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Expense management, explained properly

Guidance on VAT, mileage, policy, cards and the practicalities of running expenses well, written for finance teams in the UK and Ireland.

ai expense management

Insights

AI Expense Management: What It Does, Where It Fails, and What UK Law Requires

What AI does in expense management beyond reading receipts, where it gets VAT wrong, what HMRC requires of the record.

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Do I Need Expense Management Software?

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Do I Need Expense Management Software?

Nine testable triggers that decide whether you have outgrown spreadsheets, what each one costs, and what to do instead if you have not hit them yet.

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how does expense management software work

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How Does Expense Management Software Work? The Full Claim Lifecycle

So, how does expense management software work? We cover the full claim lifecycle from capture to approval routing and card reconciliation.

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What is expense management software

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What Is Expense Management Software? A UK Guide for 2026-27

A UK explainer on expense management software: what it does, how it works, and a free fit check to see if you actually need it.

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payrolling biks

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Payrolling Benefits in Kind: HMRC Phased Update

Mandatory payrolling of benefits in kind starts April 2027. Here's what finance teams need to know to prepare.

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hmrc advisory fuel rates 2026

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HMRC Advisory Fuel Rates 2026: June Update

HMRC advisory fuel rates 2026 changed on 1 June, with rates. See what they mean for your mileage reimbursements.

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company car fuel benefit

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Company Car Fuel Benefit: Changes for 2026/27

We cover the company car fuel benefit rates for 2026/27, as well as everything else you need to know for your teams.

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HMRC mileage rates, mileage rates 2026

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HMRC Mileage Rates 2026/27: A Complete Guide

Get the latest HMRC mileage rates for 2026/27, approved rates for cars, vans, motorcycles and bikes, advisory fuel rates, & compliance.

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taxable employee expenses

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Changes to Taxable Employee Expenses in 2026

From April 2026, HMRC’s rules around taxable employee expenses change. Here’s what finance teams need to know.

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HMRC Mileage Rate Increase

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HMRC Mileage Rate Increase: What Employers Need to Know About the New 55p Rate

The HMRC mileage rate has increased to 55p for the first time in 15 years. Here's what UK employers need to update.

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Desktop Expense Claims in Construction

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The Hidden Cost of Desktop Only Expense Claims in Construction

Desktop expense claims are creating costly delays on construction sites. See why mobile-first submission is the fix.

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construction procurement

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Why Construction Procurement Teams Are Losing Control of Expense Management, and How to Fix It

Understand why construction procurement teams are losing real‑time visibility of project spend and, most importantly, you can fix it.

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per diem rates

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Per Diem Rates and Examples for 2026

Per diem is a daily allowance given to employees to cover business travel costs. Here's what per diem means for you and the rates for 2026.

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Expense changes 2026

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Key Expense Changes for the 2026/27 UK Tax Year

Your guide to the 2026/27 expense changes in the UK, with updated figures, practical tips, and what to update now.

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Insights

Payrolling Benefits in Kind: What Finance Teams Need to Know

Mandatory payrolling of benefits in kind arrives in April 2027. Here's what finance teams and business owners need to know, and how to prepare.

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HMCR’s Overseas Subsistence Rates

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What are HMRC’s Overseas Subsistence Rates in 2026?

You can use HMRC’s overseas subsistence rates to reimburse your employees’ accommodation and subsistence expenses for travel outside the UK.

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working from home tax reflief

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Working From Home Tax Relief 2026: What Finance Teams Need to Know

From 6 April 2026, employees can no longer claim working from home tax relief themselves. Here’s what finance teams need to know.

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Insights

A Guide to Expense Compliance in the UK

Expense compliance is complex and time-consuming. Learn about what HMRC expect from you and how to create a robust expense policy.

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meal allowance HMRC

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What You Need to Know About HMRC Meal Allowances

HMRC meal allowance is the maximum amount that can be reimbursed to employees for meals incurred during business travel. Learn the 2025 rates

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General

Capture Expense Recognised for Best Value, Ease of Use, and Customer Support

Capture Expense has been recognised for several awards for 2026, including “Best Ease of Use” and "Best Support" from Gartner Digital Markets!

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irish vat rates

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An Overview of Irish VAT Rates

Irish VAT rates determine how much tax applies to goods and services in Ireland, as set by Revenue. Learn the Irish VAT rates for 2026.

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mileage tracking

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Mileage Tracking 101: Simplifying Reimbursements for Remote Teams

We cover all you need to know about mileage tracking, from compliance basics and AMAPs to how automation can help.

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vat on expenses ireland

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A Guide to VAT on Expenses in Ireland

VAT on expenses in Ireland is the tax businesses can recover on qualifying costs. Learn how to make a successful VAT reclaim in Ireland.

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HMRC record keeping

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Guidance on HMRC Record Keeping in the UK

Good record keeping is essential for staying compliant. Here’s all you need to know for HMRC record keeping in the UK.

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civil service mileage rates

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Civil Service Mileage Rates in Ireland for 2026

Here are the new civil service mileage rates in Ireland for 2026, set by Revenue, effective from 1st September 2022.

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A Guide to Expense Compliance in Ireland for 2026

Revenue is helping businesses of all sizes follow their rules and establish good financial practices. Learn how to achieve expense compliance in Ireland.

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Insights

UK Sustainability Reporting Standards: Requirements for Businesses

UK Sustainability Reporting Standards are due to come into practice this business year; here’s all you need, including how it differs to SECR.

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civil service overnight rates

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Civil Service Overnight Rates Set by Revenue for 2026

You can reimburse your employees for work-related overnight trips using Revenue's civil service overnight rates. Learn the rates for 2026.

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Insights

A Guide to Business Sustainability in 2026

With business sustainability becoming a necessity rather than a nice-to-have, we’ve pulled together everything you need to know!

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energy and carbon reporting

Insights

Energy and Carbon Reporting: What UK Businesses Need to Do in 2026

Energy and carbon reporting is important to get right. We cover all you need to know with government guidance and sustainability in mind.

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Insights

Expense Reporting Metrics: What to Track (and How to Use Them)

The expense reporting metrics CFOs and finance teams should track, and how to use them to reduce risk, save time, and improve control.

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Insights

The True Cost of Managing Employee Expenses

The true cost of managing employee expenses is more than just reimbursement. We look at the hidden costs outside of the actual expenses.

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expense claims

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Rejected Expense Claims: The Most Likely Culprits

Rejected expense claims create issues for your finance teams, we’ve pulled together the main reasons and how you can avoid them.

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manage expenses

Insights

The State of Expense Management: How to Manage Expenses in 2026

Understand the evolution of expense management. Gain insight into the biggest challenges and trends transforming how we manage expenses.

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General

Capture Expense Recognised with the Best Ease of Use Award

We’re delighted to announce that Capture Expense has won several awards for 2025, including “Best Ease of Use” from Gartner Digital Markets!

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General

Meet Smart Audit: AI for Faster, Smoother Expense Approvals

We’re excited to announce the launch of Smart Audit, our latest AI that changes how you handle expense approvals for the better!

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per diem meaning

Insights

Per Diem Meaning, Examples, and Rates for 2025

Per diem is a daily allowance given to employees to cover business travel costs like meals. Learn what per diem means and the rates for 2025.

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Insights

How AI is Fixing the Problems with Approval Workflows

Approval workflows often rely on multiple layers of manual review, with too much human intervention, here's how AI is changing that.

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vat return ireland

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How to Do a VAT Return in Ireland

A VAT return in Ireland reports the VAT charged and paid to calculate what you owe or are owed by Revenue. Learn how to do one.

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vat on expenses uk

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A Guide to Claiming VAT on Expenses in the UK

If you're VAT registered, you can charge VAT on sales and reclaim the VAT paid on expenses. Learn how to claim VAT on expenses in the UK

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vat on expenses

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VAT on Expenses: What’s Vatable and How to Reclaim VAT?

VAT on expenses can often be reclaimed on various costs, from office supplies to travel expenses. Learn how to reclaim VAT efficiently

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vat on business entertaining

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How Much do You Know About Claiming VAT on Business Entertaining?

VAT on business entertaining is the VAT you pay on costs for hosting clients or other contacts. Learn when you can and can't claim it.

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Insights

What AI Can and Can’t Do for Global Expenses

We’ve explored how generative AI can take on some of the biggest challenges in global expenses, and where it's still limited.

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Insights

How AI is Changing Our Approach to Expenses Software

The challenges that traditional expense management software is yet to solve, along with the AI we’ve built to stop poor processes for good.

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subsistence allowance uk

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What You Need to Know About Subsistence Allowance in the UK

Subsistence allowance in the UK covers employee expenses incurred during work-related travel. Learn what’s included and how to report a claim

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VAT on travel expenses

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Can You Claim VAT on Travel Expenses?

You can claim VAT on travel expenses if the travel is for business purposes and the costs include VAT. Learn what expenses you can claim.

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claiming VAT on mileage

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Can You Claim VAT on Mileage Expenses?

Many businesses don't know that VAT can be claimed on business-related travel. Learn about claiming VAT on mileage and how to make a claim

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Insights

What are Class 1A NICs?

Class 1A NICs are a specific type of National Insurance contribution paid by employers. Learn what they are, and how they impact you.

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Insights

Company Car Fuel Benefit Charge 2025/26

If your employees use company vehicles outside of work you must stay informed about fuel benefits. Learn HMRC’s advisory fuel rates.

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Insights

How Does Mileage Reimbursement Work?

If you want to offer mileage reimbursements to your employees, you need to know what they are, how they work and how to calculate them. Read on to find out.

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VAT return deadlines

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What are the VAT Return Deadlines? (and How to do a VAT Return)

A VAT return is a form businesses send to HMRC, detailing VAT charged on sales and paid on purchases. Learn the VAT return deadlines.

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what is the vat threshold

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What is the VAT Threshold (and VAT Rates) in the UK?

VAT is a government-imposed tax on most goods and services. Learn the UK VAT rates, what the VAT threshold is, and how to calculate VAT.

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Travel expenses in Ireland

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A Quick Guide to Travel Expenses in Ireland

Travel expenses in Ireland cover transport, accommodation, and meals for work trips. Learn how to reimburse your employees when they travel.

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Civil Service Subsistence Rates

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Civil Service Subsistence Rates Set by Revenue for 2025

A subsistence allowance in Ireland is a payment to employees to cover costs when traveling for work. Learn the civil service subsistence rates

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Insights

HMRC Mileage Rates 2025: Everything You Need to Know

This blog aims to offer a complete guide on everything you need to know regarding HMRC mileage reimbursement rates in 2025.

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travel expense policy

Insights

Travel Expense Policy Template & Guidelines

A travel expense policy is like a rulebook for your business trips. Learn what a policy consists of and our guidelines when creating one.

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Insights

What Does T&E Mean? And How to Streamline Your Entire Process

T&E is basically all the money you spend on work trips. Learn exactly what T&E means and how you can streamline your entire process.

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Insights

A Guide to Out-of-Pocket Expenses

Out-of-pocket expenses are costs you pay yourself for work-related activities. Learn exactly what they are and how to manage them.

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General

Trips: Capture Expense’s New Travel Management Functionality

We’re thrilled to introduce Trips, our new travel expense management functionality designed to give you more control and visibility.

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Insights

Expense Categories: The Different Types of Business Expenses

If you don’t keep track of your business expenses, you risk running into financial trouble. Learn about expense categorises.

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Insights

Best Expense Management Software Solutions 2025

We’ve compiled a list of the best expense management software solutions so that you can find the best product for your business.

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Insights

What is Discretionary Expenditure?

Running a business comes with many types of expenses, some essential, some not. Learn about discretionary expenditure, and how to manage it.

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General

Capture Expense Launch AI-Powered Expense Category Matching

Our AI-powered expense category matching feature will reduce your manual processes. Experience fully automating your expense categories.

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uk carbon reporting 2025

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The UK’s 2025 Carbon Reporting Requirements

Here's what we know about the new carbon reporting regulations in the UK so far, and how you can get ready to comply in 2025.

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Insights

How to Do a Credit Card Reconciliation

Regardless of the size of your business, you need to keep on top of your corporate card spend. Learn how to do a credit card reconciliation.

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enhanced reporting requirements err

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A Guide to Enhanced Reporting Requirements (ERR) in Ireland

Stay informed about upcoming Irish legislation changes in expense management reporting; here's Enhanced Reporting Requirements (ERR).

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How to Confront an Employee About Expense Fraud

Business expense fraud is a serious issue that needs to be addressed. Learn how to confront an employee about expense fraud.

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8 Common Examples of Business Expense Fraud

Expense fraud is a serious problem. Learn about the most common examples of business expense fraud and the ways you can spot and stop it.

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Insights

What You Need to Know About the Reimbursement of Expenses

Learn about the reimbursement of expenses in the UK, covering common inquiries and niche topics to help you reimburse employees effectively.

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An Overview of Employee Expense Reimbursement Law in the UK

Learn about different reimbursable expenses, employee expense reimbursement law in the UK, and our tips to help keep you HMRC compliant.

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Insights

Company Expense Policy Template and Guidelines

Managing business expenses can be tricky without clear guidelines. Read on for a step-by-step guide on creating an expense policy template.

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Insights

How to Manage Staff and Business Entertainment Expenses

Learn about the difference between staff and business entertainment expenses, examples of each and how to manage them effectively.

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Insights

Are Reimbursed Expenses Taxable in the UK?

Are reimbursed expenses taxable in the UK? Learn when reimbursed expenses are taxable and when they're not.

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Reporting

Just Ask James: The future of finance is here

Introducing Just Ask James, Capture Expense's new reporting tool that’s set to change the way you handle expenses forever.

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Insights

Examples of Tax-Deductible Expenses in Ireland

Learn what Revenue considers a legitimate expense, examples of tax-deductible expenses in Ireland and how to claim a deduction for expenses.

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An Overview of Deductible and Non-deductible Expenses

Learn about the difference between deductible and non-deductible expenses, some examples of each, and how to keep track of them.

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Insights

How to Register for Payrolling Benefits

The UK government plans to mandate payrolling of benefits in kind from April 2026. Learn how to register for payrolling benefits and pay HMRC.

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Other

How to Master Expense Reporting Recording

This webinar will show you how you can access real-time data, helping you improve efficiency across your business, and save on cost and time.

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Insights

An Overview of Payrolling Benefits in Kind

Benefits in kind (BIK) have become an essential part of employee remuneration packages. Learn how to prepare for them becoming mandatory in April 2026

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Integrations

Capture Expense become a Xero Partner

Capture Expense is now a certified partner with Xero. What does this mean for you? Seamless integration and easy expense management.

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Integrations

Snap, Text, Done: Capture Expense’s new integration with WhatsApp

Managing expenses just got even simpler with the latest feature from Capture Expense - WhatsApp Integration.

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Insights

Top 8 Ways to Improve Cash Flow

Increasing cash flow can be challenging that's why we've outlined the top 8 ways to improve cashflow, regardless of the size of your business

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General

Capture Expense Announces the Release of Online Self-sign up Feature

Capture Expense have released a new online sign-up feature which allows users to independently purchase the product themselves.

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Insights

What Are Management Accounts? (And How to Prepare Them)

Management accounts offer a window into your business's financial status, aiding in decision-making. Learn how to prepare management accounts

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Insights

How can organisations reclaim VAT on fuel?

UK organisations can reclaim VAT on the fuel, however, navigating this process requires gathering evidence to meet HMRC requirements.

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Featured

Bookkeeping vs accounting: What’s The Difference?

Whether your business is big or small, understanding your accounting needs is crucial. Bookkeeping vs accounting: What do you need?

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Insights

Effective Petty Cash Management in 2024: Strategies and Best Practices

Petty cash is often prone to abuse, easy to lose track of, and susceptible to theft. Read on to learn about effective petty cash management.

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Insights

Your easy to follow expense policy checklist

An expense policy is like a rulebook for business expenditure. It provides explicit guidelines for your team on how to spend company money.

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Insights

The Latest Trends in Expense Management Software for Big Enterprises

The latest trends and technologies revolutionising finance: from state-of-the-art expense analytics tools to advanced approval software.

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Insights

Expense Management Metrics for Growing Businesses

Vital expense management metrics and KPIs for growing businesses. How can businesses optimise expense management for sustainable success.

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Insights

Expense Management for Global Businesses: Challenges vs. Efficiency

Automated expense approvals, budget management software, credit card reconciliation, digital claims, and expense approvals in our blog.

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Featured

Expense Management Integration: How to Seamlessly Sync with Accounting Systems

Learn how seamless synchronisation enhances time efficiency, ensures reporting accuracy, and provides real-time visibility.

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Insights

Top Considerations for CFOs when Choosing an Expense Management System

Explore key considerations for CFOs in choosing expense management software: best expense management software

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Insights

Streamlining Expense Reimbursement: Accounting Tips for a Smooth Process

Optimise your expense reimbursement process with our top accounting tips for all businesses. Establish clear expense policies.

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Streamline Your Expense Management Process

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How to Streamline Your Expense Management Process

Streamline your expense management process, this will increase ROI, reduce errors and improves compliance.

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Insights

Top 9 Tips for Expense Tracking

Using an efficient expense management platform can be a game-changer. Let's dive into the top tips for expense tracking.

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Insights

Top 5 Expense Management Tools Every Business Needs

The top expense management tools every business needs from tracking, mileage , receipt scanners, corporate cards, and analytics.

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business mileage tracker, mileage tracking app, business mileage reimbursements

Insights

Maximising ROI with Mileage Tracking in Expense Management

Maximise your ROI by adding mileage tracking into your expense management process, it optimises finances and enhances efficiency.

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Insights

Ensuring Compliance: How HR Managers Navigate Expense Management Regulations

Ensuring compliance in expense management is an important aspect of HR. Managers must effectively navigate expense management regulations.

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Expense Fraud

Insights

Preventing Expense Fraud: 7 Strategies for Businesses

Expense management solutions are your best defence to prevent expense fraud. Increase financial security and protect your business.

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Insights

The Future of Expense Management: Trends and Predictions

Traditional methods of tracking receipts and spreadsheets are being swept away by technologies and changing workplace dynamics.

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Expense tracking for small businesses

Insights

Effective Expense Tracking for Small Businesses

Expense management systems provide a real-time view of your financial landscape - a must for small businesses

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Insights

Expense Management for Remote Workforces: Navigating Challenges with Smart Solutions

Keeping a tight grip on expenses in a remote work environment requires a bit of creativity and a lot of innovation: Enter Capture Expense

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Paper invoices and receipts spread across a wooden floor beside a calculator and a laptop

Insights

Automation and Security: Unlocking the True Potential of Expense Management Systems

As organisations grow, the adoption of expense management systems is no longer just an option, it's a strategic imperative.

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Travel expense app

Insights

Tracking CO2 Emissions and Mileage Rates for Sustainable Business Operations

By tracking CO2 emissions and mileage rates, organisations can reduce their carbon footprint, and contribute to a greener future.

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Open Banking Graphic

Insights

Open Banking and Expense Management

Advancements in technology have paved the way for innovative solutions such as Expense Management Systems integrated with Open Banking.

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Insights

Boosting Company ROI: The Power of Expense Management Solutions

By automating and streamlining expense processes, businesses can save time, reduce costs and prevent fraud while providing valuable insights.

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business expense tracker, automated expense reporting, company expense tracking, expense reporting software

Insights

What is Spend Management? Benefits, Controls, and Best Practices

Effective spend management is crucial for any business looking to optimise its financial resources and drive sustainable growth.

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Insights

What is open banking and how does it make expense management easier?

Capture Expense supports Open banking which allows financial institutions to share customer data with third-party providers through APIs.

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Insights

Why Manual Expense Tracking is Holding Your Business Back (And How to Fix It)

Manually tracking expenses can be a time-consuming and error-prone process that can hold your business back in several ways.

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Insights

The Importance of Mobile Expense Management for Remote Teams

As more and more businesses adopt remote work, expense management has become crucial for companies to keep track of their finances.

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Insights

HMRC Mileage Rates for 2022

With hmrc approved mileage rates, streamline your expense reports, and see how our expense solutions can simplify your expense audit.

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Insights

How to Keep Track of Expenses for Small Business

Expense management software can help create caps for spend, so employees won’t spend more than they can claim back.

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Insights

White Label Software Solutions in Expense Management

White label solutions allow you to use your company's distinctive branding to offer a product or service without investing in technology.

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Insights

Using Trainline to travel in the UK?

With a more accurate and detailed view of employee spending, you can help improve understanding of spending within your company.

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Insights

What is an Expense Policy, and do I need one?

An expense policy is a document created to outline the rules laid down by the company on types of expenses employees can claim back on.

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expense reimbursements, reimbursed expenses

Insights

What actually is a smart expense management system?

With Capture Expense, you can easily keep a feed of both online transactions with company credit card and cash transactions using receipts.

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Insights

Need an Excel Income and Expense Template?

It’s a bit of a pain having to input data every month, but with an Excel Income and Expense Template it's not too bad.

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Insights

Reconcile credit card payments with Clearspend intergration

In ClearSpend you can view cardholders' transactions and balance information in real time with graphs to help you analyse spend patterns.

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Insights

Expense Fraud Detection and Prevention

With an automated expense management system, data is more accurately inputted. This leads to the risk of fraud being reduced by 50%

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Insights

Travel Expense Management Must Haves

There are many ways to make business travel as pain free as possible, and with automated expenses, you can go and do anything you need.

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Insights

How you can manage and streamline Construction business expenses

The construction industry is complex, and whether you work in buildings, infrastructure or industrial, you need to manage your expenses.

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Insights

Receipt management for small businesses

Capture Expense is a great tool to streamline the process of improving business expenses and submitting receipts.

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Insights

Still using Excel Templates for Expense Management?

With our very competitively priced software, you can save money, time, and gain control over your expense management.

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Insights

Keep your restaurant ahead of the game with technology

The hospitality industry is fast paced and complicated, Capture Expense streamlines and automates expenses through advanced coding and AI.

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Insights

Sustainability and the Future

Our CO2 calculator can be used to track CO2 produced from business travel, letting you know what carbon offset you need to make.

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Insights

Is good expense management limited to certain industries?

With Capture Expense, our dedicated team will work with you one on one to comfortably set up your company on our system.

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Insights

Does HMRC Accept Digital Receipts?

Expense Management Solutions use AI, Machine Learning and OCR to deliver 98% accuracy when taking a photo and uploading it to our solution

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Insights

AI and Open Banking, the future of Expense & Spend Management

If you currently use software to manage company expenses then you’re one of only 53% of businesses doing so. Automate Expenses

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Insights

VAT on Mileage and Fuel Rates

Capture Expense stores vehicles tax and fuel rates which allows the software to automatically calculate the correct mileage claims for staff

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See how simple expenses can be

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