As of 13 August 2026, AI can create your expense report.

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 your employer's current expense policy and gather the receipts, card statement or transaction export for the reporting period.
   2. Paste the policy and expense data into the prompt, adding the reporting period and only the employee or department details the report requires.
   3. Ask the AI to produce the report table, category totals, VAT list and exception list exactly in the requested format.
   4. Open every original receipt beside the drafted report and compare the supplier, date, amount, currency and VAT field row by row.
   5. Check each category, business purpose, receipt requirement and spending limit against the employer's policy, and resolve every item marked "NEEDS CHECKING".
   6. Recalculate the category totals and grand total in your spreadsheet, then correct any difference in the AI draft.
   7. Send the checked report and supporting receipts to the manager or finance system using your employer's normal approval process.

   Prompt

   Create a UK work expense report from the receipt and transaction information I provide.
   
   Use these sources only:
   1. My expense data: [PASTE RECEIPT DETAILS, CARD TRANSACTIONS OR A SPREADSHEET]
   2. My employer's expense policy: [PASTE THE POLICY]
   3. Reporting period: [START DATE] to [END DATE]
   4. Required employee and department details: [PASTE ONLY WHAT THE REPORT REQUIRES]
   
   Extract, where available, the transaction date, supplier, description, amount, currency, VAT amount, expense category, business purpose, payment method and receipt reference. Do not invent or infer missing facts. Mark every missing, illegible or ambiguous field as "NEEDS CHECKING" and explain what source would resolve it.
   
   Apply the policy exactly as written. Do not decide that an expense is allowable, reclaimable or VAT-eligible when the policy or receipt does not establish that. Flag duplicates, dates outside the reporting period, personal items, missing receipts, currency conversions, unclear business purposes and claims above policy limits.
   
   Return:
   1. A clean expense report table in date order.
   2. Totals by category and a grand total, showing the currency used.
   3. A separate list of VAT figures, but only where VAT is stated clearly on the receipt.
   4. A list of every exception and every field I must check.
   5. A short submission note for my manager.
   
   Keep the original figures unchanged. Show calculations transparently. Do not give tax or accounting advice. End by stating that I must compare the report with every original receipt and obtain the required approval before submitting it.

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