Accurate expense reporting isn’t just about keeping tidy books. It’s about creating a smoother, more transparent way of managing your business’s finances. For companies with drivers, salespeople, or mobile teams, fuel is often one of the most frequent and easily mishandled expenses.
Whether it’s missing receipts, miscategorised transactions or vague mileage logs, these small gaps in reporting can create big headaches for business owners and finance teams. They slow down VAT reclaims, distort budgets, and make forecasting harder than it needs to be.
So how do you reduce these issues? It starts with training your team, and giving them the right tools to make accuracy easy, not extra work.
Why expense logging often goes wrong
For many employees, logging expenses feels like a chore. It’s something they do after a long shift, in between meetings, or while trying to catch up on other admin. In some cases, they might not even realise how important it is to get it right.
Common problems include:
- Lost or unreadable fuel receipts
- Transactions submitted weeks late
- Personal spending mixed with business spend
- Inconsistent mileage tracking
- Vague or missing expense notes
None of these are usually intentional, but they do slow things down. And when left unchecked, they can cost the business both time and money.
What good expense logging looks like
Clear expense reporting helps the whole business run more smoothly. You don’t need a complex process, just a consistent one that’s easy to follow.
At a minimum, employees should:
- Submit expenses within a specific timeframe (e.g. within 5 working days)
- Provide proof of purchase, such as a receipt or digital record
- Categorise expenses correctly (fuel, accommodation, meals, etc.)
- Log mileage accurately with supporting journey details
- Flag any mistakes early, rather than hoping they’ll go unnoticed
Consistency is more important than perfection. If everyone logs expenses the same way, it becomes much easier to spot issues and fix them.
Simple training = better results
Not all employees will have the same level of experience with business expenses. Some might be new to submitting claims. Others may have come from roles where the process was handled for them.
That’s why short, practical training – tailored to your process – can go a long way.
You don’t need a formal session. A quick team briefing, a written guide, or a short explainer video can all help. Include:
- A walkthrough of the expense submission process
- What’s considered an acceptable business expense
- How to record mileage properly
- Examples of what good vs bad receipts look like
- Key deadlines and who to contact with questions
Tools make a difference
Even with training, the tools your team uses can either help or hinder the process. Relying on paper forms, manual spreadsheets, or photo uploads via email increases the chances of something going missing or being entered incorrectly.
More businesses are now switching to digital platforms, whether that’s standalone expense apps or features built into their accounting software. These can help automate mileage tracking, categorise expenses, and flag incomplete entries before they’re submitted.
One increasingly popular option is using fuel cards for employees. Instead of asking drivers to pay out of pocket and claim it back, a fuel card gives them a consistent, business-approved method for buying fuel. Transactions are logged automatically, meaning fewer receipts to handle and clearer reporting across the board.
It’s not just about making life easier for your team, it also means finance teams spend less time chasing paperwork, fixing errors or manually processing claims.
Make it part of your culture
Good expense reporting shouldn’t feel like a separate task. It should be part of how your team operates every day.
That starts with:
- Setting expectations clearly during onboarding
- Encouraging open conversations if someone’s unsure what to claim
- Giving regular feedback (and recognition) for good reporting habits
- Reviewing processes every few months to keep them simple and relevant
A little effort upfront goes a long way. When employees understand the why behind the process – and feel confident about how to do it – they’re far more likely to get it right.
Accuracy is everyone’s business
Training your team to log expenses properly isn’t just an admin fix. It’s a way to protect your budget, reduce unnecessary workload, and build a more efficient business overall.
The goal isn’t perfection. It’s progress – towards fewer errors, faster reporting, and more time spent on the things that matter most.
Because when the numbers add up behind the scenes, your business can move forward with more clarity, confidence, and control.
