Finance teams are spending more time chasing receipts than driving strategy, according to new data from cloud-based expense management platform Capture Expense.
Its 2025 Expense Trends Report analysed more than 371,000 expense claims worth a combined total of £60 million, submitted across 460 UK organisations between January 2024 and June 2025.
The report is one of the most comprehensive views of workplace spend in the UK.
The findings reveal that finance teams across country are feeling the strain. Approval delays, vague justifications, and missing receipts are costing organisations time, clarity, and control. Just 2.6% of claims were approved immediately, while 27% took over a month, and 3.6% are still pending.
Expense data exposes how modern businesses really work
Beyond just the inefficiencies, the report reveals the everyday realities of work in 2025. Mileage remains the top expense category at £3.19 million, suggesting that physical presence still underpins core business operations. Fuel, travel, meals and taxis follow closely, reflecting the mobility, culture and unpredictability of modern working patterns.
These aren’t just data points in a spreadsheet. They’re behavioural breadcrumbs.
- £31.6k spent at Costa and £27.5k at Tesco not only awards them top spot in the hospitality and retail sectors but also points to a culture of informal meetings and on-the-go productivity stops.
- Manchester leads non-London spend with £2.1m, signalling the continued rise of regional business hubs.
- Hybrid and remote working are having a subtle influence on policies, with 7% of companies now reimbursing utilities and home office set ups.
Culture vs compliance and where the risks really hide
The report highlights a growing compliance blind spot – not deliberate fraud, but everyday vagueness. 76% of rejected claims were due to incomplete or unclear information rather than misconduct. Phrases like “as discussed” or missing receipts remain common and can trigger HMRC scrutiny if left unchecked.
Sector-specific habits also create tension between culture and policy:
- Hospitality and marketing teams logged alcohol in 68% of entertainment claims.
- Financial services teams averaged £1,100 per head in entertainment claims.
- Tech and engineering accounted for 24% of late-night Uber rides, reflecting flexible work patterns that challenge traditional expense rules.
The report also found growing momentum toward automation and real-time visibility, with 70% of finance teams naming live expense insight as their top priority and 87% of CFOs investing in expense automation.
With automation accelerating and live data becoming increasingly important, businesses that modernise their expense processes stand to gain more than just efficiency. They gain clarity, confidence, and control in an increasingly dynamic working world.
Speaking about the report’s findings, James Rowell, Founder and Managing Director, Capture Expense said: “This data shows us that finance and HR teams have more influence than they realise. Expense behaviour isn’t just about spend, it’s about culture, policy clarity, and the systems that support people to do the right first thing.”
He adds: “The next step is to turn these insights into action. Maybe now teams can streamline approvals, use automation to eliminate vagueness, and align expense policies with ESG and wellbeing goals that mirror real working life. We believe that when finance teams lead with insight, not admin, the whole organisation feels the benefit.”
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