Stop losing receipts. Start saving time.
Capture expenses from your phone, categorize them with smart rules, and submit claims for approval in seconds. Note.now makes expense management painless for employees and accountants alike.
The average finance team spends...
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How Note.now eliminates the expense headache
Expenses & Claims
Capture receipts before you forget them
The average employee loses or forgets to submit 3–5 business receipts per month. Note.now's mobile app lets you photograph a receipt the moment you pay - OCR technology reads the merchant name, date, and amount and pre-fills the expense form for you. No more end-of-month scramble through your wallet or email inbox.
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Expenses & Claims
Smart rules that learn your spending patterns
After a few transactions, Note.now starts recognizing your regular vendors and automatically applies the correct category, project, and tax code. Recurring expenses like subscriptions and utility bills can be set to categorize automatically - meaning your bookkeeper spends less time on data entry and more time on meaningful analysis.
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Expenses & Claims
Approval workflows that keep control without friction
For businesses where expenses need a manager's sign-off, Note.now supports configurable approval workflows. Set spending thresholds - e.g. amounts over $500 require director approval - and expenses route automatically to the right approver. Approvers get an email notification and can approve or reject in one click. The full audit trail records every decision.
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Expenses & Claims
Mileage and per diem built in
Business travel reimbursements are one of the most time-consuming expense categories to manage. Note.now includes a mileage tracker with automatic rate application (HMRC Advisory Rates for the UK, standard IRS rates for the US), and per diem allowances for overnight stays. Employees submit their trip details; the system calculates the reimbursement.
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The hidden cost of manual expense management
“The average finance team spends 14 hours per month processing expense reports manually”
Aberdeen Group research found that companies using automated expense management reduce processing time by up to 80%. That time compounds into significant cost savings as your team grows.
“Up to 19% of expense reports contain errors when submitted manually”
Duplicate claims, wrong categories, and missing receipts are common in manual workflows. Automated capture and pre-fill dramatically reduce the error rate.
From receipt to reimbursement - automated
Simple steps. Lasting results. No accounting knowledge required.
Employee snaps a receipt on mobile
Note.now OCR reads the merchant, date, and amount. The expense form is pre-filled in under 5 seconds. The employee adds any missing details and submits.
Manager reviews and approves (if required)
Expenses above defined thresholds go into the approval queue. Managers review on mobile or desktop and approve with one tap.
Bookkeeper sees fully categorized, approved expenses
All approved expenses appear in the accounting ledger with correct categories, tax codes, and project tags. Bank card transactions are auto-matched to submitted receipts.
Full expense management toolkit
Frequently asked questions
Can employees submit expenses without a full Note.now account?
Yes. You can invite employees as expense-only users. They get access to the mobile app to capture receipts and submit claims, but do not see any financial data. This keeps sensitive information restricted while still giving staff the tools they need.
How does corporate card reconciliation work?
Connect your corporate cards as a bank account in Note.now. Card transactions import automatically and are matched against submitted receipts. Any unmatched transaction shows as a flag for the finance team to investigate - making audits simple and month-end close faster.
Does Note.now support multiple currencies for international expenses?
Yes. When an employee submits an expense in a foreign currency, Note.now uses the mid-market exchange rate on the transaction date to convert it to your base currency for the books. The original currency and rate are preserved in the transaction record.
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