Assure Expenses

FY25 Q3 & Q4 Product Update – What’s New in Expenses?

Duty of Care Module

In Q3, we focused on enhancing the Duty of Care module, with a major upgrade to our reminder services using microservices technology. These changes improve scalability, enable faster feature releases, and increase performance across the system.

✅ Key Benefits:

• Faster feature delivery – Future enhancements for the reminder service can now be deployed independently without needing a full system update.
• Improved performance – Reminders are now processed in the background via a dedicated notification service, reducing load on the system.
• More responsive support – Isolated microservices allow for quicker diagnosis and resolution of issues.
• Enhanced visibility for managers –  A new reminder now alerts line managers when a document fails review by the driver compliance team, ensuring critical compliance issues don’t get missed, even if they aren’t part of the review process.

These changes are now live for all customers subscribed to the Driver Compliance Pack and represent a big step forward in making Assure Expenses more flexible, scalable, and user-friendly.

Tick “Notify line manager of failed documents” in your Duty of Care options to enable the new reminder option.

Throughout Quarter 4, we introduced a wide range of valuable new features and improvements across Assure Expenses - many of which were driven by your suggestions and feedback.

These updates span employee management, mileage accuracy, audit visibility, compliance controls, and system usability.

🌟 Quarter 4 Highlights:

• Employee Deletion Safeguards
• Smarter Mileage Claim Validation
• Delegate Access Restrictions for Driver Compliance
• Audit Log Enhancements – Sign-off Group Changes
• New Audit Log Search Option – Claims Visibility
• Support for Foreign Currency Refunds (Corporate Cards)
• User Defined Fields – Validation Improvements
• Driver Compliance Technology Upgrade
  
• New ‘Driver Compliance’ Menu
  
• Increased Visibility of Driver Compliance Records - Created Date Now Displayed for all Compliance Records

Employee Deletion Safeguards

We’ve enhanced the employee deletion process to prevent removal of employees or claims when they are still needed for audit purposes. System administrators now receive clear alerts when a record cannot be deleted.

💡 Benefit: Reduces the risk of accidental data loss and ensures audit trail integrity.

Smarter Mileage Claim Validation

Claimants can no longer list themselves as a passenger on journeys they're already claiming as the driver. This helps prevent duplicate mileage reimbursements.

💡 Benefit: Improves accuracy of claims and reduces potential overpayments.

Delegate Access Restrictions for Driver Compliance

When an approver assigns a delegate to act upon their behalf when on annual leave, the delegate will be able to approve claims sent to the person assigning them as a delegate, using the granted delegated authority. We’ve added a new option in the tailoring section to prevent the delegate from accessing any driver compliance documents relating to the person assigning them as the delegate, so that the delegate still has full delegated authority for claims and claim approval, but no access to personal information.

💡 Benefit: Enhances data privacy while maintaining workflow continuity.

Audit Log Enhancements – Sign-off Group Changes

You can now search the audit log directly for claims-related actions by a specified date range, for example viewing claim records, adding, updating, or removing a claim. 

💡 Benefit: Provides better traceability for claim approval workflows.

New Audit Log Search Option – Claims Visibility

You can now search the audit log directly for claims-related actions (e.g., viewed, added, modified, or removed), including by date range. 

💡 Benefit: Speeds up audits and reduces admin time spent navigating logs.

Support for Foreign Currency Refunds (Corporate Cards)

Refunds (negative values) in foreign currencies can now be matched to expenses during reconciliation.

💡 Benefit: More accurate corporate card reconciliation, especially for overseas transactions.

User Defined Fields – Validation Improvements

System checks now ensure list-type fields contain valid items before saving, preventing incomplete field setups.

💡 Benefit: Reduces configuration errors and improves data consistency.

Driver Compliance Technology Upgrade

We’ve modernised the underlying technology powering the Driver Compliance module, including document upload and approval processes.

💡 Benefit: Improves performance and positions us for faster future updates.

New ‘Driver Compliance’ Menu

We’ve renamed and streamlined the Duty of Care menus, adding a new option on the Home Page named "Driver Compliance". Everything related to driver compliance—whether you're a claimant or an approver—is now in one central menu.

As a claimant you will no longer need to navigate to > My Details > My Duty of Care Documents. Now you can access Driver Compliance directly from the home page.

Similarly, as a document approver, you will also use the Driver Compliance menu to access the options previously found in “My Team’s Duty of Care Documents”. The display of these menu options will depend upon your permissions within Expenses.

💡 Benefit: Easier navigation and a more intuitive experience for all user types.

Increased Visibility of Driver Compliance Records

All driver compliance records now display their creation date, making it easier to find the latest submissions.

💡 Benefit: Saves time for reviewers and approvers during document checks.

🛡️ Duty of Care Module – Refresher

The Duty of Care feature helps you manage legal and ethical obligations around employee driving. Our module ensures that key documents such as licences, insurance, MOTs, and tax are submitted, reviewed, and renewed on time—with built-in alerts and suspension policies for expired items.

Key Features:

• Automated notifications & audit trail
• Claim suspension for expired documents
• Driver and vehicle document approval workflows
• Optional Automatic DVLA Driver Licence Lookups
• Automatic lookup of vehicle details via registration lookup
• Optional Automatic Lookup for Tax and MOT

💬 Want to activate Driver or Vehicle Check?
Talk to your account manager about enabling automatic licence and vehicle validation. 

Read more about our duty of care module in our previous update here.

We’re planning several feature enhancements across the Driver Compliance Module, data management, and platform consistency, based on customer feedback:

Driver Compliance Enhancements

• Capture UK Residency & Date of UK Expiry for Non-GB Licences
  New fields and reports for tracking compliance of non-GB licences.
• Reminders Based on UK Expiry Dates
  Automated alerts and a standard report for non-GB licences nearing UK expiry.
• Private vs Company Vehicle Compliance Settings
  Ability to exclude company cars from Duty of Care checks.

Data Management

• Data Retention Controls
  Tools to remove data after the required HMRC audit period to support compliance and data minimization.

Technical Updates

• Updated Address & Distance Lookup (Loqate API)
  Behind-the-scenes upgrade to improve accuracy for mileage claims.
• Observability Platform Upgrade
  We’re migrating our observability to a new platform to enhance system monitoring, performance tracking, and to ensure SLA compliance and faster issue resolution.

Platform Consistency & User Experience

• Cross-Platform Feature Alignment
  Improvements such as:

  • Receipt Wallet on web (to match mobile)

  • Claim Viewer in mobile app (to match web)

  • Driver Compliance visibility in mobile app

As always, your feedback is a crucial part of our progress, so please reach out with any suggestions or concerns you may have. 

You may also log your ideas for HRCase in the portal, where other organisations will see the detail and be able to vote to promote the relevance.