UK expense claims face slow approvals & vague submissions

New analysis of over 371,000 expense claims from UK organisations has found that finance teams are struggling to keep up with slow approvals and incomplete submissions, causing compliance concerns and operational inefficiencies. According to data covering claims worth GBP £60 million, only a small fraction of expenses are processed instantly, while a significant portion remain unresolved for over a month.

Slow approvals

Just 2.6% of expense claims are approved immediately, while 27% take more than a month to be processed. An additional 3.6% of claims are still pending. These delays highlight ongoing administrative burdens and suggest that expense management processes are not meeting the expectations of finance teams or employees.

Missing details

The data shows that missing receipts and vague explanations continue to be widespread. Of all rejected claims, 76% were due to unclear or incomplete information rather than deliberate fraud or policy violations. Unspecified justification and phrases such as "as discussed" were common, increasing the risk of regulatory scrutiny for organisations.

Expense patterns

Mileage remains the highest expense category, accounting for GBP £3.19 million, ahead of fuel, travel, meals, and taxis. The findings indicate that physical business travel and in-person meetings still play a major role in UK workplaces. Manchester led expense submissions outside London, with GBP £2.1 million in claims, reflecting the growth of regional business centres.

Everyday business consumption also shapes spend trends. Hospitality and marketing teams logged alcohol in 68% of entertainment claims, while financial services averaged GBP £1,100 per head in entertainment expenses. Tech and engineering departments are responsible for nearly a quarter of late-night taxi rides, suggesting flexible working hours are impacting expense behaviour.

Hybrid work impact

Shifts to hybrid and remote working are also changing expense policy. 7% of organisations now reimburse employees for utilities and home office setup costs. Retail and hospitality spend data also reflects evolving work patterns: claims of GBP £31,600 at Costa and GBP £27,500 at Tesco indicate how informal meetings and productivity stops are commonplace.

Automation adoption

In response to mounting challenges, finance leaders are increasingly looking towards automation and real-time reporting. 70% of finance teams consider live expense insights a top priority. Meanwhile, 87% of CFOs are investing in automated expense management tools. The aim is to improve operational efficiency, control, and data integrity.

"This data shows us that finance and HR teams have more influence than they realise. Expense behaviour isn't just about spend, it's about culture, policy clarity, and the systems that support people to do the right first thing," said James Rowell, Founder and Managing Director, Capture Expense.

"The next step is to turn these insights into action. Maybe now teams can streamline approvals, use automation to eliminate vagueness, and align expense policies with ESG and wellbeing goals that mirror real working life. We believe that when finance teams lead with insight, not admin, the whole organisation feels the benefit," said Rowell.