Business Invoicing & CRM for Multiple Ventures

Yes! Just open the BillMate app, tap "Add Expense," and use your phone camera to snap a photo of the receipt. Our built-in OCR (optical character recognition) technology reads the receipt and automatically extracts the date, total amount, merchant name, and VAT where applicable — so you don't have to type anything manually.

The original photo is stored securely against the expense record, meaning you'll always have a digital backup. This is especially useful for thermal receipts that fade over time — once it's in BillMate, it's preserved forever. You can also crop or retake the photo if the first scan isn't clear enough.

If you're running multiple businesses, the scanned receipt is automatically allocated to whichever business profile you're currently working in, keeping your records clean and separated from day one.

Absolutely. BillMate supports expenses in any global currency. When you log an expense in a foreign currency — for example, if you've bought materials from a European supplier in euros or paid for a hotel in US dollars — BillMate automatically converts the amount to your base currency (GBP by default) using up-to-date exchange rates.

The original currency amount is always preserved alongside the converted figure, so you have a complete audit trail. This is particularly useful at tax time, as HMRC may require sight of the original transaction currency. You can also manually override the exchange rate if you have a specific bank rate from your statement.

Multi-currency support works across all your business profiles, so if you run one business that trades domestically and another that deals internationally, each one tracks expenses in the currencies that matter to it.

Yes — and this is one of the features accountants love most about BillMate. You can export your full expense report or filter by date range, category, or business profile, then download it as a CSV, PDF, or Excel file.

The exports are formatted to be tax-ready, with columns for date, description, category, net amount, VAT, gross total, and payment method. They're compatible with all major accounting software including Xero, QuickBooks, Sage, and FreeAgent, so your accountant can import the data directly without reformatting.

You can also share exports directly from the app via email, WhatsApp, or any file-sharing service. If you prefer, your accountant can access the web dashboard to pull reports themselves — just set them up with read-only access to the relevant business profile.

Any expense can be marked as recurring. Simply set the frequency — weekly, monthly, quarterly, or annually — and BillMate will automatically generate the expense entry for you on the scheduled date. This is perfect for regular outgoings like office rent, software subscriptions, insurance premiums, phone contracts, or vehicle lease payments.

You'll receive a notification each time a recurring expense is logged, giving you the chance to review or adjust the amount if it's changed. You can pause, edit, or cancel a recurring expense at any time without affecting the historical records.

Recurring expenses are factored into your expense dashboard and reports, giving you a clear picture of your fixed costs versus variable spending. If you run multiple businesses, each one can have its own set of recurring expenses tracked independently.

Yes, and this is one of BillMate's strongest features. Every expense can be categorised as "Business" or "Personal," and if you run multiple companies, you can allocate each expense to a specific business profile. This means your finances are strictly separated with no crossover — exactly how HMRC expects them to be.

When you're viewing reports or exporting data, you can filter by business profile to see only the expenses that relate to that company. Your accountant gets clean, separated records without having to untangle mixed transactions.

This separation extends to the dashboard too. Each business profile shows its own expense totals, category breakdowns, and spending trends, while the global dashboard gives you an overview across all your ventures. It's designed for the way multi-business owners actually work — everything separated when it needs to be, but visible together when you want the bigger picture.

Your expense data is protected with bank-level 256-bit SSL encryption, both in transit (when syncing between your phone and the cloud) and at rest (when stored on our servers). This is the same standard used by major UK banks and financial institutions.

All receipt images and financial records are backed up automatically to secure cloud servers, so you'll never lose data even if you lose your phone. Your data is fully GDPR compliant, and we never share, sell, or provide access to your financial information to any third party.

Each business profile within BillMate is data-isolated, meaning expenses from one business cannot be accessed or viewed from another profile — even within the same account. If you grant your accountant or team member access, you control exactly which business profiles they can see.

Yes, BillMate includes a built-in mileage tracker designed for UK businesses. You can log trips manually by entering the start and end locations or total miles, or use GPS tracking to record the route automatically as you drive.

BillMate calculates the tax-deductible amount using HMRC's approved mileage rates (currently 45p per mile for the first 10,000 miles and 25p per mile thereafter for cars). The mileage expense is then added to your expense records just like any other cost, complete with date, distance, and calculated value.

This is particularly useful for tradespeople, mobile service providers, and anyone who travels between job sites. If you run multiple businesses, mileage can be allocated to the relevant business profile so you're claiming accurately against the right company. At tax time, you'll have a complete, HMRC-ready mileage log without having to maintain a separate spreadsheet.

Yes. BillMate comes pre-loaded with standard UK tax categories that align with HMRC self-assessment and corporation tax return headings — including travel, office costs, stock and materials, advertising, professional fees, utilities, and more.

On top of these, you can create unlimited custom categories to match the way your specific business works. For example, a photographer might add "Equipment Hire" and "Studio Rental," while a builder might create "Scaffolding" and "Skip Hire." Custom categories appear alongside the defaults in your expense entry form and in all reports and exports.

Each business profile can have its own set of custom categories, so the categories you see when logging an expense for your consultancy won't clutter up the list when you're logging one for your rental properties. It keeps things clean and relevant to each business.