Capture Expense have released a new online sign-up feature which allows users to independently purchase the product themselves. They are one of the first major UK expense platforms to introduce this functionality and empower users with complete autonomy throughout their platform purchase journey.
It enables users to create and set up their own accounts, and move seamlessly from free trial to active subscription.
This development is a significant step in Capture Expense’s journey, setting it apart from other expense platforms in the UK as a modern solution that can onboard customers at scale. Since it launched in 2020, Capture Expense has rapidly emerged as a leading expense management platform, and this latest enhancement further solidifies its position in the market.
James Rowell, Founder of Capture Expense, said: “Businesses seek greater independence in their purchasing decisions. Our platform empowers users to experience our product first-hand, without any commitment before seamlessly proceeding to purchase. We’re excited that this will allow us to provide a much more streamlined purchasing journey for customer.”
This is the latest release in a series of feature enhancements from Capture Expense, reflecting its ongoing dedication to innovation and customer satisfaction.
Capture Expense fully manages your cumulative mileage bands, automatically calculating your rate per kilometre changes depending on fuel, engine size, and distance travelled in the given tax year—so you’ll always reimburse the right amount in line with Revenue’s civil service rates.
You’ll also automatically calculate distance based on the lower of either the employee’s home or their normal place of work, so you’re fully covered with Revenue’s guidelines.
Capture Expense’s system for calculating mileage stands out for its precision, compliance with tax regulations, and user-centric design. Our holistic approach encompasses several crucial components:
1. Mileage Reimbursement and Tax Implications: We tackle mileage reimbursement by compensating for the business use of personal vehicles, covering both wear and tear and fuel costs. Our system aligns with approved rates by tax authorities, ensuring reimbursements are not taxed up to prescribed limits and users claim accurately to avoid taxable benefits.
2. Detailed Mileage Calculations: The platform allows for the storage of details for both private and company vehicles, both custom and approved rates, tracking personal mileage for the latter to avoid benefits-in-kind. With considerations for vehicle type, engine size, fuel type, and cumulative mileage, our system applies accurate reimbursement rates in line with vehicle banding and user mileage, adhering to tax regulations.
3. VAT Reclaim: To facilitate VAT reclaim on fuel, Capture Expense aids in the correct storage of VAT receipts, streamlining the reclaim process.
4. Cumulative Mileage Management: Cumulative mileage is meticulously tracked, adjusting reimbursement rates as users reach different mileage bandings, ensuring ongoing compliance with approved rates.
5. Commute Distance Management: The system calculates and deducts commute distances from mileage claims by gathering home and office addresses. This feature ensures that mileage claims reflect purely business-related travel.
6. Integration with Google Maps: To enhance accuracy and user convenience, Capture Expense integrates with Google Maps for journey distance calculation. Users can input ‘from’ and ‘to’ addresses, along with any waypoints, to get precise distance measurements for their trips. This functionality includes the ability to search for addresses and enter trip details directly within the platform.
7. Flexibility and Fraud Prevention: Recognizing the need for flexibility, our system compares the calculated distance with the distance entered by the user, alerting approvers to significant discrepancies. This serves as a check against fraudulent claims, ensuring that approvers can verify and validate the accuracy of each claim.
By combining these features into a cohesive platform, Capture Expense simplifies the management of mileage expenses, enhancing both accuracy and compliance. Our integration with Google Maps, coupled with the system’s ability to alert approvers to discrepancies, adds an additional layer of integrity to the expense management process. Users can submit their mileage claims with confidence, supported by a system that accurately accounts for every aspect of the journey, from calculation to tax compliance and fraud prevention.
This comprehensive and integrated approach underscores our commitment to delivering a solution that not only meets the immediate needs of our users but also anticipates the broader requirements of businesses striving for efficiency and compliance in their expense management processes.
Can Capture Expense handle digital and emailed receipts?
Handling digital or emailed receipts is a breeze with Capture Expense. We’ve designed our platform to accommodate a modern workflow, where receipts often come in various digital formats, including email attachments, or even embedded directly within the body of an email. Our system seamlessly manages these by extracting the relevant data and automatically creating a receipt for the claimant. It converts the entire email into an attachment, either generating a new expense entry or matching it to an existing card transaction.
For those who prefer using their smartphones, our mobile app provides an equally straightforward option. Simply snap a picture of your receipt, and the app takes care of the rest, from data extraction to expense creation or matching. This flexibility ensures that regardless of how you receive or manage your receipts, Capture Expense integrates smoothly into your process, making expense management hassle-free and efficient.
Digital receipts are legally recognized in several countries, including UK, Ireland, Australia, Belgium, Denmark, Luxembourg, The Netherlands, Spain, and the United States, among others. Recognizing the global nature of business today, Capture Expense is designed to accommodate these international standards, ensuring your expense management processes remain compliant, no matter where your business operates.
Integrating your corporate card with Capture Expense is a straightforward process that tackles one of the more cumbersome aspects of expense management head-on. As a managing director, I’ve observed the challenges businesses face with managing card statements, collecting receipts, and the often-tedious reconciliation process. It’s clear to me that simplifying this aspect of financial management can significantly benefit any organization.
With this in mind, we’ve designed Capture Expense to seamlessly integrate your corporate card scheme. Whether through Open Banking for a smooth, secure connection or via SFTP for direct integration with your card provider and networks such as Visa or MasterCard, we ensure that transactions are efficiently managed within our platform.
Our system automatically feeds transactions into Capture Expense daily, prompting cardholders to quickly upload receipts via our mobile app or email. By automating the matching of receipts to transactions and categorising spend, we drastically reduce the manual effort required from your team. We also embrace the use of pending transactions to provide an up-to-the-minute view of your financial commitments, enhancing control and visibility over your expenses.
This integration represents more than just a feature; it’s a step towards transforming how your business handles expenses, making the process as streamlined and manageable as possible. As someone deeply involved in the operational efficiency of businesses, I see this as a crucial evolution in managing finances in a digital world.
How does the platform integrate into my accounting software?
Integrating Capture Expense with your accounting software goes beyond simple connectivity; it’s about transforming your expense management into a seamless, efficient part of your business ecosystem. By eliminating the need for manual data entry, we significantly reduce the risk of human error—a common pitfall of manual processes that can lead to inaccuracies in your financial records. Moreover, automating the transfer of data between Capture Expense and your accounting system saves valuable time and resources, allowing you to bid farewell to the cumbersome task of manual spreadsheet management. It’s an essential step forward as businesses increasingly move towards digital solutions to automate and streamline processes.
The impact of this integration on productivity and operational efficiency cannot be overstated. Manual expense tracking, often seen as a necessary evil, typically requires employees to spend hours each week gathering receipts, filling out forms, and reconciling expenses. This not only diverts time away from more strategic activities but also introduces opportunities for errors that can complicate financial management. By automating these processes and ensuring a direct link between Capture Expense and your accounting software, we empower your employees to redirect their focus towards tasks that drive business growth and competitiveness.
Our integrations with leading accounting platforms like Cintra, Sage, and Xero, alongside customizable export options and a versatile RESTful API service, are designed to make this transition as smooth as possible. Whether you have straightforward needs or require more complex data integration capabilities, Capture Expense is committed to providing a solution that enhances your business’s efficiency and accuracy. In embracing automation and integration, we’re not just talking about cutting down on manual work—we’re enabling your business to leverage new levels of productivity and operational excellence.
An active user, within the Capture Expense ecosystem, is defined quite simply: it’s someone who has raised or submitted an expense within the billing period, which is the calendar month. It’s important to note that our definition focuses on those directly engaging in the expense reporting process. This means that administrators, financial controllers, or approvers—who may not necessarily raise expenses themselves—are not counted as active users in our pricing model.
Our approach ensures that you’re only billed for the team members who are utilizing the system for expense submission, aligning our costs with your actual usage. By doing so, we maintain the efficiency of your expense management process and the cost-effectiveness of our pricing structure.
At Capture Expense, we pride ourselves on offering a pricing model that’s as efficient and straightforward as your expense management should be. As the Managing Director, I’m thrilled to break it down for you.
Firstly, billing only occurs at the end of each month and purely reflects your actual usage. This means that you only pay for users who are actively engaging with the system by uploading receipts or submitting expense claims within that month. Importantly, you won’t be charged for administrators and approvers; we believe in optimizing your expenses, not adding to them.
We understand that as your business scales, your needs will too. That’s why we’ve structured volume discounts into our pricing. The more active users you have, the more you save. It’s our way of acknowledging and supporting your growth.
Transparency is a cornerstone of our service. Within the Subscription area of our platform, you can always find a clear, real-time summary of active users and the corresponding upcoming charges. No surprises, just clarity.
And when it comes to commitment, we like to keep it flexible. There are no long-term contracts locking you in. If you decide that Capture Expense is not for you, you can cancel at any time. We’re here to support your business, and part of that support is giving you the freedom to choose what’s best for your team, without any pressure.
So, in essence, our pricing model is designed with your freedom and flexibility in mind. It scales with you, it moves with you, and it adapts to your actual business usage, because we believe that’s how it should be.
