Every gift, against the right cost centre
Give each department its own budget, have senders say why they gave, and see every gift in one place. No untracked card spend. No chasing receipts.
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- Hargreaves Lansdown
The company card isn't a reporting system
Here's how gifting usually works. A manager buys a voucher on their own card. Maybe they submit the receipt. Maybe they don't. Finance finds out at month end, if at all, and nobody can say what was spent, why, or whose budget it should have come from.
Multiply that by every manager in the business. That's a line on the P&L nobody can explain.
And it's not just untidy. A gift given as a reward for someone's work doesn't count as a trivial benefit, so it needs reporting, on a P11D or through a PAYE Settlement Agreement. If nobody records it, nobody reports it.
How it works
Set up your cost centres
Create a subteam for each department or cost centre and give it its own budget. Fund them from your central wallet, and move money between them when plans change.
Let managers send
Managers send from their own team's budget, by link, email or SMS. Before a gift goes, they pick a reason code, so every gift records why it was sent.
See everything centrally
Admins see activity across every subteam in one place. Download the report and every gift shows which team sent it and why, ready for month end.
Split it your way
Set it up the way your business works
Every finance team works a little differently. Here are a few ways customers split it. Mix and match to suit yours.
HR could own the milestones
For example, long service and work anniversaries come off the People team's cost centre.
Departments could own the moments
Birthdays and everyday thank-yous come off each department's own budget.
Sales could own client gifts
Client and prospect gifting lives in its own subteam, separate from the employee numbers.
“It’s really taken the burden of admin off the people team, our finance teams, and our people leaders.”
Guardrails, minus the approval queue
Managers send in the moment. You set the rules once.
- ✅ Budgets with limits, refresh periods, and rollover or reset
- ✅ A reason code on every gift, from a list your admins set
- ✅ Your own cost centre codes, using reason codes or recipient fields
- ✅ Roles for who can send, who can see and who handles billing
- ✅ Limit a team to sending by email or link only
- ✅ One central view of every subteam, whoever sends
Paperwork finance will actually like
Download a pro-forma invoice at checkout. Get an invoice when you top up your wallet. Find monthly invoices on the billing page. VAT treatment is shown on invoices and in reporting, and P11D tracking is built in.
Need an invoice for each department? Each subteam raises its own, with a space for your PO number.
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Your cost centre questions, answered
The detail your finance team will ask for. If they ask something that isn't here, send it over.
Can each department have its own budget?
Yes. Set up a subteam for each department or cost centre, each with its own budget. Admins move funds between the main wallet and subteams whenever they need to.
How do we know why each gift was sent?
Reason codes. Your admins set the list, and senders pick one before every gift goes out.
Can finance see everything, even when managers do the sending?
Yes. Admins see all activity across every subteam, and can download it as a report that shows which subteam sent each gift.
Can we tag gifts with our own cost centre codes?
Yes. Use a reason code, or a recipient field: a custom field your senders fill in, set up by your admins. Both show in Gift history and in the downloaded report, and the person receiving the gift never sees them.
What invoices do we get?
A pro-forma invoice at checkout, an invoice when you top up your wallet, and monthly invoices on the billing page. Each subteam can raise its own invoice, and you can add your PO number when you do.
How does VAT work on gifts?
It depends on the gift. A gift with choice works the same way as a gift card: it's classed as a multi-purpose voucher, so there's no VAT to reclaim on it. A specific gift carries that item's own rate. The listed price is what you pay, VAT included, and the treatment is shown on your invoices and in reporting.
How much does Huggg cost?
The platform is free. No setup fees, no per-user charges, no per-send fees. You pay for the gifts. And that's it.
See it mapped to your cost centres
Bring your org chart. In a 15-minute call we'll show you how your departments, budgets and reason codes would look in Huggg.
Free to use. You pay for the gifts.