Expenses
From receipt to reimbursement. Luna HR handles expense reports, multi-step approvals, mileage claims, and payment tracking — so your finance team can stop chasing paperwork.
The complete expense lifecycle. Submit, approve, authorise, pay — every step tracked, every receipt attached.
01
Expense reports
Group related expenses into reports with titles, descriptions, and supporting documents. Draft, edit, and submit when ready.
02
Multi-step approvals
Configurable approval chains: manager → finance → director. Per-step conditions, auto-approve rules, and escalation timeouts.
03
Mileage claims
Log journeys with postcodes, distance, and vehicle details. HMRC AMAP rates applied automatically — 45p/25p tiered for cars, 24p motorcycle, 20p bicycle.
04
Receipt management
Attach photos or documents to every line item. AI-powered receipt scanning extracts vendor, amount, and date automatically.
05
Payment tracking
Mark reports as paid with method (payroll, bank transfer, petty cash) and reference number. Export CSV payment runs for batch processing.
The expense module, up close. Every view — from receipt capture to approval chains.
Uploaded receipt
BELLA ITALIA · SOHO
19 Dean Street, W1D 3RP
Extracted fields
Vendor
Detecting…
Date
Detecting…
Amount
Detecting…
Category
Detecting…
High confidence fills silently · low confidence flags for human review. No blind trust.
01
Snap a receipt, Luna does the rest
Upload a photo and Luna AI extracts vendor, date, amount, and category — each tagged with a confidence score. High-confidence fields fill silently; low-confidence ones flag for a glance. No blind trust.
Submitted
1Approved
2Authorised
1Paid
002
Submitted → approved → authorised → paid
Every report moves through the right stages — draft, submitted, approved, authorised, paid — with live totals at each column. Finance runs a batch on Friday; nothing sits in an inbox.
01
Submitted
Expense report
12 items -- GBP1,200
02
Manager Approval
Line manager review
Sarah Richardson
03
Finance Authorisation
Budget sign-off
James Patterson
04
Payment
Processed via payroll
Oliver Hughes
Delegation active: James is covering for Mark this week
03
Approval chains that match your org
Build multi-step chains — manager, finance, director — with conditions, escalation, and delegation. Routing happens automatically per report, based on amount, category, or department.
Travel
£4,200 / £8,00053%Client entertainment
£1,950 / £3,00065%Office supplies
£1,250 / £2,00063%Software
£3,100 / £4,50069%
Recent activity
- Waiting for next expense…
04
Budgets with a brake pedal
Set a cap per category, per department. Luna tracks spend in real time and warns when a report would tip over — finance gets notified the moment it happens, not at month-end.