About us

A challenger brand with a simple idea

Expense software had become clunky, expensive and hard to roll out. Capture Expense was built to be something finance could trust and employees would actually use, and to stay that way as it grew.

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The Capture Expense team working together

A note from the founder

Why I started Capture Expense

I spent ten years in software consultancy building solutions for accounting and finance teams, and then led the architecture, build and launch of a cloud platform that was later acquired by The Access Group. By 2017 I knew the expense domain well, and I did not like any of the products on the market. Spreadsheets and email chains were still the norm. The tools meant to replace them were heavy, expensive and hard to roll out, and I could see a large market, especially in the UK, for something better built on newer technology.

Capture Expense took five years to build, mostly by me. That is an unusual amount of time for one person to invest in something this big, but it gave us a platform that could scale rather than a quick app that would need rebuilding. We launched in 2020, and the early tenders told us we were right: preferred supplier on paper in three of the first five, before we had revenue, staff or references.

Growing fast mattered more than going it alone, so the same year Capture Expense joined PSSG, the group behind Cintra. It was a two-way deal with people who saw the same opportunity, and it gave us dedicated sales, onboarding and support, marketing investment, and the security and infrastructure credentials larger customers ask for. Capture Expense remains its own brand and product, and integrates with the wider Cintra People platform for customers who want connected HR, payroll and expenses.

AI has been part of the product from the start, first as one of the best document scanning services available, and now as the Just Ask copilots for employees and finance. "Just Ask" is how we think about the company as much as the software: founder-led, customer-focused, and convinced that business software should let you ask for what you want rather than learn where the form is.

We are a challenger in a fragmented market, and we intend to keep disrupting it by being genuinely useful: powerful functionality, kept brilliantly simple.

James Rowell
Founder, Capture Expense

Our philosophy

Powerful functionality. Simple experience.

We build in powerful functionality and keep the experience simple. No clutter, no unnecessary complexity, just smart tools that work the way your team expects. Ease of use is the reason most customers choose us, and the reason they stay.

Simple enough for any employee

If a feature makes the product harder to use, it is not finished.
Strong enough for finance to trust

Control without friction. Automation where it removes admin, not where it creates confusion.
Integrate into the finance truth

We post into the system of record. We do not create a disconnected side system.
AI should reduce effort and increase insight

Never create risk. Real business need first, technology second.

Timeline

From one founder to a platform

2017

Capture Expense is founded in Newcastle upon Tyne by James Rowell, after ten years building software for accounting and finance teams and leading the architecture and launch of a cloud platform later acquired by The Access Group.
2020

After five years of development, largely by one person, the platform launches. Early tenders go well, and Capture Expense joins PSSG, the group behind Cintra, to grow faster with a shared commitment to keeping the product simple.
2024

Native iOS and Android apps with single sign-on, WhatsApp receipt capture, real-time document intelligence, the Just Ask reporting copilot, Xero marketplace integration, pre-approval, Trips, Smart Categories, Irish subsistence support and the iplicit partnership.
2025

Smart Audit, the User Copilot on Microsoft Teams and Slack, the Finance Copilot, multi-language support, per diems, native ERP connectors and the Pliant card partnership. Capterra Best Ease of Use award.
2026

Direct card transaction feeds, team permissions and finance dashboards. Capterra Best Ease of Use and Best Value, and Software Advice Best Customer Support and Most Recommended.

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