As of 13 August 2026, AI can choose a business expenses app.

What to actually do

1. Hand it to a person

   The route this page recommends

   A person who owns the outcome does this end to end, worth it when the failure is dear.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, chat-fluent skill, and roughly 30 minutes until you can act on the result.

   How to actually do it

   1. Open the official websites for the expense apps you are considering and copy their product names and URLs into the prompt.
   2. Gather your monthly number of expense claims or documents, number of users, accounting system, bank or card connections, VAT requirements and approval rules.
   3. Write down your must-have features, deal-breakers, budget preference and any requirements for business data retention or access.
   4. Paste the completed prompt into a chatbot and ask it to compare the candidates using only the supplied information and official product pages.
   5. Open each recommended provider's current feature, integration, privacy and terms pages and compare them with the chatbot's table, correcting every unsupported or outdated claim.
   6. Ask the providers the five unanswered questions, then test the preferred app with a small set of non-sensitive records before moving your normal expense process.
   7. Confirm the final choice with the person responsible for your bookkeeping and VAT records before subscribing or connecting a bank account.

   Prompt

   Help me choose a business expenses app for a UK business. Do not make up features, prices, integrations, certifications or data policies. Use only the product information and official links I provide, and clearly label anything that still needs checking.
   
   My requirements:
   - Business type: [sole trader, partnership or limited company]
   - Number of people submitting or approving expenses: [number]
   - Approximate expense claims or documents per month: [number]
   - Accounting software or bookkeeping system: [name]
   - Bank or card connections needed: [details]
   - Receipt capture needed: [yes or no]
   - Approval workflow needed: [yes or no, and describe it]
   - VAT evidence or reporting needed: [describe it]
   - Mobile app needed: [yes or no]
   - Data residency, retention or privacy requirements: [details]
   - Budget or pricing preference: [details]
   - Must-have features: [list]
   - Deal-breakers: [list]
   
   Compare these candidates: [paste product names and official URLs]. For each one, create a table covering fit with my requirements, missing information, likely setup effort, data and privacy questions to verify, accounting and bank integrations to verify, and the main failure risk. Then recommend one option, explain why it fits, name the compromises, and give me five exact questions to ask the provider before signing up. Keep UK bookkeeping and VAT considerations separate from professional tax advice. Do not tell me that an app makes my records compliant unless the official evidence supports that claim.

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.