Sorting NHS employee expenses can be a costly and time-consuming paper trail for everyone — for staff, for managers, and for the payroll team. But not when you make life EASY for yourself. With our cloud-based, ESR-friendly EASY Expenses System we’ve streamlined the whole process, bridging the gap between the moment your employee submits their claim through to payment via ESR, saving you time and driving down costs. But that’s only part of the story…


The EASY Expenses System was developed in tandem with a large health care Trust to meet very specific NHS and ESR-driven needs and is constantly refined as the processes you use change and evolve. We didn’t take an existing off-the-shelf expenses package and give it a few tweaks: this was designed from the bottom up solely with NHS managers in mind and specifically to interface with ESR. Like all the EASY suite options, the Expenses package can be safely accessed at any time by any authorised user. All they need is a laptop or tablet, an internet connection, and a browser such as Internet Explorer, Safari, Firefox or Chrome.


  • Journeys can be extended and return trips added without fresh data input
  • Commuter adjustment rules are applied according to journey type and staff group — including senior medical staff
  • Budget codes automatically redirect claims to correct authorising local budget holders — and that includes bank staff expenses
  • Absence information for cross-checks is imported direct from ESR
  • Users can set their own favourite places


If you need support with the EASY system, click here to find out how to contact your local system administration team for assistance.

Want to learn more about about EASY expenses or see it in action?

To get the ball rolling, fill out this form, choose the ‘Brochure’ button, and we’ll email you all the details. Or, choose the ‘Demo” button, and we’ll be in touch to set up your personalised tour of the system…

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So how exactly can EASY Expenses benefit you?

  • Claims are processed faster, saving you time
  • Journey distances are calculated automatically ensuring reimbursement is based on the shortest, quickest route, saving you money
  • Excessive, inappropriate and fraudulent claims are automatically flagged or rejected, saving you time and money
  • Mileage can only be logged for valid vehicles, saving you money
  • Forms are all completed online, taking the paperwork out of the process, saving you time and money, and helping the environment as well!
  • National T&Cs compliance, saving you time
  • Mobile app for maximum flexibility, saving you time
  • Secure hosted service, giving complete peace of mind


We’ve ensured that EASY Expenses fully interfaces with ESR across all functions, allowing you to transmit data through input screens straight to ESR using generic interfaces or web-based ADI facilities.

We’re confident you’ll find the EASY learning curve simple and straightforward, but should you hit a glitch on your journey we’re at the end of the phone. One call to our help desk on 01303 248866 and we’ll soon have you back on track.


There’s a high degree of built-in flexibility so you can configure EASY Expenses to exactly match your processes, and automatic data validation ensures what you’re working with is accurate. You can choose standard or ad hoc reporting to analyse your data within categories you define. As with all our EASY suite, your access is via a manager’s dashboard that includes task and key stage reminders and can be configured to flag up anything that requires your extra scrutiny, such as a mileage claim that exceeds your official tolerance. You can also allow support staff access to specified tasks which they can complete and then submit to you for authorisation. Your employees have a different user view that just allows them to submit their claim and notify you of vehicle changes.

Minimise your corporate liability risk…

You’ll be aware that as an employer you must ensure your staff do not put themselves or anyone else at risk while driving on NHS business. Under the Corporate Manslaughter and Corporate Homicide Act 2007, a new offence was introduced allowing employing organisations to be prosecuted where a serious failure in health and safety management leads to a death. You’ll no doubt have tightened up lots of your processes as a result, but when you choose the EASY Expenses system, your risk is significantly further reduced because you can monitor the status of your motor insurance for business use, your MOTs, and your workforce’s driving licences. Anyone driving on your behalf must, under Section 17 of the NHS Terms and Conditions, have valid documentation.