Expense management made brilliantly simple
Employees submit receipts, mileage and card transactions in seconds. Finance gets every claim checked, coded and posted, with complete visibility and control.
30 minutes, tailored to how you work today. Or start a free trial, no card needed.
Trusted by finance teams across the UK and Ireland
Outcomes
What finance teams see after switching
Reported by customers who replaced spreadsheets, email approvals or legacy expense systems with Capture Expense. Over £30m of employee spend a year, 40,000 receipts a month and a million business miles run through the platform.
Read their stories- 75%
- time saved by replacing manual processes
- 44%
- reduction in spend through policy controls
- 60%
- fewer repetitive finance admin tasks
- 34%
- increase in VAT reclaimed
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
Why finance teams switch
Powerful controls. Zero clutter.
We build in serious functionality and keep the experience simple, so employees actually use it and finance actually trusts it.
Genuinely easy for employees
Snap a receipt, send it on WhatsApp or Teams, or let a card feed do the work. No training, no forms to learn, nothing to chase.
Control without the interface
Policies, VAT rules, spend limits and multi-stage approvals run in the background. Smart Audit checks every claim before a person ever does.
Built for the UK and Ireland
HMRC mileage rates, UK VAT treatment, Irish Enhanced Reporting Requirements and Cintra payroll are part of the product, not a workaround.
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 be and reviewed where it matters.
1. Capture
Every receipt, card transaction and mile, in seconds
Employees choose the way that suits them: the mobile app, a photo on WhatsApp, Teams or Slack, a forwarded email, or a corporate card feed that arrives on its own. OCR reads the data, AI suggests the category and VAT, and the claim is ready.
- Best-in-class receipt reading, including multi-page hotel bills
- Categories and VAT suggested automatically, marked with a sparkle
- Mileage calculated from postcodes, with commute deducted
2 Knives Bar and Kitchen
Newcastle upon Tyne
Capture Expense
- Fri 24 Apr 2 Knives Bar and Kitchen £48.10
- Thu 23 Apr Tesco £12.40
- Tue 21 Apr Amazon £31.99
- Type
- Incidental expense
- Category
- Meals and drinks
- VAT
- £8.01
- Amount
- £48.10
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 managers only 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
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
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
3. Post
Straight into your finance system, coded and reconciled
Approved claims post as purchase ledger invoices or bills with the right supplier, nominal code, VAT and cost centre. Card spend reconciles against one supplier per card scheme. Reimbursements go through BACS or Cintra 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
- Stationery 5 Feb Ryman Matched £29.17
- Travel 5 Feb Trainline Matched £78.83
- Restaurant 6 Feb Vending Machine Receipt needed £1.00
- Groceries 8 Feb Tesco Matched £6.00
- Restaurant 9 Feb Northern Rye Matched £14.60
Tue 11 Oct 2024
VAT invoice
Invoice INV-1964.pdf
- Imported
- Matched
- Coded
- Posted
Book a demo
See it running on your own process in 30 minutes
Bring a couple of real claims and your finance system. We will show you how each one flows from receipt to ledger.
Rated 4.9 out of 5 on Capterra No credit card for the trial Reply within one working day
The platform
One simple system for all of company spend
Expenses, corporate cards, mileage, travel, approvals, reporting and AI, designed to work together from day one.
Expense management
Receipts, claims, reimbursements and mileage without the admin, on web, mobile or chat.
Corporate cards
Import transactions from the cards you already use, match receipts automatically, post to the ledger with the right VAT.
Expense cards
Virtual, physical and single-use Visa cards issued through our partner Pliant, with spend limits, approvals and every transaction reconciled in Capture Expense.
Smart Audit
AI checks every claim against policy, VAT rules and history, then approves, rejects or escalates with the reasons attached.
AI and Copilot
A User Copilot for employees on WhatsApp and Teams, a Finance Copilot for questions and reports, and receipt intelligence throughout.
Trips and mileage
Pre-approve travel, set subsistence rates by destination and duration, and calculate mileage with commute deducted.
297 miles at £0.25, saved in drafts
Approvals and policy
Multi-stage Approval Records, line manager routing, category overrides, spend limits and alerts.
Reporting and insights
Conventional reports, scheduled PDFs, audit exports, carbon reporting and natural-language questions through the Finance Copilot.
Integrations
Native connectors, a REST API, SFTP and a large export library for accounting, payroll, HR, cards and messaging.
Multi-entity
One platform for groups with several legal entities, currencies, charts of accounts and approval chains.
Mobile app
Native iOS and Android apps with full parity: capture, claim, approve and administer on the move.
User Copilot
Submit receipts, raise mileage and get answers from WhatsApp, Microsoft Teams or Slack. Nothing to install.
Practical AI
AI that does the work, not the talking
Embedded where it saves real effort: reading receipts, submitting claims by chat, auditing every line and answering finance questions in plain English.
Capture Expense
Capture Expense
User Copilot
Employees submit receipts, raise mileage, answer questions and fix missing details from WhatsApp, Teams or Slack. Nothing new to install.
See the User CopilotSpend limit amount
£15.00
If you are not staying overnight then your spend limit is £10. If staying overnight, you will have an increased spend limit of £25.
Smart Audit
Every claim is checked against policy, VAT rules, history and context. Low-risk claims are approved automatically. Exceptions go to a person, with the reasons attached.
See Smart AuditFinance Copilot
Ask a question, get a report. Spend by department, unusual claims, variances, new merchants, all with charts and tables you can share, on data scoped to you.
See reporting and insightsUK and Ireland
The rules of the road are already built in
Capture Expense understands local VAT, mileage, reimbursement and reporting requirements, so you configure your policy rather than re-engineering the product.
- HMRC advisory fuel rates, approved mileage allowances and cumulative banding, updated for you
- VAT rules per category, including no-receipt defaults and multiple VAT schemes per entity
- Irish Revenue subsistence rates by journey hours and Enhanced Reporting Requirements output
- Reimbursement through BACS or straight into Cintra, Zellis and iTrent payroll
Capture Expense
NE21 5PU Blaydon
SN11 8AR Calne
- 297
- miles
- £0.25
- per mile
- £74.26
- claim
Wed 22 Jan, saved in draft expenses
Customer stories
No one likes expenses. They do like Capture Expense.
£6,000+ VAT reclaimed
Critical power services
Over £6,000 saved in VAT reclaim: WBPS's success story
Discover how Capture Expense streamlined WBPS' expense process, leading to faster approvals, reimbursements and greater efficiency.
Read WBPS's story
60+ hours saved every year
Manufacturing
Digitalising expenses to support Gill Group's six entities
Learn how Capture Expense digitalised Gill Group's expense management process to support their growing team and save valuable time.
Read Gill Group's story
5,377 expenses processed in 15 months
Education and trade unions
From monthly Excel spreadsheets to a complete expense system
Discover how Capture Expense digitalised NEU's expense management process to support their growing team and save valuable time.
Read National Education Union's storyReviews
Rated 4.9 out of 5 by the people who use it every day
“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.”
“Brilliant tool for submitting expenses. The process makes keeping up with my business purchases so easy, and the system is very flexible when it comes to setting it up for our business needs.”
“The software is very adaptable and the mileage claims and tracker functionality works very well with our growing fleet. It was also very easy to implement with great support from the Capture Expense team.”
Rated 4.9 out of 5 on Capterra. Best Ease of Use, Best Value, Best Customer Support and Most Recommended, 2026.
Integrations
Works with the systems you already run
Capture Expense is not tied to one finance system. Connect your accounting, payroll, HR, cards and messaging tools, and keep the finance system as the system of record.
- Two-way API connectors with self-service setup
- Purchase ledger posting with the right supplier and VAT treatment
- People and cost centre sync from HR and payroll
Integrations
- Cyber Essentials certified
- Crown Commercial Service G-Cloud supplier
- ICO registered and GDPR compliant
- Hosted on Microsoft Azure in the UK
- Microsoft Entra ID single sign-on and MFA
- Your data is never used to train public AI models
Implementation
Live in four to six weeks, whatever your size
A practical, structured rollout led by people who know expenses, without the cost and ceremony of an enterprise project.
-
Step 1
Discover and design
We map your entities, approval chains, categories, nominal codes and policies, and agree the plan.
-
Step 2
Configure and connect
Users, cards, SSO and the accounting integration are set up and tested with your data.
-
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.
-
Step 4
Go live and grow
Everyone is invited, first claims flow, and our UK support team stays close while adoption builds.
At a glance
Capture Expense at a glance
The facts a finance, IT or procurement team asks for first.
- What it is
- Expense management software: expenses, corporate cards, mileage, trips, approvals, reporting and AI copilots
- Who it is for
- UK and Irish organisations from 20 to 5,000 people, especially multi-entity and multi-department businesses
- Pricing
- Per active user, so only people who claim in a month are billed. Free trial with no card required
- Implementation
- Four to six weeks, structured, with a named lead and UK-based support
- Where people use it
- Web, iOS and Android apps, plus WhatsApp, Microsoft Teams and Slack
- Integrations
- Native connectors for Xero, QuickBooks Online, Dynamics 365 Business Central, NetSuite, SAP ByDesign and iplicit, exports for Sage, SAP, Unit4 and 40 more
- Corporate cards
- Feeds from Amex, Visa and Mastercard programmes, HSBC MiVision and Open Banking, or Visa cards issued through Pliant
- Payroll and HR
- Cintra, Zellis, iTrent, Cezanne and ADP
- Security
- Cyber Essentials certified, Crown Commercial Service G-Cloud supplier, ICO registered, hosted on Microsoft Azure in the UK
- Ireland
- Fully managed Enhanced Reporting Requirements built in: subsistence by journey hours, civil service mileage rates and Revenue-ready output
- Reviews
- 4.9 out of 5 on Capterra. Capterra Best Ease of Use and Best Value 2026, Software Advice Best Customer Support and Most Recommended 2026
- Company
- Capture Business Solutions Ltd, founded 2017, Newcastle upon Tyne. Part of the Cintra group
Questions
Frequently asked questions
Can't find what you're looking for? Talk to us and we'll answer within a working day.
Who is Capture Expense for?
How long does implementation take?
Which finance systems does it connect to?
Do we have to change our corporate cards?
How does the AI work, and is our data safe?
Is there a free trial?
How much does expense management software cost?
See how simple expenses can be
Book a 30 minute demo with one of our team, or start a free trial and explore a ready-made workspace with your own data.
Rated 4.9 out of 5 on Capterra No credit card for the trial Reply within one working day