Simplify your business expenses

Capture Expense is an all-in-one platform with all the tools your
business needs to automate and manage expenses.


Say goodbye to spreadsheets

With our all-in-one platform you can say goodbye to spreadsheets. Save time and money by making the process a breeze for staff by automating reimbursements, vehicle mileage and credit card reconciliation.

Loved by businesses across Europe


Transform your company spending

Receipt Scan

Capture receipts in seconds
anywhere at anytime.

Vertical Mileage

Automatic mileage calculations with vehicle management and approved fuel rates.

Corporate Card Reconciliation

Connect your corporate card account for real-time transactions feed and automatic reconciliation with Invoice and Receipts.


Creating and submitting expenses has never been so easy. Never lose a receipt again!

Our service has been approved
for the last 3 years as a trusted
supplier of the G-Cloud Digital

Cyber Essentials certified,
demonstrating that we use best
practices to guard against the
most common cyber threats

Expense Once uses the most
advanced Cloud infrastructure
available with Microsoft Azure,
so you know your data is safe

ICO registered, which means we
are contractually committed to
delivering our services in
compliance with the GDPR

Automate your accounting

Connect Capture Expense with your accounting software
and get up and running in minutes by syncing your
expenses data. Categories, tracking codes, tax and contacts
can be created automatically and once expenses have been
approved seamlessly created in accounts.


Online receipt storage, real-time exchange rates,
accurate VAT reclaim and seamless integration
allows expense reports to be as quick and easy as
ever, with more accuracy. Capture Expense is an
all in one smart expense management system
designed for you and your needs.

Corporate Cards

Open Banking allows each expense to be automatically created in real-time from our credit card feed so your business expenses are kept in one place. The claims are brought in categorised, reducing the amount time cardholders spend reconciling the claim.

Vehicle Mileage

Whether private or company vehicles, journey distance is calculated automatically for claimants using a built-in Google service. Capture Expense provides compliant advisory fuels rates to ensure accurate reclaim and reimbursement to staff. Travel expenses have never been so easy.

Did you know the
average expense costs
£25.71 to process?

The average expense claim takes 20 minutes to process from filing to reconciliation(2). That’s a lot of time and money that could be better used in marketing, systems upgrades, and profits. Using an automated expense system like Capture Expense helps you work smarter, not harder.

((1) The Aberdeen Group, 2015) ((2) Spend Journal, 2021)

Our Partners

The support we have received has been fantastic; we always receive a prompt and professional response with answers to any queries we may have. It is apparent how important it is to the team to continually improve Capture Expense and any feedback provided by us has been taken on board and almost always implemented for the best possible service.

Stacy H.

Business Systems & Procedures Supervisor

Why choose us?

Organisation Setup

A dedicated consultant will manage the solution setup and configuration with you. We also offer further support with additional project management and implementation services as required.

Premium Support

Unlimited support is included at no further cost and throughout the lifetime use of the product. We assign each premium and enterprise customer with a dedicated account manager.

Pricing Plans

Our competitive pricing means you can use our software with less of a investment. There's no limit to the number of user records you can setup within the expense software. Only pay for active users who have uploaded receipts or submitted expenses.

Easy Integration

Integration with Xero, QuickBooks and Sage will seamlessly transfer receipts and invoices for you. For credit card spend, whether you use ClearSpend, Barclaycard or other card provider we use Open Banking to automatically create transactions and match receipts every cardholder.

Hear what our customers have to say

It was highly configurable and yet easy to understand, I've never seen any other system achieve this level of features with such ease of use. The speed of the solution is fantastic, our internet is not the best but their software runs perfectly.

...expense management reporting achieves all this. It takes away the 'faff' and time consuming tasks that we become accustomed to with excel reporting expenses

No more missing paperwork. Easy to see historical claims. Keep track of mileage easy. Ease of use, flows nicely, pleasing to the eye, response time on updates or techincal help is very quick

The support we have received is fantastic; It is apparent how important it is to James and the team to improve Capture Expense continuously and so any feedback provided by us is taken on board and almost always implemented.