For SU finance and activities teams

Replace claim forms and spreadsheets with one approval route.

Students claim in an app. Club leaders approve with the balance in view. Your team sets the rules and sees every group's income and expenditure. Approved items go straight into your finance system.

Less admin

What changes for your team

The job	With forms and spreadsheets	With Student Expenses
Submitting a claim	A Google Form or paper form, with receipts emailed separately and bank details typed in every time.	An app on the student’s phone, with receipts photographed and attached, and bank details saved once.
Who approves	Approver lists kept by hand and out of date after committee changeover.	Groups and committee roles come live from your SU system, so new groups and committee changes are handled automatically.
Getting it signed off	Chasing approvers by email and phone, held up by busy diaries and out-of-office replies.	Approvers get real-time notifications, questions go back and forth in the app, and claims are processed faster.
Is there money?	Balances requested from finance by hand, pieced together from SU and finance records, incomplete and usually out of date.	A real-time view of each group's finances, with the balance and pending spend shown at the point of approval.
Into the ledger	Retyped from forms and spreadsheets: laborious, error-prone and never up to date.	Posted straight to your finance system once approved, so the ledger and each group's balance update immediately.
"Has it been paid?"	Answered one email at a time: slow, inefficient and frustrating for students.	Students get status and payment notifications, with a full audit history of every query, approval and payment.

• Multi-level approval

  Route claims through presidents, treasurers and staff in the order you choose.

• Approval tiers and spending limits

  Larger amounts automatically need more senior approval.

• Optional final finance approval

  A last check by your team, so nothing reaches the ledger until you have seen it.

• Supplier orders and invoices

  Groups raise them through the same approval route, replacing off-system requests.

Reporting

Income and expenditure for every group.

Reports come live from your finance system, not a spreadsheet. Club leaders open their own group's report while approving a claim, or any time from the app menu. Your team sees every group, so fewer "how much have we got?" emails reach you.

• Full income and expenditure for every club and society
• Every transaction, not just expenses, pulled live from your finance system
• Pending claims, orders and invoices shown alongside actuals
• The current year and the two years before it
• An optional balances report: a summary across every group a leader is responsible for

“Migrating to Student Expenses created little disruption for students… who quickly adopted the apps.”

“…a very painless experience. It’s all been really well received by our students and groups.”

“Much better than our old system… the process is quicker and user friendly.”

“A very painless experience. Really well received by our students and groups.”

Who's behind it

Built with a Students' Union, for Students' Unions.

Student Expenses is made by Konnekt365. It began at the University of Nottingham Students' Union, where we spotted the need for a claims process joined up to the SU's own systems. We built a solution linking SUMS to their Exchequer finance system, and have since grown it into a cross-platform product that works with the leading SU and finance systems.

• More than 20 years building finance software, including Expense365 and Exchequer365
• Started with the University of Nottingham SU, linking SUMS to Exchequer finance
• Used by 14 Students' Unions across the UK

Read our story

See it with your own SU and finance systems.

About an hour on Teams. Invite colleagues from finance and student activities along too.

Arrange a walkthrough Pricing