General Travel and Expense questions

What is Concur Expense?

Concur Expense is a software solution that automates business expense reporting and allows companies to take control of spending, no matter where it happens. Through this, organisations can capture spend from multiple sources, base business decisions on accurate data, and simplify the entire expense management process.

Why is expense management important?

Every business runs on good cash flow. When organisations don’t know how much cash is coming in and going out, it can lead to big problems like budget shortfalls. By using emerging technology to automate the expense management process, organisations can control spend, reduce errors and fraud, and base decisions on complete and accurate data.

What is expense fraud?

Expense fraud occurs when expense claims are erroneously overinflated, or when illegitimate expenses are added to an expense claim. Fraud is very difficult to detect and can take several forms, including data theft, bribery, and corruption. Even minor incidents of fraud can damage a company’s financial health.

What is duty of care?

Duty of Care is an organisations legal obligation to protect employees from harm. When employees travel for work, businesses must take reasonable measures to ensure their safety.

What is Concur Travel?

Travel and expense costs make up a big and complex portion of an organisation’s total budget. Concur Travel provides a seamless way for employees to book compliant travel. With Concur Expense, T&E is integrated into a single, automated solution that helps organisations speed up and simplify processes, reduce errors, track and control employee spend, and see spend data all in one place.

What should an expense claim include?

A full and robust end-to-end record of forms, receipts and approval processes. A business reason should be provided for why every line item was incurred, and every line item should be documented and supported by an appropriate receipt to show the money has been spent. There should also be a signature to show that someone appropriate has checked that it complies with company policy.

How can I make mileage claims easier?

Concur Drive provide an easy way for employees to claim mileage expenses. It’s flexible so employees can use it in the way they want (for example tracking mileage during set times or starting and stopping the app at the beginning and end of a journey). It is also optimised to use less battery while the app is running in the background than other location tracking apps that keep the GPS turned on.

What expenses are reimbursable?

Expenses you can reclaim fall into eight categories:

  • Supplies
  • Wages, salaries and other staff costs
  • Travel expenses
  • Premises overheads
  • Repairs and maintenance
  • Office overheads
  • Advertising and business entertainment
  • Professional fees
Within each of those areas there are items that you can reclaim and items that you can’t. HMRC has detailed guidance on what constitutes a tax deductible expense and what doesn’t.

Travel & Expense Policy & VAT questions

What is a travel and expense policy?

A travel and expense policy is a written set of guidelines that’s created to ensure employees know which travel-related expenses are reimbursable and which are not. When travel and expense policies are formalised and well understood, it can increase compliance and lead to significant cost savings.

What should a travel and expense policy include?

A good T&E policy specifies the reimbursement rate for car mileage, maximum train travel reimbursement and class, allowable meal expenses, maximum hotel price based on location, and preferred booking methods.

How can an automated solution help us become more HMRC compliant?

When HMRC decides to audit a company’s T&E process they will look for:

  • A clear and enforced policy
  • Appropriate approval processes
  • Appropriate documentation
  • Appropriate checks and controls
  • Tax and VAT compliance
  • A robust and secure payment process.
Automation embeds policy and process at every stage, allowing increased confidence in your compliance.

What can I reclaim VAT on?

This is another area where automation can help. SAP Concur research shows that around 85% of all the VAT paid on employee expenses can be recovered - but to get this, the expense claims need to be supported by an appropriate VAT receipt. In past years, organisations using SAP Concur have been able to reclaim about 90% of the recoverable VAT.

How do I reclaim the VAT on mileage?

There are very specific rules around reclaiming VAT on mileage. You will need to keep an up to date, accurate record of any business-related journey you take, including:

  • The date of the trip
  • The start and end destinations with
  • full addresses
  • The mileage travelled
  • A brief description of the reason for the journey. Concur Drive allows you to provide this detail automatically.

How much VAT can you reclaim without a receipt?

You may be able to reclaim VAT on purchases of up to £25 without a receipt. However, you will still need to show that the supplier is VAT registered. With Concur Expense you can photograph and upload the receipt into the system straight away.

Will HMRC penalise those who don’t keep receipts?

The simple answer is yes. If HMRC needs to check your tax return and you are unable to show the records you used to complete the return, you may have to pay a penalty. The precise records you need to keep depend on the type of taxes you need to pay and the size and complexity of your business. Concur Expense makes keeping accurate records an integral part of your process.

How long do you need to keep VAT receipts for?

You must keep VAT records for at least 6 years and records must be accurate, complete and readable. With automation solutions such as Concur Expense, keeping these records is much easier, saving the hassle of storage or lost documentation.

How can we fulfill our Duty of Care obligations?

Prioritising employee safety includes:

  • Quick and accurate location tracking
  • Instant communication
  • Alerting about unexpected events
  • Providing local assistance when needed
TripLink offers seamlessly integrated tools to help you manage duty of care.

General Supplier Invoice questions

What details should a supplier invoice include?

An invoice should include:

  • A unique identification number
  • Supplier's company name & address
  • Your company name, address and contact information
  • Clear goods/services description
  • Dates of provision and invoicing
  • Charged amount(s)
  • VAT amount (if applicable)
  • Total amount owed
  • Additional info may be needed

What is an invoice management system?

An invoice management system is software that automates and simplifies accounts payable. By capturing, processing, and paying invoices, it eliminates paper and manual processes, speeds up approvals, reduces errors, and enforces policy compliance.

Should we be using purchase orders/requests (PO/PRs)?

Possibly. It’s easy to think purchase orders are just another piece of admin. But they offer a lot of benefits:
  • They help you with budgeting and planning
  • They help control and track spending
  • They help reduce fraud and maintain compliance
With Purchase Request managers can approve or reject expense requests before a PO is created so you can see spend before it happens.

Supplier Invoice Policy & VAT questions

What is a supplier invoice policy and what should it include?

A supplier invoice policy clarifies accounts payable, saves admin time and ensures prompt supplier payments. It should state purpose, policy compliance, and areas of ambiguity. For additional factors and a free template to create a supplier invoice policy, download our white paper on best practices.

Can I reclaim VAT on invoices?

If you are registered for VAT you can usually reclaim the VAT paid on goods and services purchased for use in your business. For full details on what you can and can’t reclaim, visit You must keep records to support your claim and show how you arrived at the business proportion for a purchase, including valid VAT invoices.

How can an automated solution help us become more HMRC and government compliant.

Compliance is crucial for finance teams, but lack of time leads to 48% of invoices not being checked for duplication. Digital systems like Concur Invoice can automatically detect duplicates and errors, improving compliance by up to 99% due to embedded policies.

How can we fulfill our Duty to Report on Payment Practices obligations?

The Duty to Report on Payment Practices and Performance legislation requires businesses to publicly report their payment processing time to suppliers. Concur Invoice can help streamline invoicing to improve visibility, prevent late payments, and quickly produce the required reports.

How SAP Concur works

What is SAP Concur?

SAP Concur develops technology that automates and integrates travel, expense, and invoice management. As part of the larger SAP family of companies, SAP Concur solutions simplify spend management and help organisations operate in more efficient and cost-effective ways.

What is the SAP Concur app?

The SAP Concur app is a simple, secure tool that allows users to manage travel, expenses, and invoices from their iOS or Android mobile devices. Employees can easily book and manage travel, create and submit expense reports, and approve invoices — from anywhere and at any time.

How do I enter expenses into SAP Concur?

Entering, submitting, and approving expenses in SAP Concur is a simple process.

  1. Transaction data is captured automatically from receipt photos and from airlines, hotels, restaurants, and car companies.
  2. Employees then submit and can track expense claims from anywhere using their mobile devices.
  3. Managers review and approve expense reports from any device, which speeds up reimbursements.

What does the Concur Expense interface look like?

Concur Expense has been designed to deliver a seamless and intuitive user experience. Dashboards prompt users and the app allows for on-the-go expense capture, review, and submission. Check out our self-guided demo that walks you through capturing expenses from any device, submitting a report to your manager, and previewing approval.

How does receipt capture work?

Manual expense processing is time-consuming and error-prone due to manual data input. The SAP Concur mobile app saves time and improves accuracy by using OCR technology and machine learning algorithms to automatically convert photos of travel expense receipts into data and pre-populate report details.

How does a best practise automated expense process work?

We think there are seven keys to a best practice automated expense process:

  1. A firm and fair expenses policy
  2. Keep processes simple
  3. Timely submission and approval
  4. Check expenses, hold managers accountable
  5. Allow remote submission & approval
  6. Audits processes and receipts
  7. On-time payment

What are some of the standard reports I'll be able to get using Concur Expense?

Here are the five most popular reports in Concur Expense:

  • Unassigned Credit Card Transaction Report: Spot transactions that violate policy reimbursement date limits
  • VAT Reclaimed Amounts Report: Identifies how much VAT you can reclaim and gaps in employee VAT receipt submission
  • Attendee Analysis Report: Displays all expense-related information, including attendee details, necessary for demonstrating compliance with legislation like the Bribery Act
  • Approval Times Report: Information on the duration of each step involved in identifying and resolving issues caused by individuals causing delays
  • Expense Exception Analysis: Reduces out-of-policy spend by automatically flagging exceptions to travelers and approvers

How do I process an expense for payment?

Expense processing can be time-consuming and complex. You need a system that can easily track payments, validate expenses, reimburse employees promptly, improve communication, and avoid late payment fees. Automation manages all these things for you. Check out Expense Pay to create confidence in your compliance and gain back time to spend on the more important things.

How does invoice capture work?

OCR technology in invoice capture reads data and prepopulates details into requisition, this minimises manual data entry, saves time and improves accuracy by reducing capture times up to 50-75%. All you need to do is verify the details and add to your company’s workflow.

What does the Concur Invoice interface look like?

Concur Invoice has been designed for easy use with intuitive dashboards, and an app that enables employees to view, approve, and track invoices on-the-go, with prompts at every step. Take a self-guided demo of Concur Invoice to see the process of capturing, processing, and paying a supplier invoice.

How does a best practice automated invoice process work?

To identify best practises for your buisness, it's essential to take a step back and conduct an objective review of your end-to-end AP process. Our 10-Step Guide identifies opportunities for efficiency and benchmarking against industry best practices. Concur Invoice automates processes, freeing up time for your team to focus on strategic tasks beyond invoice processing.

What are some of the standard reports I'll be able to get using Concur Invoice?

One of the biggest benefits of Concur Invoice is the additional visibility it will give you. Here are the top five most popular reports in Concur Invoice:
  • Request Accrual Report Speed: Displays unpaid invoice transactions or those not yet assigned to a payment request
  • Top 10 Longest to Approve Report: Provides a rank of the payment requests that take the longest to get approved.
  • Invoice Billed Transaction Reconciliation: Allows users to match Invoice transactions with the billing invoice from Concur Invoice.
  • Purchase Orders and Asscoiated Payment Requests: Detailed view of all purchase orders and the associated payments requests
  • Top Invoice Vendor Spend: Shows the suppliers that have the highest total invoice spend

How do I process an invoice for payment?

Concur Invoice's quick and easy invoice payment process leads to 67% fewer late payments for users. The system puts you in control, allowing strategic payment decisions instead of rushing to pay invoices. Explore our partner ecosystem and app centre in the Finance & HR section to elevate your procure-to-pay process.

Integration with existing solutions & partners

Which finance systems do you integrate with?

SAP Concur seamlessly integrates with your existing ERP, HR, and accounting systems through partnerships. These include:

  • Deltek
  • Infor
  • Intacct
  • Intuit
  • Microsoft Dynamics
  • Microsoft Dynamics GP
  • NetSuite
  • Oracle
  • QuickBooks
  • SAP
  • Sage
  • Salesforce
  • Workday
  • Xero
Custom connections can integrate SAP Concur with any business system.

What corporate cards do you integrate with?

SAP Concur streamlines P-Card purchasing by automating employee purchases to general ledger. For centrally-billed cards SAP Concur matches pre-approved expenses to invoices for fast, accurate reconciliation. This eliminates data rekeying, saving time and improving accuracy. With integrated corporate cards, complete visibility into spending generates insights and opportunities to negotiate better supplier rates.

What other partners do you integrate with?

SAP Concur works with a multitude of partners so that together we can help you achieve more. The SAP Concur partner ecosystem includes:

  • Travel Management Companies for business trips
  • System Integrators for project management and consulting
  • Service Partners for implementation support
  • Financial Services Partners for tax, card, and payment programs
  • Travel Suppliers for more options and efficiency
  • Alliance Partners for expertise and best-of-breed solutions
  • Public Sector Partners for community and marketing support
  • SAP PartnerEdge for SAP tools and resources
The SAP Concur App Centre has 200+ integrations for seamless travel, expense, and invoice experience.

SAP Concur & Business growth

How can we better budget and manage cashflow?

Improved visibility is a key benefit of automation for over 50% of businesses. Concur Budget enhances this by providing tools to capture and consolidate data, control and adjust budgets, and improve spend accuracy and timeliness. It also enables budget owners to see and manage their budgets.

How will automating our processes help us achieve our bigger business objectives?

Automation increases visibility and control of cash flow, which are crucial to business growth. Recent research shows that cost-conscious businesses launching growth initiatives are more likely to achieve their objectives.

How do we scale SAP Concur solutions to other offices or countries?

SAP Concur grows with you when you expand, integrating internal policies, local travel allowances, taxes, currencies, and languages. The solution has been deployed in 90+ countries.

Switching to SAP Concur

How much does automation with SAP Concur cost?

The price of SAP Concur varies based on solutions and organisation size, for a more accurate quote get in touch today. We have a per-claim pricing model meaning you won't be tied into any lengthy contracts. It’s also reassuring to know that SAP Concur delivers impressive returns, with Concur Invoice offering a 505% 5-year ROI and T&E automation providing a 250% ROI for businesses.

What makes SAP Concur different from other T&E and AP software providers?

SAP Concur is the world’s biggest provider of T&E and invoice solutions. We’re also recognised as one of the best. In its IDC MarketScape Worldwide SaaS and Cloud-Enabled Travel and Expense Applications for Midmarket 2022-2023 Vendor Assessment, IDC MarketScape ranked SAP Concur as a leader, whilst TrustRadius recognised Concur Travel & Expense as a 2022 Top-Rated Software. Our tools are well-liked too. For example, the SAP Concur Mobile app is a highly rated app in the iOS App Store.

What cost savings and ROI can I expect from expense automation?

Automated expense solutions save SMBs an average of £18 per report, with annual savings of £24,000. Concur Expense users save even more - £31,000 per year. Automation also improves the employee experience, with finance employees saving up to 10 hours per week and reimbursement times reduced by 80%.

What cost savings and ROI can I expect from invoice automation?

Invoice automation benefits SMBs as well as large businesses, with average savings of £27,000 per year and £10 per invoice. Concur Invoice users save even more - £33,000 annually. Payback period is just five months on average, and time savings include 53% quicker processing and 68% less staff time spent on processing invoices.

What are the implementation timelines for T&E and AP solutions?

Automating travel and expense and AP processes saves time and money, but implementation time varies depending on the size of the organisation. For small or medium-sized businesses, it can take from one day to a few weeks, with two team members involved. Check out our blog: What to expect when you roll out SAP Concur for best practice implementation tips.

Why should I automate now?

Change is tough, especially if you rely on manual, paper processes. Without automation, you lack visibility into cash flow, miss growth opportunities and employee morale is likely to be suffering. So, automating becomes necessary sooner rather than later.

We’ve already automated

True automation is paperless with minimal manual input for processing payments to suppliers and employee reimbursements. Many businesses think they are automated, but paper or email processes show otherwise. Writing cheques instead of electronic payment methods also creates a bottleneck.

We’re too small to automate or to use SAP Concur

No matter how small you are, our solutions have something to offer that can benefit you. For example Office Manager Maria Santos Roman at DRC Capital, a business of 16 people said “I was quickly reassured that we would not be the smallest company SAP Concur worked with"". SAP Concur additionally helped Maria to reduce the amount of time spent on invoices and expenses by 30–40%.

Won’t SAP Concur be too expensive?

You're never paying over the odds for your solution with SAP Concur. It's also crucial to consider the value a solution brings. Concur Invoice has an average five-month payback period and delivers a 505% five-year ROI. And businesses that embrace T&E automation see an ROI of 250%.

Can’t we just use our ERP built-in solution or build our own?

ERPs may have add-ons for managing invoices and expenses, but they may not support growth or offer valuable extras like supplier portals and mobile apps, which are part of SAP Concur. These small extras can maximise your business efficiency and effectiveness.

Will we be tied into lengthy contracts?

No. With SAP Concur you aren’t tied into a lengthy contract

Won’t it require significant resource to implement?

SAP Concur is a cloud-based solution with no setup or implementation fees. This means no software or hardware to buy, install, maintain, or upgrade. It is designed to be simple and intuitive, with plenty of training resources available. We typically work with two of your team members to set up, and setup times range from a few days to a few weeks for typical SMBs. See how Gallagher got on with implementation times in the case study below.

Will automation take away my or my employees’ jobs?

After automation, finance teams become more valuable because they are freed to focus on more strategic work. However, not all invoice or expense work disappears, as expert oversight is still required to manage exceptions, ensure correct coding, and approve.