285},"Not every single pound, dollar, or euro spent while travelling is going to be reimbursed. That would leave the door open to abuse ",[2286],{"type":115,"attrs":2287},{"color":1495},{"text":1551,"type":88,"marks":2289},[2290],{"type":115,"attrs":2291},{"color":1555},{"text":2293,"type":88,"marks":2294}," Michelin-starred meals and exorbitant bar tabs claimed as ‘business costs’.",[2295],{"type":115,"attrs":2296},{"color":1495},{"type":97,"attrs":2298,"content":2299},{"textAlign":17},[2300,2305,2311,2321,2327,2332,2341],{"text":2301,"type":88,"marks":2302},"To set clear rules and expectations, ",[2303],{"type":115,"attrs":2304},{"color":1495},{"text":2306,"type":88,"marks":2307},"HMRC has provided a list of ",[2308,2310],{"type":115,"attrs":2309},{"color":1495},{"type":929},{"text":2312,"type":88,"marks":2313},"meal allowance rates",[2314,2317,2319,2320],{"type":1539,"attrs":2315},{"href":2316,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/blog/hmrc-meal-allowance-rates/",{"type":115,"attrs":2318},{"color":1620},{"type":929},{"type":1622},{"text":2322,"type":88,"marks":2323}," for different cities and countries",[2324,2326],{"type":115,"attrs":2325},{"color":1495},{"type":929},{"text":2328,"type":88,"marks":2329},". These work like a ",[2330],{"type":115,"attrs":2331},{"color":1495},{"text":2333,"type":88,"marks":2334},"per diem",[2335,2338,2340],{"type":1539,"attrs":2336},{"href":2337,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/glossary/per-diem/",{"type":115,"attrs":2339},{"color":1620},{"type":1622},{"text":2342,"type":88,"marks":2343},", standardised for all UK businesses. And they also include the cost of accommodation.",[2344],{"type":115,"attrs":2345},{"color":1495},{"type":97,"attrs":2347,"content":2348},{"textAlign":17},[2349,2354,2363],{"text":2350,"type":88,"marks":2351},"When ",[2352],{"type":115,"attrs":2353},{"color":1495},{"text":2355,"type":88,"marks":2356},"reimbursing employees",[2357,2360,2362],{"type":1539,"attrs":2358},{"href":2359,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/en-eu/product/expense-reimbursements",{"type":115,"attrs":2361},{"color":1620},{"type":1622},{"text":2364,"type":88,"marks":2365}," for meals, companies have a few options:",[2366],{"type":115,"attrs":2367},{"color":1495},{"type":1874,"attrs":2369,"content":2370},{"order":84},[2371,2381,2391],{"type":104,"content":2372},[2373],{"type":97,"attrs":2374,"content":2375},{"textAlign":17},[2376],{"text":2377,"type":88,"marks":2378},"Use the set amounts allowed by HMRC",[2379],{"type":115,"attrs":2380},{"color":1495},{"type":104,"content":2382},[2383],{"type":97,"attrs":2384,"content":2385},{"textAlign":17},[2386],{"text":2387,"type":88,"marks":2388},"Negotiate another rate with HMRC, if the rates provided don’t meet the company’s needs",[2389],{"type":115,"attrs":2390},{"color":1495},{"type":104,"content":2392},[2393],{"type":97,"attrs":2394,"content":2395},{"textAlign":17},[2396],{"text":2397,"type":88,"marks":2398},"Reimburse employees in full, no matter the cost",[2399],{"type":115,"attrs":2400},{"color":1495},{"type":97,"attrs":2402,"content":2403},{"textAlign":17},[2404,2410,2415,2421],{"text":2405,"type":88,"marks":2406},"Note",[2407,2409],{"type":115,"attrs":2408},{"color":1495},{"type":929},{"text":2411,"type":88,"marks":2412},": If your business opts for the third choice, ",[2413],{"type":115,"attrs":2414},{"color":1495},{"text":2416,"type":88,"marks":2417},"the amount reimbursed will only be tax-free up to the amount allowed by HMRC",[2418,2420],{"type":115,"attrs":2419},{"color":1495},{"type":929},{"text":2422,"type":88,"marks":2423},". So you can reimburse at a higher rate if you choose, but you’ll have to pay tax on the difference.",[2424],{"type":115,"attrs":2425},{"color":1495},{"type":97,"attrs":2427,"content":2428},{"textAlign":17},[2429],{"text":2430,"type":88,"marks":2431},"Read our full article on meal allowance rates here.",[2432,2435,2437,2438],{"type":1539,"attrs":2433},{"href":2434,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://blog.spendesk.com/en/hmrc-meal-allowance-rates",{"type":115,"attrs":2436},{"color":1620},{"type":929},{"type":1622},{"type":82,"attrs":2440,"content":2441},{"level":1827,"textAlign":17},[2442],{"text":2443,"type":88,"marks":2444},"Fuel rates",[2445],{"type":115,"attrs":2446},{"color":1495},{"type":97,"attrs":2448,"content":2449},{"textAlign":17},[2450,2455,2461],{"text":2451,"type":88,"marks":2452},"Alongside meals, ",[2453],{"type":115,"attrs":2454},{"color":1495},{"text":2456,"type":88,"marks":2457},"HMRC has also standardised the amount companies can reimburse employees for fuel tax-free",[2458,2460],{"type":115,"attrs":2459},{"color":1495},{"type":929},{"text":2462,"type":88,"marks":2463},". This reflects the fact that every car has a different expectation of efficiency and that fuel prices fluctuate.",[2464],{"type":115,"attrs":2465},{"color":1495},{"type":97,"attrs":2467,"content":2468},{"textAlign":17},[2469,2474,2483],{"text":2470,"type":88,"marks":2471},"Instead of trying to deal with this on a case-by-case basis, HMRC has assigned ",[2472],{"type":115,"attrs":2473},{"color":1495},{"text":2475,"type":88,"marks":2476},"advisory fuel rates",[2477,2480,2482],{"type":1539,"attrs":2478},{"href":2479,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/blog/hmrc-advisory-fuel-rates/",{"type":115,"attrs":2481},{"color":1620},{"type":1622},{"text":2484,"type":88,"marks":2485}," for company travel. These apply in two cases:",[2486],{"type":115,"attrs":2487},{"color":1495},{"type":1874,"attrs":2489,"content":2490},{"order":84},[2491,2501],{"type":104,"content":2492},[2493],{"type":97,"attrs":2494,"content":2495},{"textAlign":17},[2496],{"text":2497,"type":88,"marks":2498},"When reimbursing employees for work travel done in company cars",[2499],{"type":115,"attrs":2500},{"color":1495},{"type":104,"content":2502},[2503],{"type":97,"attrs":2504,"content":2505},{"textAlign":17},[2506],{"text":2507,"type":88,"marks":2508},"When employees need to repay the company for private travel in a work car",[2509],{"type":115,"attrs":2510},{"color":1495},{"type":97,"attrs":2512,"content":2513},{"textAlign":17},[2514],{"text":2515,"type":88,"marks":2516},"In both cases, advisory fuel rates tell companies and employees how much they should pay or get per mile.",[2517],{"type":115,"attrs":2518},{"color":1495},{"type":97,"attrs":2520,"content":2521},{"textAlign":17},[2522,2524,2530],{"text":2523,"type":88},"Use our ",{"text":2525,"type":88,"marks":2526},"HMRC Mileage Claim Calculator",[2527],{"type":1539,"attrs":2528},{"href":2529,"uuid":17,"anchor":17,"target":1543,"linktype":548},"https://www.spendesk.com/tools/hmrc-mileage-calculator/",{"text":2531,"type":88}," to learn how to claim mileage allowances and calculate reimbursements.",{"type":82,"attrs":2533,"content":2534},{"level":1827,"textAlign":17},[2535],{"text":2536,"type":88,"marks":2537},"The 24-month rule",[2538],{"type":115,"attrs":2539},{"color":1495},{"type":97,"attrs":2541,"content":2542},{"textAlign":17},[2543],{"text":2544,"type":88,"marks":2545},"We already wrote a detailed explanation of HMRC's 24-month rule. It's a simple test to help you figure out if a workplace is temporary or permanent. If it's permanent because of the 24-month rule, employees and companies can't get tax relief for travel expenses.",[2546],{"type":115,"attrs":2547},{"color":1495},{"type":97,"attrs":2549,"content":2550},{"textAlign":17},[2551],{"text":2552,"type":88,"marks":2553},"Two main conditions must be met for the 24-month rule to apply:",[2554],{"type":115,"attrs":2555},{"color":1495},{"type":1874,"attrs":2557,"content":2558},{"order":84},[2559,2569],{"type":104,"content":2560},[2561],{"type":97,"attrs":2562,"content":2563},{"textAlign":17},[2564],{"text":2565,"type":88,"marks":2566},"The employee must have spent or be likely to spend more than 40% of their working time at a workplace, AND",[2567],{"type":115,"attrs":2568},{"color":1495},{"type":104,"content":2570},[2571],{"type":97,"attrs":2572,"content":2573},{"textAlign":17},[2574],{"text":2575,"type":88,"marks":2576},"They must attend it or be likely to attend it over a period lasting more than 24 months.",[2577],{"type":115,"attrs":2578},{"color":1495},{"type":97,"attrs":2580,"content":2581},{"textAlign":17},[2582],{"text":2583,"type":88,"marks":2584},"So, if you spend more than 40% of your time in one workplace over a 24-month period, that's a permanent workplace.",[2585],{"type":115,"attrs":2586},{"color":1495},{"type":97,"attrs":2588,"content":2589},{"textAlign":17},[2590],{"text":2591,"type":88,"marks":2592},"There can be complications to these rules, so it's worth reading the linked article for more details.",[2593],{"type":115,"attrs":2594},{"color":1495},{"type":82,"attrs":2596,"content":2597},{"level":1827,"textAlign":17},[2598],{"text":2599,"type":88,"marks":2600},"Employed, self-employed, both, or neither?",[2601],{"type":115,"attrs":2602},{"color":1495},{"type":97,"attrs":2604,"content":2605},{"textAlign":17},[2606],{"text":2607,"type":88,"marks":2608},"Naturally, there’s no one-size-fits-all rule for employee travel. Your tax rights and obligations depend on your employment status, among other things.",[2609],{"type":115,"attrs":2610},{"color":1495},{"type":97,"attrs":2612,"content":2613},{"textAlign":17},[2614],{"text":2615,"type":88,"marks":2616},"And, especially in the modern career landscape, there are a whole range of different circumstances that can complicate matters. These affect:",[2617],{"type":115,"attrs":2618},{"color":1495},{"type":101,"content":2620},[2621,2631,2641,2651],{"type":104,"content":2622},[2623],{"type":97,"attrs":2624,"content":2625},{"textAlign":17},[2626],{"text":2627,"type":88,"marks":2628},"Agency staff billing out time to clients",[2629],{"type":115,"attrs":2630},{"color":1495},{"type":104,"content":2632},[2633],{"type":97,"attrs":2634,"content":2635},{"textAlign":17},[2636],{"text":2637,"type":88,"marks":2638},"Employees working through umbrella companies",[2639],{"type":115,"attrs":2640},{"color":1495},{"type":104,"content":2642},[2643],{"type":97,"attrs":2644,"content":2645},{"textAlign":17},[2646],{"text":2647,"type":88,"marks":2648},"Contractors working through a limited company for a larger company",[2649],{"type":115,"attrs":2650},{"color":1495},{"type":104,"content":2652},[2653],{"type":97,"attrs":2654,"content":2655},{"textAlign":17},[2656],{"text":2657,"type":88,"marks":2658},"‘Personal Services Companies’ (hairdressers, care workers, and labourers, among others) fall under the IR35 legislation and may have other obligations.",[2659],{"type":115,"attrs":2660},{"color":1495},{"type":97,"attrs":2662,"content":2663},{"textAlign":17},[2664,2669,2678],{"text":2665,"type":88,"marks":2666},"This isn’t the time or place to go into all of these circumstances in detail. This post from the ",[2667],{"type":115,"attrs":2668},{"color":1495},{"text":2670,"type":88,"marks":2671},"Low Incomes Tax Reform Group",[2672,2675,2677],{"type":1539,"attrs":2673},{"href":2674,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.litrg.org.uk/tax-guides/employment/am-i-employed-self-employed-both-or-neither",{"type":115,"attrs":2676},{"color":1620},{"type":1622},{"text":2679,"type":88,"marks":2680}," does a great job of highlighting the differences.",[2681],{"type":115,"attrs":2682},{"color":1495},{"type":97,"attrs":2684,"content":2685},{"textAlign":17},[2686,2691],{"text":2687,"type":88,"marks":2688},"But to clarify: in this post, ",[2689],{"type":115,"attrs":2690},{"color":1495},{"text":2692,"type":88,"marks":2693},"we’re mainly speaking to companies and their full-time employees.",[2694,2696],{"type":115,"attrs":2695},{"color":1495},{"type":929},{"type":82,"attrs":2698,"content":2699},{"level":490,"textAlign":17},[2700],{"text":2701,"type":88},"Best practices to manage travel expenses",{"type":97,"attrs":2703,"content":2704},{"textAlign":17},[2705],{"text":2706,"type":88},"As a bonus, here are a couple of tips and best practices on handling travel expenses from around the web.",{"type":82,"attrs":2708,"content":2709},{"level":1827,"textAlign":17},[2710,2715,2724],{"type":175,"attrs":2711},{"id":17,"alt":2712,"src":2713,"title":17,"source":17,"copyright":17,"meta_data":2714},"travel-expenses-best-practices","https://get.spendesk.com/hubfs/travel-expenses-best-practices.jpeg",{},{"text":2716,"type":88,"marks":2717},"Contractor Calculator",[2718,2721,2723],{"type":1539,"attrs":2719},{"href":2720,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.contractorcalculator.co.uk/contractor_travel_expenses_tax_24_month_rule.aspx",{"type":115,"attrs":2722},{"color":1620},{"type":1622},{"text":2725,"type":88,"marks":2726}," - Keep clear records",[2727],{"type":115,"attrs":2728},{"color":1495},{"type":97,"attrs":2730,"content":2731},{"textAlign":17},[2732],{"text":2733,"type":88,"marks":2734},"Contractor Calculator writes for contractors - obviously. But this advice is valuable whether you’re a sole practitioner or run a company of 10,000:",[2735],{"type":115,"attrs":2736},{"color":1495},{"type":97,"attrs":2738,"content":2739},{"textAlign":17},[2740,2745,2751,2761,2767],{"text":2741,"type":88,"marks":2742},"“Both ",[2743],{"type":115,"attrs":2744},{"color":1495},{"text":2746,"type":88,"marks":2747},"limited company and ",[2748,2750],{"type":115,"attrs":2749},{"color":1495},{"type":929},{"text":2752,"type":88,"marks":2753},"umbrella company contractors",[2754,2757,2759,2760],{"type":1539,"attrs":2755},{"href":2756,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.contractorcalculator.co.uk/paye_umbrella.aspx",{"type":115,"attrs":2758},{"color":1620},{"type":929},{"type":1622},{"text":2762,"type":88,"marks":2763}," must retain copies of receipts and tickets",[2764,2766],{"type":115,"attrs":2765},{"color":1495},{"type":929},{"text":2768,"type":88,"marks":2769},", and detailed mileage logs so that they can prove the journey actually took place if investigated by HMRC”.",[2770],{"type":115,"attrs":2771},{"color":1495},{"type":97,"attrs":2773,"content":2774},{"textAlign":17},[2775],{"text":2776,"type":88,"marks":2777},"And of course, you’ll want those receipts if you have come up against a full-on audit.",[2778],{"type":115,"attrs":2779},{"color":1495},{"type":82,"attrs":2781,"content":2782},{"level":1827,"textAlign":17},[2783,2792],{"text":2784,"type":88,"marks":2785},"Spendesk",[2786,2789,2791],{"type":1539,"attrs":2787},{"href":2788,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/en-eu/lp/travel/",{"type":115,"attrs":2790},{"color":1620},{"type":1622},{"text":2793,"type":88,"marks":2794}," – Automate as much as possible",[2795],{"type":115,"attrs":2796},{"color":1495},{"type":97,"attrs":2798,"content":2799},{"textAlign":17},[2800],{"text":2801,"type":88,"marks":2802},"Aside from misunderstood rules, the biggest issues with travel expenses normally relate to admin. Filing and processing every single expense claim by hand is a huge productivity killer.",[2803],{"type":115,"attrs":2804},{"color":1495},{"type":97,"attrs":2806,"content":2807},{"textAlign":17},[2808,2813,2822],{"text":2809,"type":88,"marks":2810},"When it comes to",[2811],{"type":115,"attrs":2812},{"color":1495},{"text":2814,"type":88,"marks":2815}," business travel",[2816,2819,2821],{"type":1539,"attrs":2817},{"href":2818,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/en-eu/use-cases/travel-spending/",{"type":115,"attrs":2820},{"color":1620},{"type":1622},{"text":2823,"type":88,"marks":2824},", the more you can automate your expenses, the better.",[2825],{"type":115,"attrs":2826},{"color":1495},{"type":97,"attrs":2828,"content":2829},{"textAlign":17},[2830,2835,2844,2849,2858],{"text":2831,"type":88,"marks":2832},"This means looking for a good travel and ",[2833],{"type":115,"attrs":2834},{"color":1495},{"text":2836,"type":88,"marks":2837},"spend management tool",[2838,2841,2843],{"type":1539,"attrs":2839},{"href":2840,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/blog/spend-management-software/",{"type":115,"attrs":2842},{"color":1620},{"type":1622},{"text":2845,"type":88,"marks":2846},", like Spendesk. These let you automate processes, and also build in your ",[2847],{"type":115,"attrs":2848},{"color":1495},{"text":2850,"type":88,"marks":2851},"company travel policy",[2852,2855,2857],{"type":1539,"attrs":2853},{"href":2854,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/blog/travel-and-expense-policy-best-practices-8-tips/",{"type":115,"attrs":2856},{"color":1620},{"type":1622},{"text":2859,"type":88,"marks":2860}," to keep everyone in line.",[2861],{"type":115,"attrs":2862},{"color":1495},{"type":82,"attrs":2864,"content":2865},{"level":490,"textAlign":17},[2866],{"text":2867,"type":88,"marks":2868},"Work travel shouldn’t be a bore",[2869],{"type":115,"attrs":2870},{"color":1495},{"type":97,"attrs":2872,"content":2873},{"textAlign":17},[2874],{"text":2875,"type":88,"marks":2876},"For many employees, travelling for work is a great privilege. The chance to visit new cities, meet clients, and have new experiences is too good to pass up. They’re the lucky ones.",[2877],{"type":115,"attrs":2878},{"color":1495},{"type":97,"attrs":2880,"content":2881},{"textAlign":17},[2882,2887,2893],{"text":2883,"type":88,"marks":2884},"Business travel often gets ",[2885],{"type":115,"attrs":2886},{"color":1495},{"text":2888,"type":88,"marks":2889},"stuck in the small details",[2890,2892],{"type":115,"attrs":2891},{"color":1495},{"type":929},{"text":2894,"type":88,"marks":2895},". The little things – expense reports and transport issues – can overshadow what should be a break from the norm. Which is a shame.",[2896],{"type":115,"attrs":2897},{"color":1495},{"type":97,"attrs":2899,"content":2900},{"textAlign":17},[2901,2906,2915,2920,2929],{"text":2902,"type":88,"marks":2903},"But with good planning and better technology, corporate travel goes back to being a benefit. So find yourself a ",[2904],{"type":115,"attrs":2905},{"color":1495},{"text":2907,"type":88,"marks":2908},"good travel management tool",[2909,2912,2914],{"type":1539,"attrs":2910},{"href":2911,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/blog/business-travel-management-tools/",{"type":115,"attrs":2913},{"color":1620},{"type":1622},{"text":2916,"type":88,"marks":2917},", get a smarter way to ",[2918],{"type":115,"attrs":2919},{"color":1495},{"text":2921,"type":88,"marks":2922},"track expenses",[2923,2926,2928],{"type":1539,"attrs":2924},{"href":2925,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/blog/track-business-expenses/",{"type":115,"attrs":2927},{"color":1620},{"type":1622},{"text":2930,"type":88,"marks":2931}," and store receipts, and stop sweating all of those little issues.",[2932],{"type":115,"attrs":2933},{"color":1495},{"type":97,"attrs":2935,"content":2936},{"textAlign":17},[2937],{"text":2938,"type":88,"marks":2939},"You can start with this clever travel planning workbook.",[2940],{"type":115,"attrs":2941},{"color":1495},{"type":1007,"attrs":2943},{"id":1671,"body":2944},[2945],{"_uid":2946,"html":2947,"component":1676},"i-c79e9aa5-9cb0-416b-8e7d-1ddb5f47b6cd","\u003C!--HubSpot Call-to-Action Code -->\u003Cspan class=\"hs-cta-wrapper\" id=\"hs-cta-wrapper-9bd0c073-d538-46b3-842f-0cfcc67d3835\">\u003Cspan class=\"hs-cta-node hs-cta-9bd0c073-d538-46b3-842f-0cfcc67d3835\" id=\"hs-cta-9bd0c073-d538-46b3-842f-0cfcc67d3835\">\u003C!--[if lte IE 8]>\u003Cdiv id=\"hs-cta-ie-element\">\u003C/div>\u003C![endif]-->\u003Ca href=\"https://cta-redirect.hubspot.com/cta/redirect/2694209/9bd0c073-d538-46b3-842f-0cfcc67d3835\" >\u003Cimg class=\"hs-cta-img\" id=\"hs-cta-img-9bd0c073-d538-46b3-842f-0cfcc67d3835\" style=\"border-width:0px;\" src=\"https://no-cache.hubspot.com/cta/default/2694209/9bd0c073-d538-46b3-842f-0cfcc67d3835.png\"  alt=\"New call-to-action\"/>\u003C/a>\u003C/span>\u003Cscript charset=\"utf-8\" src=\"https://js.hscta.net/cta/current.js\">\u003C/script>\u003Cscript type=\"text/javascript\"> hbspt.cta.load(2694209, '9bd0c073-d538-46b3-842f-0cfcc67d3835', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); \u003C/script>\u003C/span>\u003C!-- end HubSpot Call-to-Action Code -->",{"type":97,"attrs":2949,"content":2950},{"textAlign":17},[2951],{"text":2952,"type":88},"For more information about HMRC's rules and guidelines, take a look at these other recent articles:",{"type":101,"content":2954},[2955,2967,2977,2988,2999,3010,3021,3032],{"type":104,"content":2956},[2957],{"type":97,"attrs":2958,"content":2959},{"textAlign":17},[2960],{"text":2961,"type":88,"marks":2962},"HMRC VAT returns: an introduction for UK businesses",[2963],{"type":1539,"attrs":2964},{"href":2965,"uuid":2966,"anchor":17,"target":1543,"linktype":51},"/blog/hmrc-vat-returns","e1851743-195a-4783-b593-cc5da63cdb1e",{"type":104,"content":2968},[2969],{"type":97,"attrs":2970,"content":2971},{"textAlign":17},[2972],{"text":2973,"type":88,"marks":2974},"UK per diem: How HMRC meal allowance rates work ",[2975],{"type":1539,"attrs":2976},{"href":2434,"uuid":17,"anchor":17,"target":17,"linktype":548},{"type":104,"content":2978},[2979],{"type":97,"attrs":2980,"content":2981},{"textAlign":17},[2982],{"text":2983,"type":88,"marks":2984},"HMRC mileage allowance: How to manage employee car travel",[2985],{"type":1539,"attrs":2986},{"href":2987,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://blog.spendesk.com/en/mileage-allowance-hmrc",{"type":104,"content":2989},[2990],{"type":97,"attrs":2991,"content":2992},{"textAlign":17},[2993],{"text":2994,"type":88,"marks":2995},"Expense receipts: What is a valid proof of purchase?",[2996],{"type":1539,"attrs":2997},{"href":2998,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://blog.spendesk.com/en/proof-of-purchase-for-business-expenses",{"type":104,"content":3000},[3001],{"type":97,"attrs":3002,"content":3003},{"textAlign":17},[3004],{"text":3005,"type":88,"marks":3006},"e-Receipts: How to store digital receipts for your business expenses",[3007],{"type":1539,"attrs":3008},{"href":3009,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://blog.spendesk.com/en/e-receipts-digital-receipts",{"type":104,"content":3011},[3012],{"type":97,"attrs":3013,"content":3014},{"textAlign":17},[3015],{"text":3016,"type":88,"marks":3017},"How HMRC advisory fuel rates work for UK businesses",[3018],{"type":1539,"attrs":3019},{"href":3020,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://blog.spendesk.com/en/hmrc-advisory-fuel-rates",{"type":104,"content":3022},[3023],{"type":97,"attrs":3024,"content":3025},{"textAlign":17},[3026],{"text":3027,"type":88,"marks":3028},"HMRC Employment Allowance: the rules & how to claim",[3029],{"type":1539,"attrs":3030},{"href":3031,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://blog.spendesk.com/en/hmrc-employment-allowance",{"type":104,"content":3033},[3034],{"type":97,"attrs":3035,"content":3036},{"textAlign":17},[3037],{"text":3038,"type":88,"marks":3039},"How HMRC research & development (R&D) tax credits work",[3040],{"type":1539,"attrs":3041},{"href":3042,"uuid":3043,"anchor":17,"target":17,"linktype":51},"hmrc-rd-tax-credits","87a51d0f-f4f2-464e-b834-6e65b73f9826",{"name":1262,"created_at":1263,"published_at":799,"updated_at":1264,"id":1265,"uuid":1266,"content":3045,"slug":1274,"full_slug":1275,"sort_by_date":17,"position":1276,"tag_list":3047,"is_startpage":14,"parent_id":1278,"meta_data":17,"group_id":1279,"first_published_at":1280,"release_id":17,"lang":813,"path":17,"alternates":3048,"default_full_slug":1275,"translated_slugs":3049,"_stopResolving":58},{"_uid":1268,"icon":3046,"name":1262,"component":1273},{"id":1270,"alt":1271,"name":18,"focus":18,"title":18,"filename":1272,"copyright":18,"fieldtype":19,"is_external_url":14},[],[],[3050,3051,3052],{"path":1275,"name":17,"lang":817,"published":17},{"path":1275,"name":17,"lang":819,"published":17},{"path":1275,"name":17,"lang":821,"published":17},[813],[3055],{"_uid":3056,"asset":3057,"shadow":14,"caption":18,"overlay":3061,"component":175},"4a1eedc6-b116-48e0-9a2b-6e8f86bb2ef8",{"id":3058,"alt":18,"name":18,"focus":18,"title":18,"source":18,"filename":3059,"copyright":18,"fieldtype":19,"meta_data":3060,"is_private":14,"is_external_url":14},16828617,"https://a.storyblok.com/f/146026/1020x680/bdbfa998fd/hmrc-travel-expenses_yellow.png",{},[],[],"2024-07-18 00:00","9",[],"Not sure about HMRC's rules for business travel expenses? This article explains all the key points to help you manage corporate travel more effectively. 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Spendesk's automated reconciliation and accounting integrations map entity-specific charts of accounts, enabling finance teams to produce consolidated P&L and spend analyses without manual spreadsheet consolidation.",{"_uid":3924,"title":3925,"component":1313,"description":3926},"4a2f6406-72eb-4fd5-9dbc-ef85ff7f1be0","How does Spendesk handle intercompany charges and shared budgets?",{"type":79,"content":3927},[3928],{"type":97,"content":3929},[3930],{"text":3931,"type":88},"Spendesk streamlines intercompany charges and shared budgets by supporting entity-level budgets, cross-entity cards, and automated allocation workflows that tag transactions for intercompany posting. Spendesk's transaction-level notes and accounting exports simplify chargebacks and ensure accurate intercompany accounting alongside integrations with ERP systems.",[3933],{"cta":3934,"_uid":3935,"title":3936,"eyebrow":3943,"subtitle":3946,"component":82,"textAlign":18,"sectionSettings":3949,"breakLineOnMobile":14,"subtitleLeftBorder":14,"customTitleFontSize":18},[],"34fc3451-dd7e-4619-8bd2-f329eecd2487",{"type":79,"content":3937},[3938],{"type":82,"attrs":3939,"content":3940},{"level":490},[3941],{"text":3942,"type":88},"Multi Entity Management — FAQ",{"type":79,"content":3944},[3945],{"type":97},{"type":79,"content":3947},[3948],{"type":97},[],[3951],{"_uid":3952,"hide":14,"theme":150,"anchorId":18,"component":151,"spacingTop":18,"hideOnDevices":3953,"spacingBottom":18,"floatingImages":3954,"variableOverrides":3955},"2533333e-3e83-4fdf-bbb4-165e0eab2d41",[],[],[],"multi-entity-management","blog/multi-entity-management",-300,[],"3a15dda7-b5da-4e2e-95f6-1af5fdff4c86","2024-06-18T16:22:31.848Z",[],[3964,3965,3966],{"path":3957,"name":17,"lang":817,"published":17},{"path":3957,"name":17,"lang":819,"published":17},{"path":3957,"name":17,"lang":821,"published":17},{"name":3968,"created_at":3969,"published_at":799,"updated_at":3970,"id":3971,"uuid":3972,"content":3973,"slug":4633,"full_slug":4634,"sort_by_date":17,"position":4635,"tag_list":4636,"is_startpage":14,"parent_id":1385,"meta_data":17,"group_id":4637,"first_published_at":4638,"release_id":17,"lang":813,"path":17,"alternates":4639,"default_full_slug":4634,"translated_slugs":4640,"_stopResolving":58},"How to implement ai in your finance team","2025-10-02T14:08:32.494Z","2026-03-12T10:48:07.679Z",97175603208979,"815c433b-e7a8-41af-a5e8-e3db12b1f6c3",{"_uid":3974,"roles":3975,"title":3976,"author":3977,"topics":4001,"content":4012,"noIndex":14,"category":4541,"language":4550,"component":1274,"heroMedia":4551,"sidebarCta":4559,"publishedAt":4560,"readingTime":4561,"redirectUrl":18,"listingImage":4562,"metaDescription":4568,"componentsAfterTheArticle":4569},"2949a8a8-e55f-416e-9bac-945880993a20",[],"How to implement AI in your finance team: 8-step roadmap",{"name":1422,"created_at":1423,"published_at":799,"updated_at":1424,"id":1425,"uuid":1426,"content":3978,"slug":1454,"full_slug":1455,"sort_by_date":17,"position":847,"tag_list":3995,"is_startpage":14,"parent_id":849,"meta_data":17,"group_id":1457,"first_published_at":1458,"release_id":17,"lang":813,"path":17,"alternates":3996,"default_full_slug":1455,"translated_slugs":3997,"_stopResolving":58},{"_uid":830,"links":3979,"picture":3984,"lastName":1441,"component":837,"firstName":1442,"description":3986},[3980],{"tag":18,"_uid":1430,"hide":14,"icon":3981,"link":3983,"type":18,"label":18,"style":61,"component":62,"mobileLabel":18,"onClickEvent":18,"openInANewTab":58,"horizontalFill":14},{"id":1432,"alt":18,"name":18,"focus":18,"title":18,"source":18,"filename":1433,"copyright":18,"fieldtype":19,"meta_data":3982,"is_external_url":14},{},{"id":18,"url":1436,"linktype":548,"fieldtype":52,"cached_url":1436},{"id":1438,"alt":18,"name":18,"focus":18,"title":18,"source":18,"filename":1439,"copyright":18,"fieldtype":19,"meta_data":3985,"is_external_url":14},{},{"type":79,"content":3987},[3988],{"type":97,"attrs":3989,"content":3990},{"textAlign":17},[3991],{"text":1449,"type":88,"marks":3992},[3993],{"type":115,"attrs":3994},{"color":1453},[],[],[3998,3999,4000],{"path":1455,"name":17,"lang":817,"published":17},{"path":1455,"name":17,"lang":819,"published":17},{"path":1455,"name":17,"lang":821,"published":17},[4002],{"name":859,"created_at":860,"published_at":799,"updated_at":861,"id":862,"uuid":863,"content":4003,"slug":868,"full_slug":869,"sort_by_date":17,"position":870,"tag_list":4006,"is_startpage":14,"parent_id":872,"meta_data":17,"group_id":873,"first_published_at":874,"release_id":17,"lang":813,"path":17,"alternates":4007,"default_full_slug":869,"translated_slugs":4008,"_stopResolving":58},{"_uid":865,"icon":4004,"name":859,"component":805},{"id":17,"alt":17,"name":18,"focus":17,"title":17,"source":17,"filename":18,"copyright":17,"fieldtype":19,"meta_data":4005},{},[],[],[4009,4010,4011],{"path":869,"name":17,"lang":817,"published":17},{"path":869,"name":17,"lang":819,"published":17},{"path":869,"name":17,"lang":821,"published":17},{"type":79,"content":4013},[4014,4032,4037,4048,4053,4058,4067,4072,4083,4091,4096,4101,4106,4111,4116,4121,4126,4131,4136,4141,4148,4153,4158,4163,4168,4173,4178,4183,4188,4193,4198,4203,4208,4213,4218,4223,4228,4233,4238,4243,4248,4253,4258,4263,4268,4273,4278,4283,4288,4302,4307,4353,4358,4395,4400,4454,4461,4466,4474,4520,4525,4539],{"type":97,"attrs":4015,"content":4016},{"textAlign":17},[4017,4021,4028],{"text":4018,"type":88,"marks":4019},"AI is no longer a novelty in finance – it's a practical way to reclaim time, reduce errors and elevate your team's impact. Yet most finance teams haven't made the leap from experiments to embedded workflows. This guide draws from The ",[4020],{"type":929},{"text":4022,"type":88,"marks":4023},"State of AI in Finance 2025",[4024,4027],{"type":1539,"attrs":4025},{"href":4026,"uuid":17,"anchor":17,"target":17,"linktype":548},"https://www.spendesk.com/landing/state-of-ai-finance-2025-cfo-connect/",{"type":929},{"text":4029,"type":88,"marks":4030}," report to provide a pragmatic, low-risk roadmap you can start today.",[4031],{"type":929},{"type":82,"attrs":4033,"content":4034},{"level":490,"textAlign":17},[4035],{"text":4036,"type":88},"Why AI, why now",{"type":97,"attrs":4038,"content":4039},{"textAlign":17},[4040,4042,4046],{"text":4041,"type":88},"Finance teams find themselves in a curious position. ",{"text":4043,"type":88,"marks":4044},"While 85% of CFOs are optimistic about AI's potential, 61% still haven't implemented it into their workflows. ",[4045],{"type":929},{"text":4047,"type":88},"The culprits? Unclear ROI, limited team skills, and the time required to implement new systems.",{"type":97,"attrs":4049,"content":4050},{"textAlign":17},[4051],{"text":4052,"type":88},"Meanwhile, early adopters are pulling ahead – cutting close times, automating AP/expenses, accelerating reporting, and improving forecast quality.",{"type":97,"attrs":4054,"content":4055},{"textAlign":17},[4056],{"text":4057,"type":88},"Your objective isn't wholesale transformation. It's a sequence of focused wins that compound.",{"type":1007,"attrs":4059},{"id":4060,"body":4061},"b6c4ab16-cb3a-49a2-ab88-0251750c8bc6",[4062],{"_uid":4063,"quote":4064,"subtitle":4065,"component":4066},"i-00368d66-3e36-4e5c-9fb1-7e40e2f94aac","We’re seeing AI move beyond basic expense policing, towards predictive insights that empower managers to take real ownership of their budgets."," Pauline Babel, Chief Financial Officer, Spendesk","quoteWithLine",{"type":82,"attrs":4068,"content":4069},{"level":490,"textAlign":17},[4070],{"text":4071,"type":88},"An 8-step roadmap",{"type":1007,"attrs":4073},{"id":4074,"body":4075},"79b175ba-0b04-4761-9b51-3724115ce9a0",[4076],{"_uid":4077,"type":18,"asset":4078,"caption":18,"overlay":4082,"component":175},"i-439f4218-d31e-43ee-8e07-cd11670a2d37",{"id":4079,"alt":18,"name":18,"focus":18,"title":18,"source":18,"filename":4080,"copyright":18,"fieldtype":19,"meta_data":4081,"is_external_url":14},21294940,"https://a.storyblok.com/f/146026/728x596/d8fbb4016a/top-ai-prompts-for-finance-teams-1.png",{},[],{"type":97,"attrs":4084,"content":4085},{"textAlign":17},[4086],{"text":4087,"type":88,"marks":4088},"Based on conversations with finance leaders who've successfully implemented AI, here are the key takeaways consolidated into one cohesive plan.",[4089],{"type":115,"attrs":4090},{"color":890},{"type":97,"attrs":4092,"content":4093},{"textAlign":17},[4094],{"text":4095,"type":88},"The scope for AI enhancement in finance can easily become overwhelming. There are potential efficiency gains and process improvements everywhere.",{"type":82,"attrs":4097,"content":4098},{"level":1827,"textAlign":17},[4099],{"text":4100,"type":88},"Step 1: Perform an initial assessment",{"type":97,"attrs":4102,"content":4103},{"textAlign":17},[4104],{"text":4105,"type":88},"The first step is to map your processes, identify pain points, and assess your data. Use tools like Miro to visualise your existing workflows and uncover opportunities for automation. Look for your quickest wins and biggest pain points.",{"type":97,"attrs":4107,"content":4108},{"textAlign":17},[4109],{"text":4110,"type":88},"Anne-Claire began by interviewing team members to understand their challenges. Payroll entries were consuming unnecessary time due to repetitive, manual tasks—a perfect candidate for automation. She was able to compile a shortlist of challenges to tackle, with a mix of relatively quick wins and big-picture overhauls.",{"type":97,"attrs":4112,"content":4113},{"textAlign":17},[4114],{"text":4115,"type":88},"\"Our overall objective was to automate manual tasks to increase team efficiency and efficiency in our processes. To reduce the month-end close time from 10 to five days, to automate financial reporting, to eliminate 80% of manual work, and to cut invoice processing time from three days to one day.\" These are all perfectly realistic aims with the help of AI tools.",{"type":97,"attrs":4117,"content":4118},{"textAlign":17},[4119],{"text":4120,"type":88},"Output: a prioritised backlog with effort vs impact. Pick one \"quick win\" to start.",{"type":82,"attrs":4122,"content":4123},{"level":1827,"textAlign":17},[4124],{"text":4125,"type":88},"Step 2: Start with a discrete use case",{"type":97,"attrs":4127,"content":4128},{"textAlign":17},[4129],{"text":4130,"type":88},"Particularly if you're building your own AI solution, don't bite off too much at once. Generative AI can indeed solve a wide range of common finance issues. But you're far better off making major improvements to one key issue, than vague and messy enhancements across the board.",{"type":97,"attrs":4132,"content":4133},{"textAlign":17},[4134],{"text":4135,"type":88},"This was Gabriella's biggest lesson: \"If I could do it again, I'd start with a smaller, more focused use case to demonstrate quick wins. You want to build confidence in the AI capabilities first, before scaling to more complex workflows.\"",{"type":97,"attrs":4137,"content":4138},{"textAlign":17},[4139],{"text":4140,"type":88},"Start with one of your most pressing challenges – ideally involving high amounts of manual repetition and review. Once that first issue is solved, simply rinse and repeat.",{"type":1007,"attrs":4142},{"id":4143,"body":4144},"b860bc8c-7845-43cc-b854-45a67a8fdaf5",[4145],{"_uid":4146,"html":4147,"component":1676},"i-de318732-4479-4fd2-8d11-1eee99a85829","\u003C!--HubSpot Call-to-Action Code -->\u003Cspan class=\"hs-cta-wrapper\" id=\"hs-cta-wrapper-cd67dc7d-6ad8-42c7-a9eb-8d7653bae1d2\">\u003Cspan class=\"hs-cta-node hs-cta-cd67dc7d-6ad8-42c7-a9eb-8d7653bae1d2\" id=\"hs-cta-cd67dc7d-6ad8-42c7-a9eb-8d7653bae1d2\">\u003C!--[if lte IE 8]>\u003Cdiv id=\"hs-cta-ie-element\">\u003C/div>\u003C![endif]-->\u003Ca href=\"https://cta-redirect.hubspot.com/cta/redirect/2694209/cd67dc7d-6ad8-42c7-a9eb-8d7653bae1d2\" >\u003Cimg class=\"hs-cta-img\" id=\"hs-cta-img-cd67dc7d-6ad8-42c7-a9eb-8d7653bae1d2\" style=\"border-width:0px;\" src=\"https://no-cache.hubspot.com/cta/default/2694209/cd67dc7d-6ad8-42c7-a9eb-8d7653bae1d2.png\"  alt=\"AI readiness checklist\"/>\u003C/a>\u003C/span>\u003Cscript charset=\"utf-8\" src=\"https://js.hscta.net/cta/current.js\">\u003C/script>\u003Cscript type=\"text/javascript\"> hbspt.cta.load(2694209, 'cd67dc7d-6ad8-42c7-a9eb-8d7653bae1d2', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); \u003C/script>\u003C/span>\u003C!-- end HubSpot Call-to-Action Code -->",{"type":82,"attrs":4149,"content":4150},{"level":1827,"textAlign":17},[4151],{"text":4152,"type":88},"Step 3: Clean your data",{"type":97,"attrs":4154,"content":4155},{"textAlign":17},[4156],{"text":4157,"type":88},"All the experts we spoke with emphasised the importance of data cleaning before launching your AI model. Hallucinations are a key concern, as we've seen. But so is the quality of data you put into your AI tools and models. \"Conduct a data audit to assess the quality of your data,\" says Anne-Claire. \"Because AI, to work well, needs clean, accessible and organised data.\"",{"type":97,"attrs":4159,"content":4160},{"textAlign":17},[4161],{"text":4162,"type":88},"Paul Jun says that \"setting up your data structures in the right way from day one is immensely helpful and prevents the problem – kind of like technical debt – from creeping up in the first place. An ounce of prevention is worth a pound of cure.\"",{"type":97,"attrs":4164,"content":4165},{"textAlign":17},[4166],{"text":4167,"type":88},"The one silver lining for those who have piles of disorganised data: these tools can also help clean them up. AI tools are faster – and often better – than humans at reformatting and validating large swathes of data.",{"type":82,"attrs":4169,"content":4170},{"level":1827,"textAlign":17},[4171],{"text":4172,"type":88},"Step 4: Find the right tools",{"type":97,"attrs":4174,"content":4175},{"textAlign":17},[4176],{"text":4177,"type":88},"Which AI tools you'll implement is obviously a chief concern. Much depends on your team's skill levels, the scope of the issue(s) you're trying to solve, and the time and energy you want to put into implementation.",{"type":97,"attrs":4179,"content":4180},{"textAlign":17},[4181],{"text":4182,"type":88},"Key questions to ask include: How quick and easy is it to set up and use; What use cases can handle, and will you need multiple tools for different cases; Is it scalable? Will you run into issues with the amount of data and users you need?; How easily does it integrate with your existing finance stack?; How secure is your data? Will sensitive information be used to train its models further?",{"type":97,"attrs":4184,"content":4185},{"textAlign":17},[4186],{"text":4187,"type":88},"For Gabriella's team, usability was crucial. \"Our finance team is not technical, so we chose tools that everyone was able to use.\"",{"type":97,"attrs":4189,"content":4190},{"textAlign":17},[4191],{"text":4192,"type":88},"Usability and \"feasibility\" were also important to Veronika's team at Everphone. But integrations were also a priority. \"Vertex AI provided seamless integration with our existing Google Cloud infrastructure.\" If you can integrate new tools without disrupting your existing systems, that's a clear win.",{"type":82,"attrs":4194,"content":4195},{"level":1827,"textAlign":17},[4196],{"text":4197,"type":88},"Step 5: Run a pilot",{"type":97,"attrs":4199,"content":4200},{"textAlign":17},[4201],{"text":4202,"type":88},"Anne-Claire recommends beginning with a single, measurable project and testing the results. This meant automating payroll entries with Google Scripts, cutting the process from one day to just 15 minutes. This quick win built momentum for broader AI adoption.",{"type":97,"attrs":4204,"content":4205},{"textAlign":17},[4206],{"text":4207,"type":88},"A pilot also leaves plenty of room for feedback and insights from others. For Veronika, moving too quickly meant the team missed some opportunities. \"Allocating time to gather more feedback on initial prototypes might have improved usability and satisfaction from the outset.\"",{"type":97,"attrs":4209,"content":4210},{"textAlign":17},[4211],{"text":4212,"type":88},"Anne-Claire also suggests finding your \"AI champions\" – a few carefully selected people who can receive advanced training and help scope out projects, before rolling them out to the whole team.",{"type":97,"attrs":4214,"content":4215},{"textAlign":17},[4216],{"text":4217,"type":88},"You can't hope to upskill a whole team overnight, with new tools that nobody has used or understands. These AI champions can test out training initiatives first.",{"type":82,"attrs":4219,"content":4220},{"level":1827,"textAlign":17},[4221],{"text":4222,"type":88},"Step 6: Scale across teams and geographies",{"type":97,"attrs":4224,"content":4225},{"textAlign":17},[4226],{"text":4227,"type":88},"Assuming the pilot succeeds, you can now roll AI out to other teams and regions. As is always the case for internal change, this will require some hand holding and plenty of help from your AI champions.",{"type":97,"attrs":4229,"content":4230},{"textAlign":17},[4231],{"text":4232,"type":88},"Anne-Claire organised \"learn and develop\" sessions to share results and empower teams to adopt automation in their workflows.",{"type":97,"attrs":4234,"content":4235},{"textAlign":17},[4236],{"text":4237,"type":88},"As CFO, you need to be clear and firm about the importance of these new ways of working. Communicate the desired goals: to be more impactful and waste less time on manual tasks. And reassure those who struggle that a learning curve is normal, and this will become natural in time.",{"type":97,"attrs":4239,"content":4240},{"textAlign":17},[4241],{"text":4242,"type":88},"There's a real benefit to employees here too. Confidence with AI tools will soon be a prerequisite to working in finance. Team members who embrace the training today set themselves on a strong career path in the future.",{"type":82,"attrs":4244,"content":4245},{"level":1827,"textAlign":17},[4246],{"text":4247,"type":88},"Step 7: Monitor, optimise and improve",{"type":97,"attrs":4249,"content":4250},{"textAlign":17},[4251],{"text":4252,"type":88},"AI implementation doesn't end at rollout. Regularly review your tools and processes to ensure they're delivering value. Stay informed about emerging AI technologies to keep your team ahead of the curve.",{"type":97,"attrs":4254,"content":4255},{"textAlign":17},[4256],{"text":4257,"type":88},"If you're working with custom models, these will constantly need to be improved. In fact, Anne-Claire suggests the eventual need for an \"AI automation analyst\" in most finance teams – someone who can keep improving efficiency and accuracy in your systems. This may not be necessary for out-of-the-box solutions, but could certainly be beneficial in future.",{"type":97,"attrs":4259,"content":4260},{"textAlign":17},[4261],{"text":4262,"type":88},"\"It's changing very quickly, and every day you have new functionalities and new tools. Organise monthly or quarterly reviews to ensure your process continues to deliver value.\"",{"type":82,"attrs":4264,"content":4265},{"level":1827,"textAlign":17},[4266],{"text":4267,"type":88},"Step 8: Set clear data and security guidelines",{"type":97,"attrs":4269,"content":4270},{"textAlign":17},[4271],{"text":4272,"type":88},"Organisations are rightly nervous about exposing their data to large language models. Your company should have a clear policy about this already, including for non-finance employees.",{"type":97,"attrs":4274,"content":4275},{"textAlign":17},[4276],{"text":4277,"type":88},"For the finance team, set clear boundaries about what should and shouldn't be shared with tools. Double-check the terms and conditions and, if possible, invest in in-house tools or paid plans that are contractually prohibited from sharing your data further.",{"type":97,"attrs":4279,"content":4280},{"textAlign":17},[4281],{"text":4282,"type":88},"Veronika has implemented a range of measures at Everphone. \"We're developing a granular permission system that ensures users access only variables and data sources they're allowed to. The AI model also asks you what you want to achieve with the request, and if it thinks the request might be used wrongly, it asks the user's manager for permission.\"",{"type":97,"attrs":4284,"content":4285},{"textAlign":17},[4286],{"text":4287,"type":88},"\"Our Google AI ecosystem doesn't save or use our prompts for learning, complying with data security laws in Europe. Lastly, we log user activity and responses for later auditing and reviewing.\" ",{"type":97,"attrs":4289,"content":4290},{"textAlign":17},[4291,4295],{"text":4292,"type":88,"marks":4293},"Related: ",[4294],{"type":929},{"text":4296,"type":88,"marks":4297},"Will AI steal my finance job?",[4298],{"type":1539,"attrs":4299},{"href":4300,"uuid":4301,"anchor":17,"target":1543,"linktype":51},"/blog/will-ai-steal-my-finance-job","c764e871-4c8e-468b-85c9-e4bb69576166",{"type":82,"attrs":4303,"content":4304},{"level":490,"textAlign":17},[4305],{"text":4306,"type":88},"What good looks like in 90 days",{"type":101,"content":4308},[4309,4320,4331,4342],{"type":104,"content":4310},[4311],{"type":97,"attrs":4312,"content":4313},{"textAlign":17},[4314,4318],{"text":4315,"type":88,"marks":4316},"Weeks 1–2: ",[4317],{"type":929},{"text":4319,"type":88},"Process and data assessment; choose a single high-impact use case; define baseline metrics.",{"type":104,"content":4321},[4322],{"type":97,"attrs":4323,"content":4324},{"textAlign":17},[4325,4329],{"text":4326,"type":88,"marks":4327},"Weeks 3–6: ",[4328],{"type":929},{"text":4330,"type":88},"Data cleaning; 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\u003C/script>\u003C/span>\u003C!-- end HubSpot Call-to-Action Code -->",{"type":82,"attrs":4462,"content":4463},{"level":490,"textAlign":17},[4464],{"text":4465,"type":88},"Common pitfalls to avoid",{"type":97,"attrs":4467,"content":4468},{"textAlign":17},[4469],{"text":4470,"type":88,"marks":4471},"While the roadmap above provides a clear path forward, finance teams often stumble on predictable obstacles. 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Learn the 8-step roadmap, avoid common pitfalls, and start with quick wins that compound into major efficiency gains.",[4570],{"_uid":4571,"items":4572,"heading":4609,"reverse":14,"component":1374,"sectionSettings":4627},"4a32d90b-3a84-4e94-97d9-b2137a292160",[4573,4582,4591,4600],{"_uid":4574,"title":4575,"component":1313,"description":4576},"8cdf38aa-08eb-49e4-8d1a-253c2477c129","How can a finance team start implementing AI without a large data science team?",{"type":79,"content":4577},[4578],{"type":97,"content":4579},[4580],{"text":4581,"type":88},"Spendesk enables finance teams to implement AI-driven automation quickly by using structured transaction data, automated receipt capture, and programmable approval workflows. 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