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Expense Management Software

Expense management,
simple at every step

Snap a receipt or send it on WhatsApp or Teams. Capture Expense checks it against your policy, codes it and posts it to your finance system. Easy.

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Works inside
  • WhatsApp
  • Microsoft Teams
  • Slack

Trusted by finance teams across the UK & Ireland

The platform

One easy system, all company spend

Everything your finance team needs for expense management, credit cards, mileage, and reimbursement, in one system.

User Copilot

Raise a claim, check where approval’s stuck, or ask what you’re owed, from WhatsApp, Microsoft Teams, Slack, and more. Capture Expense reads the message, codes the claim, and submits it.

No new app. Just the chats your team already use.

Microsoft Teams
How many claims do I have outstanding?

Capture Expense

You have a total of 490 outstanding claims.
Message

Corporate cards

Connect all your corporate cards through Open Banking to automatically import and reconcile transactions.

Expense cards

Physical and virtual cards with limits set in advance. Spend stays inside policy automatically.

Smart Audit

Every claim checked against policy automatically with AI, escalating out-of-policy spend.

Finance Copilot

Build reports, charts, and data tables by asking a quick question. Every insight you need in seconds.

Reimbursements

Approved expense claims synced to payroll or paid out via BACS, without manual reconciling.

Integrations

Connect directly to the finance, payroll, and back-office systems you already use.

Why trust Capture Expense?

700k+
Receipts every year
£45+
Million in spend every year
18m
Miles tracked every year

Two minutes

See Capture Expense in action

How receipts, cards, mileage and approvals flow through one simple system.

Capture Expense: the future of expense management

“Capture Expense has cut everything in half. The chasing, the checking, the back-and-forth. Approvals run on their own, the mobile app means people can submit on the go, and the whole thing just fits around the way we operate.”
Lauren Miles, HR & Finance Business Partner, Source EV

  • 3x

    faster approvals

  • 24x

    faster processing

How it works

From receipt to ledger in three steps

Employees capture, the platform checks, and finance posts. Every step is automated where it should and reviewed where it matters.

1. Capture

Every receipt, card transaction, and mile in seconds

Employees capture spend however they work. Mobile app, WhatsApp, Teams, Slack, forwarded email, or a card feed that arrives on its own. OCR reads the data, AI suggests the category and VAT, and the claim is ready.

  • Reads multi-page hotel bills and other complex receipts automatically
  • Categories and VAT suggested automatically, visibility flagged
  • Mileage calculated from postcodes, with commute deducted
WhatsApp

2 Knives Bar and Kitchen

Newcastle upon Tyne

Jimmy Buffet£8.95
Parm and Truffle£4.10
Classic Burger£8.95
House Fries£3.30
Full Circle Repeater Pint x4£22.80
Amount due£48.10

Capture Expense

Thanks Jonny! Your expense on Fri, 24th Apr for 2 Knives Bar And Kitchen 48.10 GBP has been saved for your corporate card. If this should be a reimbursement instead, just click below. Reimbursement
Message

2. Check

Policy, VAT, and duplicates checked before anyone approves

Spend limits, subsistence rates, and category rules are applied as the claim is built. Smart Audit reviews receipts, history, and context, then approves, rejects, or escalates, so only managers see the exceptions.

  • Colour-coded alerts on every expense line
  • Rules written in plain English by finance, not IT
  • Approval records that mirror your real reporting lines
Approval queue
Stage 1 Stage 2 Finance

Jonny Dowell

Claim 145

£199.39

11 February 2025

  • Meeting

    Mileage

    Modified 6%450 miCO2 124 kg

    £112.50

    VAT £0.00

  • M&S

    Meals and drinks

    Duplicate expenseIncomplete

    £26.80

    VAT £0.00

  • 2 Knives Bar and Kitchen

    Meals and drinks

    Approval 1 of 2Event to London, 191 mi

    £48.10

    VAT £8.01

  • Tamworth Burger King

    Missing category

    IncompleteWeekend

    £11.99

    VAT £0.00

3. Post

Straight into your finance system, coded and reconciled

Approved claims post automatically, as purchase ledger invoices or bills. Each one carries the right supplier, nominal code, VAT, and cost centre. Card spend reconciles against one supplier per card scheme. Reimbursements go through BACS or payroll.

  • Native connectors for Xero, QuickBooks, Business Central, NetSuite, and iplicit
  • Export library for Sage, SAP, Unit4, SunSystems, and more
  • Full audit trail, re-export, and revert without manual fixes
Export
Export History Invoicing
  • NameTotal
  • BACS11/12/2024, James Rowell 36,506.61 GBP
  • PDF Report29/08/2024, James Rowell 2.00 GBP
  • PDF Report11/07/2024, James Rowell 600.00 GBP
1 selected £36,506.61 Export Again Revert Export

Outcomes

75%
Time saved
44%
Less spend
60%
Less admin
34%
More VAT reclaimed

Practical AI

AI runs through your whole expense management process

2 Knives Bar and Kitchen Meals and drinks £48.10VAT £8.01
Receipt read Submit

Auto-categorisation

Every receipt coded and matched.

TravelThu 16 Oct 50.00 GBP
Advance Exceeded by 25.00 GBP
SubsistenceSat 15 Jul 9.65 GBP
Over 3 MonthsWeekend

Alerts appear as the claim is built

Policy checks

Out of policy spend flagged before approval.

Smart Audit

Rejected Duplicate expense

2 Knives Bar and Kitchen

Event and client meet, 307 mi, 9 hrs

£20.00

VAT £8.01

  • Receipt read and matched to the card line
  • VAT receipt present, £8.01 reclaimable
  • Same merchant, date and amount as claim 145, line 3

Fraud & duplicate detection

Caught automatically, no manual review.

Show spend by month for the last six months

Spend in Q2£48,212 Up 6% on Q1

Finance Copilot

Ask a question, get a report. No dashboard building.

Who it’s for

Built for every role in expense management

Control without the manual review

The overspend used to show up in the month-end report, once it was too late to act on it. Now you see it before it becomes a line in someone else’s board report. That’s because every transaction is captured and coded as it happens, not batched at month-end.

Results

View more case studies

Integrations

One less system to reconcile

Connects directly to your finance, payroll, and banking systems, so nothing needs reconciling by hand.

Explore 50+ integrations
  • Sage
  • QuickBooks
  • Cintra
  • SAP
  • Xero
  • iplicit
  • MS Dynamics 365
  • NetSuite
  • Xledger
  • Pliant
  • Zellis
  • Cezanne HR
  • Visa
  • Amex
  • MHR iTrent

Data security & compliance

The answers IT will ask for, up front

Read our full security approach for IT peace of mind.

Go to security overview

  • UK data residency

    Hosted on Azure, and nowhere else

  • Encrypted throughout

    In transit and at rest, with role-based access and SSO

  • Your data is not training data

    Never used to train public AI models, and conversational features can be switched off

Accredited

  • Cyber Essentials certified
  • Crown Commercial Service G-Cloud supplier
  • ICO registered

Implementation

Live in days, whatever your size

A practical, structured rollout supported by people who know expenses, without the cost and ceremony of an enterprise project.

  1. Step 1

    Discover and design

    Map your entities, approval chains, categories, nominal codes, and policies, then agree the plan.

  2. Step 2

    Configure and connect

    Users, cards, SSO, and integrations are set up and tested with your data.

  3. Step 3

    Test and train

    Finance, approvers, and a pilot group run real claims end to end. Role-based guides and emails do the rest.

  4. Step 4

    Go live and grow

    Everyone is invited, first claims flow, and our UK support team stays close while adoption builds.

Manual process vs Capture Expense

Stop managing expenses the hard way

Here’s how traditional processes compare to a modern expense management system like Capture Expense.

Data entry
Manual process: Manual data entry
Capture Expense: Automated expense report creation
Approvals
Manual process: Delayed approvals
Capture Expense: Structured, real-time approval workflow with AI approvals
Receipts
Manual process: Lost or missing receipts
Capture Expense: Smart receipt management with mobile capture
VAT
Manual process: VAT calculated manually
Capture Expense: Tax-ready records and simplified VAT reclaims
Policy
Manual process: Inconsistent policy enforcement
Capture Expense: Custom, built-in controls and spending rules
Visibility
Manual process: Limited visibility of spend
Capture Expense: Real-time dashboards and reporting, with answers in seconds
Systems
Manual process: Spreadsheets and email chains
Capture Expense: Centralised expense management system

Frequently asked questions

What is expense management software?
Expense management software automates capturing, checking, and reimbursing employee and company expenses, replacing manual expense reports and spreadsheets. Capture Expense adds AI on top: reading receipts, checking claims against policy, approving and escalating automatically, reconciling spend, generating reports.

Is Capture Expense built for small teams or large enterprises?
Organisations in the UK and Ireland that want expense management software, corporate cards, mileage and travel (T&E) in one system. Most customers are mid-market businesses with between 50 and 5,000 people, often with several entities, departments, or approval chains. But, we also work with smaller organisations replacing spreadsheets and email approvals because Capture Expense is built to scale with you, rather than needing you to switch systems as you grow.

How long does implementation take?
Capture Expense can be set up in a single day. That covers mapping your entity structure, users and approval chains, categories and nominal codes, policies, corporate cards, the accounting integration, single sign-on. Typically, we suggest then allowing a two to four week period to do pilot testing and structured rollout with the support of our team.

As long as you have the right resources to support the project on your side, including organisational knowledge and access permissions to support the set up, you’ll be fully live in a couple of weeks.

What platforms does Capture Expense integrate with?
Native connectors for Xero, QuickBooks Online, Microsoft Dynamics 365 Business Central, NetSuite, SAP Business ByDesign, and iplicit, plus a large library of export formats for Sage, SAP, Unit4, SunSystems, AccountsIQ, and many more. Payroll integrations include Cintra, Zellis, and iTrent. See the integrations page for the full list.

How does Capture Expense’s AI work, and is my data safe?
Capture Expense’s AI reads receipts, suggests categories and VAT codes, checks claims against your expense policy through Smart Audit, and answers spend questions in plain English. Your data is never used to train public AI models, and administrators can turn off conversational features at any time.

Does Capture Expense offer a free trial?
Yes, with no credit card required. Capture Expense’s free trial includes a pre-configured sample workspace to explore, and you can invite your team before deciding whether to subscribe.

How much does Capture Expense cost?
Capture Expense is priced per active user, so you pay only for the people who submit or approve an expense in a given month. Business and Enterprise plans add features as you need them, and there is a free trial. Ask for a quote on the pricing page.

Do we have to change our corporate cards to use Capture Expense?
No. Capture Expense works with the corporate cards you already have. It imports transactions from Amex, Visa and Mastercard commercial programmes and Open Banking feeds automatically. If you’d rather issue new cards, Pliant-issued virtual and physical Visa cards come with spend limits and real-time controls built in.

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Expense management software

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