New research suggests that workplace spending patterns offer a clear view of how modern work is affecting employees across the UK. From home working costs to delayed reimbursements and client entertainment, the figures show how employees are navigating the demands of their roles, sometimes at personal expense.
A report published by Capture Expense analysed 371,000 real expense claims submitted by staff across more than 460 organisations.
Despite hybrid working becoming embedded across many sectors, financial support for home working remains limited. The report found that just 7% of companies reimburse home-office setups. In 2026, this leaves many employees covering the cost of equipment and utilities required to perform their roles from home.
Workplace Expense Trends
Small purchases reveal patterns in working life. Employees are frequently claiming for food and drink while moving between meetings or travelling for work. Claims include £43.6k at McDonald’s, £31.6k at Costa, £27.5k at Tesco, £17.3k at Pret and £16.6k at Greggs. These figures suggest that many employees are working through breaks and relying on convenience as part of daily routines.
The report also draws attention to delays in reimbursement processes. Inefficient systems, incorrect submissions and internal approval bottlenecks can create financial pressure. According to the data, just 2.6% of claims were approved immediately, while 27% took over a month and 3.6% are still pending.
When reimbursements are delayed, employees may be left out of pocket for extended periods. For lower-paid workers in particular, slow approval times can affect cash flow and increase stress.
A Wider Pattern
The findings also examine company card usage and entertainment spending. In financial services, average entertainment spend reaches £1.1k per person each year. In hospitality and marketing, 68% of entertainment claims include alcohol.
The most frequently claimed venues include Gaucho at £4.6k, Hawksmoor at £3.2k and The Ivy at £3.7k. The data indicates that employees hosting clients or prospects are operating within established cultural norms that shape how they represent their organisations.
James Rowell, Founder of Capture Expense, says the figures show a wider pattern. “What this data really shows is that employees are carrying more of the strain than many organisations realise,” he says. “Late-night travel, out-of-pocket home office costs, and the pressure to keep up with cultural expectations all show up in their claims long before they show up in policy discussions.”
“For finance and HR teams, this is an opportunity, not to tighten controls, but to understand the lived experience behind employee spend. When policies support the way people actually work, everyone feels the difference.”