# Expensafe

> Expensafe is a receipt and expense service from AI Finance Partners Ltd, a UK firm of management accountants regulated by the Chartered Institute of Management Accountants (CIMA). People photograph a receipt and send it on WhatsApp or by email. Expensafe reads it, files it in the business's own ledger, matches it to the bank statement and keeps the original image with a full audit trail.

## What Expensafe does
- Capture: receipts and invoices arrive as photos or PDFs on WhatsApp, or by email to the business's own Expensafe address. No app to install. Each person is recognised by their mobile number or email address.
- Reading: the supplier, date, net, VAT, total, currency and card are read from the image. Anything unclear is put in front of a person; nothing is approved without a person.
- Ledger: every receipt lands in a ledger the business controls. Columns can be dragged into any order, hidden, sorted, grouped by project, person, entity or category, searched, and downloaded to Excel or CSV. Every original image can be downloaded with an index.
- Bank matching: the business uploads a bank or card statement (CSV or OFX). Each line is matched to its receipt by amount, date, supplier and card. Clear matches are made and recorded; doubtful ones go to a person; payments with no receipt are listed.
- Audit trail: each original image is kept unaltered with a SHA-256 fingerprint. Every reading, edit, match and approval is recorded with who and when. A receipt can be set aside but is never silently deleted. Records are kept for at least six years.
- Separation: each business has its own separate database, stored in Western Europe (EU) by default or in the United States, with other regions available. A mobile number can belong to one business only, so a receipt can only ever reach one business's records.

## Who it is for
Family offices, owner managed businesses, project teams and finance teams who need to prove where money went, match costs to the bank and keep records an auditor can rely on.

## What Expensafe does not do
- It does not connect directly to bank accounts yet; statements are uploaded.
- It does not file VAT returns or accounts; it keeps the records those are prepared from.

## Key pages
- https://expensafe.com/ : what Expensafe does, how a receipt moves through it, a working sample ledger, security and questions
- https://expensafe.com/privacy/ : privacy notice

## Company
- AI Finance Partners Ltd, registered in England and Wales, company number 17128529.
- Registered office: Rivington House, 82 Great Eastern Street, London EC2A 3JF.
- VAT registration number 517 2246 08. Registered with the Information Commissioner's Office, reference ZC113373.
- A firm regulated by the Chartered Institute of Management Accountants (CIMA).
- Related: theaifd (https://theaifd.co.uk), accounts production for UK accountancy practices, and AI Finance Partners (https://aifinancepartners.co.uk), management accounts and finance support for growing businesses.
- Contact: office@expensafe.com

Last updated: 2026-11-08