Track expenses, enforce travel entitlements, manage team wallets, and settle balances — all in one place. Built by chartered accountants, for businesses that care about financial discipline.
| Employee | Category | Amount | Date | Status |
|---|---|---|---|---|
| Priya Mehta | Hotel — Mumbai | ₹4,200 | 28 Jun | Approved |
| Rajan Patel | Travel — Rajkot→Ahd | ₹1,850 | 27 Jun | Approved |
| Sneha Joshi | Client Meal | ₹3,600 | 27 Jun | Pending |
| Amit Shah | Petrol Reimbursement | ₹820 | 26 Jun | Approved |
| Kavya Desai | Stationery | ₹340 | 25 Jun | Rejected |
Most expense management tools are built for Western workflows — flat per-diem rates, credit card reconciliation, and expense reports that no one reads. XpensR was built by the team at R B Shah & Associates for the specific way Indian businesses handle money: daily hotel entitlements, city-tier travel allowances, cash advances, and manual settlement.
The result is a tool that finance teams actually use — because it reflects the real complexity of Indian business travel and expense policies, not a simplified version of it.
Set per-night hotel limits by city class (Metro / Tier 1 / Tier 2 / Other) and employee grade. XpensR enforces the policy automatically.
Per-day allowances calculated automatically based on travel dates and destination — no manual computation.
Issue wallet balances to employees, track spend against balance, and settle in one click — no spreadsheet wrangling.
Employees submit expenses with category, amount, date, and receipt — from any device. Approvers get notified instantly.
Define approval chains by department or amount threshold. Approvers can approve, reject, or request clarification from the dashboard.
Set hotel limits by city tier and employee grade. Expenses that exceed the entitlement are flagged automatically — no policy PDFs required.
Daily allowances computed automatically from travel start/end dates, destination city, and employee policy. Zero manual calculation.
Issue, track, and settle wallet balances per employee. See who has outstanding advance, who is in credit, and auto-settle on month close.
Category-wise spend reports, department summaries, and settlement ledgers — exportable to Excel for accounting integration.
Admin, Manager, and Employee roles with granular permissions. Managers see only their team's expenses; admins see everything.
Submission, approval, rejection, and settlement notifications via in-app and email. No one misses a pending action.
XpensR is a Progressive Web App — works on any smartphone browser, installable on the home screen, no app store download needed.
Procurement reps, site engineers, and sales staff with frequent travel and cash advances — tracked in real time.
Client visit expenses, hotel bills, and mileage — correctly captured against the right client or project code.
Multi-city sales reps with daily hotel, travel, and meal claims — enforced against entitlement automatically.
Moving from WhatsApp groups and spreadsheets to a proper system — fast setup, no IT team required.
XpensR offers a free 7-day trial with full access — no credit card required.
All plans include free data migration from spreadsheets. GST invoice issued for all paid plans.
We've been auditing and advising Indian SMEs for 30 years. The single biggest source of petty financial disputes — and the hardest thing to audit — is employee expense claims. Spreadsheets don't enforce policy. WhatsApp doesn't create audit trails. And generic expense tools don't understand that a hotel entitlement in Rajkot is different from one in Mumbai.
XpensR is what we wished our clients already had when we walked in for their audits.
7-day free trial. Setup in under 10 minutes. Cancel anytime.