Expense Management
Know where every penny goes—before it's spent.
Xace gives finance teams full visibility and control over how company funds are spent across brands, entities, and licensed jurisdictions—backed by an audit trail.
Why finance teams choose Xace for expense management
Expense control that closes the loop from capture to reconciliation
Most expense tools handle one part of the journey — a receipt app, a card programme, or an accounting sync. Xace brings capture, categorisation, approval, and reconciliation into one governed operating layer so nothing falls through the gaps.
Capture expenses the moment they happen
Upload receipts and invoices from mobile or desktop. Xace reads merchant, amount, and category automatically — so the data is clean from the moment it enters the system, not after a manual tidying session.
Categorise and reconcile without the month-end scramble
Every transaction is tagged and mapped to the correct cost centre, entity, and accounting line as it occurs. Month-end reconciliation becomes a review of structured data, not a reconstruction from statements and inboxes.
Sync to Xero and QuickBooks automatically
Expense data flows directly into your accounting system — categorised, mapped, and ready for review. No manual exports, no CSV imports, no duplicate entry across disconnected platforms.
Expense management in three steps
Receipts and invoices captured at source
Expense management that starts at the moment the cost is incurred — not days later when someone finally submits a receipt. Xace captures and reads expense data on the spot, turning raw transactions into structured, categorised records before they reach finance.
Photograph receipts and upload invoices in seconds
Mobile receipt capture reads merchant, date, amount, and VAT automatically — so the record is complete at submission, not after a manual re-entry cycle in the back office.
Transactions categorised automatically by merchant and type
Merchant category codes map spend to the right accounting lines without manual tagging. Custom overrides and project codes give finance teams the granularity they need.
See spend broken down by team, entity, and category in real-time
Category-level spend data is available the moment a transaction is submitted — not at month-end. Finance can track budgets and flag anomalies before they become a problem.
Expense categorisation
Spend categorised from the moment it occurs, not at month-end
Every transaction — card, bank transfer, or uploaded invoice — is automatically tagged to the right cost centre, entity, and accounting category as it arrives. Real-time spend breakdowns by team, brand, or campaign give finance immediate visibility without waiting for exports or manual categorisation runs. For the card layer that funds these expenses, Xace iGaming corporate cards deliver per-card limits and instant issuance alongside the full expense management flow.
Accounting sync
Expense data flows to your accounting tools without manual work
Approved expenses sync to Xero and QuickBooks automatically — categorised, VAT-coded, and mapped to the correct accounting lines before they arrive. No CSV exports, no duplicate entry, no reconciliation backlog. For the full ecosystem of integrations connecting Xace to the tools your finance team already runs, explore connected apps.
Approval workflows
Expense approvals governed by the rules your business actually runs
Approval flows for expense claims mirror the same policy infrastructure that governs payments across the business. Thresholds, escalation paths, and delegation rules are configured once and applied consistently — to a £50 receipt or a £5,000 supplier invoice. For multi-step payment approval workflows that apply the same governance logic to bank transfers and bulk payments, explore rules and approvals.
Built for the way iGaming businesses actually operate
Expense management designed for complexity, not convenience
iGaming businesses run fast across multiple teams, entities, and jurisdictions — with campaign-specific spend, frequent headcount changes, and supplier relationships that require controlled but flexible expense access. Generic expense tools are not designed for this. They capture receipts on one system, approve on another, and require a manual bridge to accounting. Xace brings the full expense lifecycle into one platform.
From MGA-licensed operators managing multi-entity expense flows to European affiliates tracking campaign spend by market, Xace expense management delivers the capture precision, approval rigour, and reconciliation depth that regulated, high-velocity gaming operations demand. Fewer missed receipts, faster month-end close, and a governed expense layer that scales with the business without creating compliance drag.
Expense management built for scale
Auto
Receipt & invoice categorisation
Real-time
Spend visibility by team
Direct sync
Xero & QuickBooks integration
Zero
Manual exports required
Trusted by finance teams managing complex spend
Finance Controller
Finance Controller · European iGaming Operator
“Month-end used to mean chasing receipts for a week. Now they come in categorised and the Xero sync happens automatically. We cut reconciliation time by more than half.”
CFO
Chief Financial Officer · Licensed Gaming Group
“We run five entities across three jurisdictions. Expense management that understands multi-entity cost centre allocation — and syncs it to our accounting without manual mapping — is rare.”
Head of Finance
Head of Finance · Global Affiliate Network
“The approval workflow is the part that actually changed our process. Managers approve from Slack. Finance gets the receipt attached. It's done before anyone has to ask for it.”
Decision support
Built for high-stakes finance teams
Practical answers for finance teams evaluating receipt capture, approval workflows, and accounting reconciliation.
Where next
Connect spend to the platform
iGaming Corporate Cards
Corporate cards designed for gaming operators with controls and reconciliation built in.
Connected Apps
The integration marketplace that connects Xace to the rest of the finance.
Rules & Approvals System
Configurable rules and approval chains that put controls around every payment.