One Dashboard for All Your Clients'Travel & Subsistence Expenses
Your practice account is free. One dashboard to manage all your clients' travel and subsistence. Each client pays their own subscription (Solo, Team, or Business). You pay nothing. No client limit.
Add client companies from your dashboard, set up users and vehicles, then send the client a link to pick their plan — or let clients sign up at expense.ie and invite you. Same result either way.
No practice fees. No per-client fees. Clients subscribe with existing plans.
Is This Page for You?
Accountancy Practices
You prepare year-end accounts, management accounts, or tax returns for SME clients. You need their travel expenses to be accurate, timely, and compliant — without chasing each one separately.
Bookkeepers
You maintain the books for multiple businesses. Travel and subsistence expenses are a recurring friction point — different formats, missing receipts, wrong rates. You need consistency.
Payroll Bureaus
You run payroll for multiple employers with field staff. Mileage and subsistence data needs to be clean and correct before it hits payroll — and ERR compliant when it leaves.
The Practice Model: Free for You, Clients Pay Their Plan
Your practice account is a free management layer. You never pay. When a client uses Expense.ie, they subscribe to their own plan (Solo, Team, Business). No new billing, no practice invoicing, no per-company fees to you.
Path 1: You Lead
- Log into your practice dashboard
- Click "Add Client Company" — add name, address, VAT
- Add employees (name, email)
- Employees can log in but see a paywall until the client subscribes
- Send the client a link to pick their plan (/pricing)
- Client subscribes → employees can log expenses; you see everything in your dashboard
You can set up company, users, and vehicles before the client pays. The subscription gate is on using the system (logging expenses), not on existing in it.
Path 2: Client Leads
- Client signs up at expense.ie
- Client picks plan and subscribes
- Client adds employees, then invites you as their accountant
- Your practice dashboard picks the client up automatically
Same result: company in your dashboard, client pays their subscription, you have full oversight. No limit on how many clients you add.
What Your Practice Dashboard Shows
One screen: all your client companies, their plan, user count, status, and last activity. Click into any client to see expenses, reports, users, and vehicles. "Add Client" to onboard the next one.
| Company | Plan | Users | Status | Last Activity |
|---|---|---|---|---|
| Murphy's Plumbing | Team | 4/5 | 3 pending | 2 hours ago |
| O'Brien Construction | Team | 8/10 | Up to date | Yesterday |
| Dublin Catering | Solo | 1/3 | No expenses yet | 5 days ago |
| Connacht Engineering | Business | 12/15 | 12 pending | Today |
| Westport Deliveries | — | 2 | No plan yetSend pricing link | — |
Companies you create but that have not yet subscribed show "No plan yet". Employees can log in but hit a paywall until the client picks a plan. You can send the pricing link from the dashboard.
The Situation You're Probably In
You have multiple clients. Each has employees who travel for work. The travel expense data reaches you in a different format every time — if it reaches you at all.
The Problem
Accountant / PracticeYou prepare year-end accounts for 30+ SME clients. Come January, you chase each one for their travel expenses — some send a shoebox of receipts, some a half-filled spreadsheet, some nothing until you ask three times.
With Expense.ie
Same scenarioEach client logs their own trips and subsistence throughout the year. When you need the data, it is already there — categorised, calculated at the correct Revenue rates, and exportable.
Key outcome: No more January data chase
The Cost of Doing It Manually
These are the problems that compound across every client you manage.
Hours Spent Rekeying
Industry research consistently shows that moving from manual expense handling to dedicated software cuts processing time by more than half. For a practice with 30 clients, that is dozens of hours back per quarter — hours you can bill or use to grow.
Based on industry benchmarks for expense automation
ERR Penalty Exposure
Enhanced Reporting Requirements (ERR) have been fully enforced since January 2025. Travel and subsistence must be reported to Revenue on or before payment. For a payroll bureau running expenses across 15 employers, a single process gap can create 15 separate penalty exposures.
Irish Revenue ERR penalty framework
Context-Switching Across Clients
If each client has their own spreadsheet (or worse, no spreadsheet), you are switching between formats, file locations, and naming conventions constantly. This is the same "many logins" problem payroll bureaus face — except for expenses.
Data Entry Errors
Manual data entry has a well-documented error rate. For expenses, that means wrong mileage rates, misclassified subsistence, or incorrect dates — all of which become your problem at year-end or audit. Dedicated software reduces this to near zero.
Based on data entry accuracy research
Your Workflow: Before and After
Side-by-side comparison for handling one client's travel expenses per period.
Without Expense.ie
Multiply by 20-30 clients per period.
With Expense.ie
Same process for every client. Consistent, structured, auditable.
Why Expense.ie — Not a Generic Tool
Built specifically for Irish Revenue rules, not adapted from a UK or US product.
Built for Irish Revenue Rules
- Current civil service mileage rates applied automatically by engine category
- Subsistence rates for 5-10 hour, 10+ hour, and overnight trips
- Dublin vs. non-Dublin overnight distinction built in
- Vouched and unvouched expense categories match Revenue definitions
- Commute deduction per Irish Revenue "lesser of" rule — no normal commuting claimed
- ERR reporting structure — not a UK or US tool with workarounds
Practice Dashboard + One Company = One Client
- Your practice account is free — no subscription, no per-client fee
- Dashboard shows all client companies: plan, users, status, last activity
- Add Client from the dashboard — create company, add employees, send pricing link
- No client limit; each client pays their own Solo / Team / Business plan
- Click into any client to see expenses, reports, users, vehicles; Back to Practice to return
Visibility Without Chasing
- See which clients have pending expenses that need review
- Approval workflows mean data is checked before it reaches you
- Consistent process across all clients — no more "how does this client do it?"
- Exportable reports for year-end, management accounts, or payroll
- Audit trail for every expense — who created it, who approved it, when
Your Clients Do the Input
- Employees log trips and subsistence themselves — mobile-responsive
- Auto-calculation means they cannot use the wrong mileage rate
- You shift from data entry to advisory and compliance review
- Fewer reconciliation queries at payroll time
- Structured data feeds cleanly into your accounting or payroll workflow
ERR Compliance Is Now Your Problem Too
Since January 2024, employers must report travel and subsistence payments to Revenue on or before the date of payment under Enhanced Reporting Requirements (Revenue ERR). The grace period ended in January 2025. Penalties apply (e.g. €100 per first offence, escalating for repeated or deliberate breaches — see Revenue for current amounts).
If you manage compliance for your clients, you need a system that gives you visibility across all of them — not a collection of spreadsheets you have to chase.
Read our full ERR Compliance GuideERR Quick Facts
On or before — not next business day
Travel, subsistence, and small benefits
Since January 2025 — no more grace period
Each client is a separate compliance obligation
What This Means in Practice
Concrete outcomes, not feature lists.
Fewer Hours on Expenses
Clients enter their own data. Rates are applied automatically. You review structured output instead of rekeying from scraps.
Confident Compliance
Consistent process, correct rates, audit trail. You can tell each client: "your travel expenses are managed and ERR-structured."
Scale Without Extra Staff
No client limit. Add as many client companies as you want from your dashboard. Each client subscribes independently; you pay nothing. Same process, same format, every time.
How the Practice Model Works
Your practice account is free. You log in to a Practice Dashboard: "My Clients" (list of all linked companies) and "Add Client". Click into a client to see their expenses, reports, users, and vehicles — same views as a company admin, scoped to that company. A "Back to Practice" link returns you to the overview.
Your Practice View
Data Isolation
Each client company has completely separate data. Client A cannot see Client B's expenses. You see each one only when you click into them from your dashboard.
Set Up Before They Pay
You can create a company and add employees from your dashboard before the client subscribes. Employees can log in but hit a paywall until the client picks a plan. You send the pricing link when ready.
Client Leaves You?
The client (company admin) removes your access and adds their new accountant. That company disappears from your dashboard. Their subscription, data, and employees are untouched. You have no kill switch — the client's relationship with Expense.ie is direct.
You Stop Using Expense.ie?
Nothing happens to your clients. Their subscriptions continue; their employees keep logging expenses. Only your dashboard access goes away.
Common Questions from Practices
Ready for a Free Practice Account?
You pay nothing. Get a dashboard to manage all your clients — add companies, send pricing links, and see every client in one place. Clients pay their own plan.