Frequently asked questions

We offer two main plans: Team (€29/month for up to 5 users) and Business (€49/month for up to 15 users). New signups include a 7-day trial — card required, no charge until it ends. Both plans include the same core features: Irish Revenue compliant mileage calculations, subsistence allowances, vehicle management, expense reporting, and one free accountant access. For teams of more than 15 users, email us your team size and we'll send back a price.

Yes. Every subscription plan includes one free Accountant seat with read-only access—your company pays for your plan; the accountant does not pay. Your accountant can log in to view all company expenses, filter by user or date range, generate reports, and export data in PDF or CSV format, but they cannot create, edit, delete, or approve expenses. This seat does not count toward your plan's user limit. Accountants and practices can link to many clients: each client has their own subscription and simply links their accountant, so access is free for the accountant.

Yes, you can change your plan at any time. Upgrades take effect immediately with prorated billing. For downgrades, contact our support team and we'll help you transition at the end of your current billing period to avoid any service interruption.

We use Stripe for secure payment processing. We accept all major credit and debit cards, including Visa, Mastercard, and American Express. Payments are processed securely and renew automatically each month.

Yes. Only the company Owner (the person who started the trial or subscription) can cancel. If you are on the 7-day free trial, go to Company Admin → Subscription and click Cancel trial — you pay nothing and keep access until the trial end date. If you are on a regular paid subscription, go to Company Admin → Subscription and click Manage Billing to cancel in the Stripe customer portal. After the first charge, access continues until the end of the billing period you have already paid for. Other Company Admins cannot cancel. You can export your data before cancellation; we retain data for 30 days after cancellation in case you want to reactivate.

Subsistence allowances are tax-free payments that employers can make to employees to cover the cost of meals and incidental expenses when travelling away from their normal place of work on business. Irish Revenue sets specific maximum rates depending on two factors: how many hours you are away from your workplace, and whether you stay overnight. To qualify, you must be travelling at least 8 km from both your home and your normal place of work. These allowances are separate from mileage claims and can be claimed on the same trip - mileage covers your vehicle travel costs, while subsistence covers your food and accommodation. The system supports both "vouched" (receipted) and "unvouched" (flat-rate) subsistence claims, with different rules for each.

The current Irish Revenue domestic subsistence rates have been in effect since 29 January 2025. The day allowances are: €19.25 for trips of 5 to 10 hours away from your normal workplace, and €46.17 for trips exceeding 10 hours. For overnight stays, the standard rate is €205.53 per night for the first 14 nights. If you stay at the same location for 15 to 28 consecutive nights, a reduced rate of €184.98 per night applies. For stays of 29 or more consecutive nights (known as the detention rate), the rate is €102.76 per night. For international travel, subsistence is set per country (Circular 07/2017) in each country's own currency, not euro — for example France (Paris) €316.50, Germany (Berlin) €239.50, Spain (Madrid) €287.00 per night, and the UK (London) £199.29 in sterling. Day rates are also set per country in local currency, so there is no single flat international day rate. Our expense form lets you select your destination country and automatically applies the correct civil service rate. Dublin has special vouched accommodation rules — see the Dublin-specific question below. You can view all current rates on our Travel & Subsistence Rates page.

Eligibility is based on two criteria: distance from your normal workplace (you must be at least 8 km away) and the duration of your trip. For a day allowance of €19.25, you must be away for between 5 and 10 hours. For the higher day allowance of €46.17, you must be away for more than 10 hours. For overnight allowances, you must stay away from home overnight on business. Overnight rates also depend on the length of your stay: the standard rate of €205.53 applies for the first 14 nights, reducing to €184.98 for nights 15 to 28 at the same location, and further reducing to €102.76 for stays of 29 nights or more. When creating an expense, enter your departure and return times and select whether it's an overnight trip - the system calculates your eligibility and applies the correct rate automatically.

Yes, mileage and subsistence are two separate allowances that can be claimed on the same trip. Mileage reimburses the cost of using your personal vehicle for business travel, while subsistence covers meals and incidental expenses incurred while away from your workplace. When you create an expense in the system, you enter both your journey distance (for mileage) and your trip duration or overnight status (for subsistence), and the system calculates both allowances together in a single expense record. This is the standard approach under Irish Revenue rules.

Yes, Dublin has a specific vouched accommodation arrangement. When you stay overnight in Dublin on business, you can claim up to €205.53 for vouched (receipted) accommodation costs, plus a separate meal allowance of €46.17. This is different from the standard overnight rate, as you must provide receipts for the accommodation portion. In the system, mark your destination as Dublin and select "vouched" subsistence to apply these rates. The system will show the appropriate fields for entering your receipted accommodation costs.

The system has five user roles with different access levels. A "User" is a standard employee who can create, edit, and submit their own expenses. A "Company Admin" has all user abilities plus the power to manage team members, review and approve or reject submitted expenses, and access company-wide reports. An "Admin" has system-level access for broader management. A "Super Admin" has full access across all companies in the system. The "Accountant" role provides read-only access—they can view company expenses, generate reports, and export data, but cannot create, edit, or approve expenses. Accountant access is free: clients pay for their own subscription and link their accountant; accountants and practices can have many clients linked to them.

Company Admins can add users through the Admin Panel. Navigate to User Management, click "Add User", enter their email and details, and assign their role. The new user will receive an email invitation. Users count toward your subscription limit (except accountants, which are free).

The Accountant role gives read-only access to a company's expenses and reports. Accountants can view expenses, generate reports (PDF, CSV, and ERR exports), filter by user, and mark expenses as filed with Revenue, but cannot create, edit, or delete expenses. Access is free: the client company pays for its own subscription and links their accountant, and the accountant seat does not count toward the client's user limit. Accountants can also create a practice and use the practice dashboard to manage multiple clients from a single location — viewing client overviews, approving link requests, and generating reports across all linked companies. See our For Accountants page for more details.

The system prevents you from adding more users once you reach your plan's limit. You'll see a warning when approaching the limit. To add more users, you'll need to upgrade to a higher plan. Existing users are not affected when you upgrade or downgrade.

Yes, Company Admins and Super Admins can change user roles at any time through the User Management section in the Admin Panel. Select the user you want to update, edit their profile, and choose their new role from the dropdown. The change takes effect immediately, and the user's permissions will be updated the next time they load the application. Keep in mind that upgrading a user to Company Admin gives them expense approval capabilities and access to all company expenses, while downgrading an admin to a standard User role restricts them to managing only their own expenses.

The Reports section offers several types of export. Standard expense reports include detailed mileage logs showing each trip's route, distance, vehicle, engine category, band rate, and business purpose. Subsistence summaries show allowance types, durations, and applicable rates. You can filter by trip date, approval date (for payroll runs), user, status, vehicle, or amount. All reports include compliance scores and approval history. Exports are available in Excel (XLSX) with typed cells and a frozen header, PDF for audit documentation, CSV for importing into accounting or payroll software, ERR (Enhanced Reporting Requirements) CSV for direct Revenue submission under Finance Act 2022 Section 897C, and a dedicated Audit Trail export (Excel & PDF) capturing the full history of every claim — created, submitted, approved, rejected with reason, paid — including timestamps and actor names.

Navigate to the Reports page, select your desired date range and any filters (by trip date, approval date, user, status, vehicle, or amount), then choose your export format. "Export Excel" produces a native XLSX file with a Summary sheet (totals, status breakdown) and an Expenses sheet (typed dates, typed numbers, frozen header) — opens cleanly in Excel ready to sort, sum and pivot. "Export PDF" produces a formatted, audit-ready document with all compliance details, routes, business purposes, and approval history. "Export CSV" outputs raw data suitable for importing into accounting software or spreadsheets. There is also a dedicated "ERR Export" option that generates a Revenue-compliant CSV file for Enhanced Reporting Requirements (Finance Act 2022, Section 897C), automatically split into the correct Revenue subcategories (Travel Vouched, Travel Unvouched, Subsistence Vouched, Subsistence Unvouched, Site Allowance) ready for direct submission.

Yes. Two formats are designed specifically for Revenue audits. First, PDF and Excel reports include detailed mileage logs with from/to routes, business purposes, trip dates and durations, vehicle details and engine categories, subsistence claims with time-based justification, and compliance scores. Second — and most useful for "who approved what and when" questions — there is a dedicated Audit Trail Export available in both Excel and PDF, which captures every action on every claim within the chosen period: created, submitted, manager-approved, finance-approved, rejected (with the stage-specific reason), and paid, including timestamps and who performed each action. The Audit Trail is exactly what Revenue auditors and internal compliance reviewers ask for. ERR exports remain available as CSV for direct submission. We recommend retaining all exports for at least 6 years from the end of the relevant tax year (Section 886 TCA 1997).

The dashboard provides a visual overview of your expense activity. Key metrics include: total expense amounts for the current month and year, trend charts showing how spending has changed over time, a status breakdown showing how many expenses are in draft, submitted, approved, or rejected states, cumulative mileage statistics per vehicle, your most-used vehicles, average compliance scores, and a breakdown by expense category (mileage, subsistence, parking, tolls, other). Company Admins see aggregated data across all users, while standard users see their own personal metrics. The dashboard gives you a quick way to spot patterns, identify compliance issues, and track overall travel expenditure without needing to run a full report.

Expense.ie works on all modern browsers including Chrome, Firefox, Safari, and Edge. The system is fully responsive and works on desktop, tablet, and mobile devices. We recommend using the latest version of your browser for the best experience.

Expense.ie is a responsive web application that works perfectly on mobile devices through any web browser. There's no need to download an app - just visit www.expense.ie on your phone or tablet. The interface is optimized for touch screens and mobile use.

Yes! Expense.ie is fully responsive and works great on phones and tablets. You can log expenses, track mileage, view reports, and manage your account from any device. The mobile interface is touch-friendly and includes all core features.

Yes. Google Maps is included for distance calculation. When you enter start and end locations, the expense form can autocomplete addresses, draw the route, and fill in the driving distance. You can still enter kilometres manually if you prefer.

Use the Contact page (or the support form in your account if you are signed in). We typically reply within 1-2 business days. There is no difference in support levels between Team and Business plans.

Support is available during Irish business hours (9 AM - 6 PM, Monday-Friday). We typically respond to all inquiries within 1-2 business days, regardless of plan.