Photograph the receipt and the expense is built around it. Supplier bills wait with their due dates, what your staff paid for themselves is settled in one transfer, and everything you spend reaches your books without a second system.
Who it is for
Fuel slips, MoMo confirmations and shop receipts go missing long before your accountant asks for them. Photograph each one as you get it and the expense is built around the receipt, so the evidence and the record never live in different places.
Rent, internet and stock invoices arrive before they are paid. Record them as unpaid and they wait in one list by due date, with the overdue ones called out, so nothing is paid twice or remembered a week late.
A driver buys fuel, a sales rep takes a taxi. They record the claim with its receipt, you approve it, and several claims are paid back in one transfer — with an email telling the person exactly what it covered.
How it works
Attach the receipt and fill in what it does not say: amount, vendor, category and how it was paid. Every expense keeps its file, and the one thing an audit or a VAT claim depends on is already on record.
Draft, awaiting approval, to pay, part paid, overdue, paid or paid back — each expense shows one status, not a puzzle of separate approval and payment states. A part-paid bill keeps its balance until it is settled.
Approved bills the business still owes line up by due date with the overdue ones marked. Record a payment in full or in part, and the balance follows the bill down to zero.
Claims are grouped by the person who is owed, with a running total each. Tick the claims you are settling, record one transfer, and each person is emailed a breakdown of the claims it covered.
Spending waits in a queue with its receipt beside it and the checks that decide it: proof of payment, possible duplicates and whether it takes a category over budget. Approving your own expense is recorded as a self-approval.
An approved expense posts to a double-entry ledger, and a payment posts against it. Each expense shows the entries it raised, so your accountant can trace a figure back to the receipt that caused it.
What you get
Recording what you spend costs nothing, because books with half the picture are worse than no books. Approvals, exports and VAT filing arrive as the business grows.
Common questions
Yes. Recording expenses with their receipts, keeping supplier bills with due dates and paying them in parts are all on the free plan. Approvals need Growth, and the audit pack export starts on Starter. The free plan is a single user, so staff claims only become useful once you add your team on a paid plan.
A staff member records the expense as a claim and attaches the receipt, on the web or from their phone. It goes to an owner or admin for approval, and once approved the claim shows in what the business owes them. Staff see only the expenses they recorded or are claiming for — not the rest of the business's spending.
Yes. Claims are grouped by person with a total each. Tick the claims you are paying, record one transfer with its Mobile Money or bank reference, and the person gets an email listing each claim and the total. The transfer is kept in your payout history.
It catches it. If an expense matches one already recorded for the same vendor, amount and day, AstaBill says so before saving and names the other one — and you can save it anyway when two identical taxi fares on one day are both real. Approvers also see a duplicate flag in the approvals queue.
AstaBill records the VAT on an expense and whether the evidence supports claiming it, then gathers it into a VAT input credit register you can file from, on Growth and above. A supplier invoice without the required detail is marked as insufficient evidence so you find out before filing, not after.
Yes. An approved expense posts to a double-entry ledger and its payments post against it, so what you spend flows into the trial balance and general ledger alongside your invoices. What AstaBill does not do is full bookkeeping — there are no manual journal entries and no bank reconciliation.
Yes. Set up a recurring expense for rent, internet or a subscription and each run creates a draft expense on its due date for you to check and approve. Nothing is recorded behind your back — a draft always waits for a person.
Related features
Get started free
Create your account, photograph your first receipt, and see what you spent this month. Expense tracking is on every plan, and no credit card is required.