Irish expense software for mileage, subsistence and ERR

Yes, absolutely. Our system is built specifically around Irish Revenue's current travel and subsistence regulations. All mileage rates, subsistence allowances, and calculation methods are fully compliant with current Irish Revenue guidelines and automatically updated when regulations change.

We deliberately keep AI away from your data. Many expense and bookkeeping tools now route your receipts and bank statements through third-party AI services — for OCR, "smart" categorisation, or statement-to-spreadsheet conversion — which means sensitive financial data leaves your control and lands on servers run by companies like OpenAI, Google or Anthropic, often outside the EU and sometimes retained or used to train future models. The same risk applies any time someone pastes a bank statement into ChatGPT to "turn it into a CSV", uploads receipts to an AI scanner app, or lets an "AI bookkeeping assistant" read their transactions. Now, travel-and-subsistence data is far less sensitive than a full bank statement — but it's still your business's financial information, and we see no reason to hand it to an AI model just because it's become fashionable. So at Expense.ie your data is never sent to any AI. Every mileage and subsistence calculation is a deterministic, rule-based engine applying the exact current Irish Revenue rates — not an AI estimate that could quietly be wrong — and your data stays in our EU-hosted database. The only AI on the platform is the support chatbot on this website, which answers questions about the product and has no access whatsoever to your account, your expenses, or any financial data. Like most modern software teams, we do use AI tools to help write and review Expense.ie's own code during development — but that work happens in a separate development environment and never has any access to the live system or your data.

You can track all business travel expenses including mileage claims for client visits and business trips, subsistence allowances for day trips and overnight stays, international travel allowances, parking fees, tolls, and other travel-related expenses. You can also combine car mileage and public-transport tickets in the same trip — mixed-mode trips are rated leg-by-leg, and any cross-border leg is auto-detected so the trip flips to international rates without you having to remember.

Every plan includes single-tier approval (Draft → Submitted → Approved/Rejected → Paid) with email notifications sent to owners and approvers at every stage. Business-plan customers can also enable two-tier Manager → Finance approval — the manager signs off the trip, finance signs off the rates and receipts, with separate rejection reasons captured at each stage. You can also display a custom policy reminder on the expense form so staff see your rules before submitting.

Yes, the system supports multi-company management. You can set up separate companies with their own users, vehicles, and expense policies. This is perfect for accounting firms managing multiple clients, or larger organizations with different departments or subsidiaries.

Our system automatically categorizes vehicles by engine size and applies the correct current Irish Revenue rates. It calculates progressive mileage bands, handles return trips, and ensures all calculations meet Irish Revenue requirements for business travel claims.

The system is fully responsive and works perfectly on mobile devices through any web browser. Employees can log expenses, track mileage, and submit claims while traveling using the responsive web interface at expense.ie.

Reports export in Excel (XLSX) with typed dates, numbers and a frozen header, PDF for Revenue filing, CSV for accounting integrations, and ERR-compliant CSV for ROS upload (Finance Act 2022). There is also a dedicated Audit Trail export covering the full action history of every claim — the report a Revenue auditor or internal reviewer will ask for. You can filter by trip date or approval date so payroll runs match exactly what was approved in the period.

You can create an account and start using the system immediately, including during the 7-day trial. Basic setup takes just a few minutes - add your vehicles, invite users, and start tracking travel expenses.

We don't run sales calls or live demos. Try the free calculator with no account, or start a 7-day trial and log a real trip of your own (card required, nothing charged until it ends). If something isn't clear, use the contact form — we reply in writing, usually within one business day.