Automated Expense Reporting, Better Financial Decisions
Take control of company spend with software designed to automate expenses and give finance teams full visibility in real time. Capture expense receipts, manage expense claims, and access real-time reporting that helps finance teams make better decisions. Our platform automates expense tracking across employees, mileage, credit cards, and more—all in one secure system built for modern accounting teams.
Intelligent brands taking total control of company spend
The business expense tracker with total spend transparency
Gain instant access to real-time spend reporting throughout your entire organisation, capturing expenses, bills, and credit card transactions as they happen. Your automated expense reporting means you’ll have every insight you need, whenever you need it.
Real-time insights
See company spend in real time across departments and teams. The system automates reporting and syncs directly with accounting processes to reduce errors and save time.
Measurable results
Identify overspend, reduce manual admin, and strengthen forecasting. By using tools that automate expenses, finance teams can focus on strategy instead of spreadsheets.
Single view of spend
Track company cards, expense receipts, and expense claims in one secure environment designed for modern accounting teams—so you maintain a firm grip on budget and cashflow.
Find out more about Capture Expense
We’re so much more than just an app to track your business expenses. From saving days reconciling your credit cards to getting customised insights in an instant with your finance copilot, here’s everything you need to know about Capture Expense.
Pre-built and custom company expense tracking
Choose from ready-made reports or build your own to match your accounting needs. Whether you need departmental summaries or project-level breakdowns, you can easily find the data that matters.
Our software delivers powerful reporting with stronger flexibility and enhanced security, without adding complexity for employees.
Get full spend visibility in one central platform
Link company credit cards and centralise spend across the business. Every transaction is recorded with supporting documentation, creating a clear audit trail for accounting, compliance, and year-end reporting.
Built with security at its core, the platform protects sensitive financial data while enabling employees to submit expense claims efficiently. Automated categorisation and approval workflows ensure the system consistently automates expense processes without increasing administrative burden.
The implementation of Capture Expense’s streamlined approval process has been a game-changer for us. It’s made our previously complex workflow incredibly smooth and efficient. The platform’s capabilities have saved us time and effort, allowing us to focus on what truly matters.
– Project Leader
Track expenses in granular detail
Drill down into spend by role, team, department, cost centre, or project. Our software helps finance teams find trends quickly and monitor how employees use company funds.
Because the platform automates tracking and reporting in real time, you always have accurate, up-to-date financial visibility.
Expense reporting FAQ’s
What are the benefits of using expense reporting software?
Simply put, using a business expense tracker like Capture Expense will save you time, reduce errors, and give you real-time visibility into spending patterns, so you can make better financial decisions for your entire organisation. It’s essential for maintaining financial health, budgeting effectively, and ensuring compliance with tax regulations.
How can automated expense reporting help me reduce expense fraud?
Here’s a few ways our business expense tracker can help you massively reduce the risk of expense fraud:
- Enforcement of policies: You can configure Capture Expense in line with your businesses expense policies. That way, your teams will be notified when their claims are out of policy, and you’ll be notified about any out-of-policy claims that come through.
- Receipt scanning: We use OCR technology to extract data from your teams’ submitted receipts, so you know that claim amounts match the actual spend.
- Audit trails: Capture Expense provides you with a detailed audit trail of expenses, including who submitted the expense, when it was submitted, and any modifications made. Total transparency deters fraudulent behaviour!
- Open banking: Integration with corporate cards will automatically reconcile credit card transactions with your expense reports, so everything is accounted for and flagged with any issues.
How long should I keep expense records?
Depending on your location and industry, there’ll be specific legislation you’ll have to stick to. For example:
In the UK, HMRC recommends keeping expense records for at least five years from the 31st January submission deadline of the relevant tax year.
In the US, IRS recommends keeping any tax-related records for three to seven years.
You might also face industry-specific requirements, such as healthcare and finance which have longer retention periods.
What's in an expense report?
An expense report typically includes:
- Date and description of each expense.
- Amount spent.
- Category or purpose of the expense.
- Method of payment.
- Receipts or supporting documentation.
Are reports in Capture Expense customisable?
Our company expense tracking is built around values such as role, team, department, location, cost centre, and so on. These dimensions can be used for complex analysis of your data. A two-dimensional analysis, for example, would be expenses by category and department—and you can use more than two dimensions for a more detailed analysis. The structure of the dimensions can be determined in combination with your chart of accounts, so when you integrated Capture Expense with your finance system, you’ll aid the correct allocation of the general ledger code to each transaction. So yes, reports in Capture Expense are customisable depending on what insights you’re looking for, and can be built in-line with your finance systems for a complete and accurate data sync.
Extra expense management tools alongside your business expense tracker
Reimbursements
Easily approve and manage reimbursements in Capture Expense, syncing data with finance and payroll for total ease.
Corporate Card Reconciliation
Keep all your business expenses in one place with Open Banking integrations, for a real-time window into all company spend.
Vehicle Mileage
Never miscalculate mileage again with Capture Expense’s smart automation, for accurate tax reclaims every time.