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Mar 21 2024
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DoNESC Case Study

By Case Study

From Excel to Excellence:

Capture Expense’s Impact on DoNESC’s Paperless Journey

A user-friendly system

supporting over 340 users across multiple organisations, managed by a small finance team.

A paperless transformation

replacing a manual Excel-based system with an automated digitised one.

Capture Expense effortlessly manages 80+ monthly expense claims, streamlining DoNESC’s financial reporting process

The Diocese of Norwich Education Services Company (DoNESC) is a not-for-profit organisation dedicated to delivering high-quality, cost-effective services to academies within the Diocese and beyond. Their mission extends to managing 41 academy sites under the Diocese of Norwich Education and Academies Trust (DNEAT) umbrella and an additional 14 under St Benet’s.

Furthermore, the platform oversees two multi-academy trust staff and operates the services of the DoNESC services company, encompassing approximately 17,000 pupils and representing over 25% of primary pupils in Norfolk.

With 80% of our claims being travel-related, manual tracking was a time-consuming task, but Capture Expense streamlined the process, ensuring accurate and efficient recording of travel expenses.

– Financial Controller

The challenge

  • Manual tracking: 80% of claims are travel related, a considerable amount of time is taken having to check that the claimant has recorded the correct information. Mileage claims were particularly difficult to audit, with no controls for deducting the commute element.
  • Data synchronisation: unable to seamlessly integrate with their Xero and PSF accounts, hindering their efficiency in financial management.
  • Lack of intuitive design: The current system makes it challenging for users to seamlessly move through processes, leading to frustration and potential errors.
expense reimbursements, reimbursed expenses

The solution

  • Precise mileage tracking: Capture Expense streamlines the process by automatically verifying and storing accurate travel-related information for claimants, reducing the time and effort required for manual checks
  • Seamless integration: Capture Expense’s RESTful API service provides seamless integration with Xero. It also facilitates effortless integration with PS Financials through a formatted export file.
  • Fast implementation: Capture Expense is designed for minimal training, ease of setup and maintenance, we also provide a dedicated consultant during implementation.

The benefits

  • Capture Expense automatically calculates mileage journeys through a seamlessly integrated Google service.
  • Apply company polices and rules automatically to reduce out of policy claims.
  • Automatic card reconciliation and bank feed with Open Banking.
  • Modern software design for ease of use and minimal training.

The results

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Fully digitised system

Transforming DoNESC’s expense processes into a fully digitised system has led to quicker processing, accurate data management, and improved overall cost-effectiveness.

Accessible anywhere, anytime

The ability to access the system on both mobile and desktop ensures unparalleled flexibility, enhances their responsiveness, and overall ease of use.

Enhanced efficiency

By replacing Excel Workbook expense forms with dynamically generated online forms DoNESC can now streamline their expense submission process, keep track of their expenses and make well-informed business decisions.

Mar 21 2024
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Government Case Study

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Digital Transformation in Government Finance:

How Capture Expense Streamlined a Government’s Expense Workflow

Expense Managements future

Paper trails to digital finesse

leading to faster approvals, reimbursements and greater efficiency.

A streamlined approval process

has been implemented, successfully resolving their previously complex expenses approval workflow.

Prominent government entity modernises its expense management processes

In pursuit of greater efficiency and control over their finances, our client chose Capture Expense, this decision is set to bring significant improvements to the entire department’s workforce, impacting approximately 800 users. 
 
This diverse user base consists of 383 officers spread across 632 constituencies, all of whom play a crucial role in managing the expenses associated with running elections in the UK.

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

The challenge

  • Manual approval workflow: All expense claims were processed by hand.
  • Inefficient tracking: They were unable to effectively track and record staff hours.
  • Intricate workflow: Needed a highly configurable approval workflow with multiple stages, including conditional stages for implementing spending rules and advances.
  • Security: Their processes fell short of meeting their stringent security expectations.
  • Manual integration: They were unable to seamlessly integrate with their accounting software, SAP.
  • Limited accessibility: Their expenses weren’t accessible across various browsers and devices.
business expense app, expense tracking app, expenses app

The solution

  • Streamlined approval workflow: Claims are electronically submitted to the officers, granting them the authority to approve or reject as needed.
  • Complete visibility: All staff resource records can be added or imported by role and hourly rate.
  • Configurable workflow: Approval workflow is fully configurable with multiple stages and conditional stages such as spending rules and advances.
  • Fully compliant: Capture Expense ensures the highest level of security through compliance with Cybersecurity Plus and ISO 27001 standards. 
  • Effortless ERP integration: Capture Expense offers a REST API for SAP to access approved expenses and funding allocations.
  • Fully compatible: With various browsers and devices, including Android and iOS on mobile, tablet, and desktop platforms. 

The benefits

  • Through our user-friendly platform users can manage receipt uploads and expenses claims in seconds.
  • Capture Expense improves the accuracy of spend data by reducing manual data-entry errors.
  • Historical claims can be viewed at any time to help calculate future funding. This data can also be exported into Excel as required.
  • Capture Expense prevents out-of-policy spending with individual spending limits.

The results

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Real-time insights

By having access to real-time company spending data, our client can make well-informed decisions and effectively plan their budget.

Measurable results

Our solution enables users to highlight overspending, conduct aged analysis, manage budgets, and forecast future expenditures.

Multi-stage workflow approval

Our system offers full customisation, allowing Capture Expense to seamlessly align with our client’s intricate, multi-layered expense approval workflows.

Single view of spend

The management team has complete data overview to identify trends, monitor spend and keep on top of budget and cash flow.

Mar 21 2024
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Henry Adams Case Study

By Case Study

30 Users, 1 Solution:

Henry Adams’ Journey to Seamless Expense Management and VAT claim success

From 20 minutes to 3 minutes

resulting in an 88% reduction in the required time to fill in expense reports.

67% increase in VAT claims

leading to a substantial financial gain for the company.

Tripling savings: How Capture Expense redefines cost-effectiveness for Henry Adams

Henry Adams is a reputable real estate agency with a rich history of serving clients since its establishment in 1990. Known for their expertise, professionalism, and personalised approach, they are dedicated to helping individuals and families find their dream homes across various locations.

   Henry Adams’ typical expense costs £25.71 to process, they average 30 reports per month for a total of £771.30. Choosing Capture Expense is expected to reduce costs to less than one-third of the current expenditure.

Capture Expense has truly transformed the way we manage business expenses at Henry Adams. Their features dedicated to reimbursements have streamlined the entire process, ensuring that our team is reimbursed promptly without the need for extensive manual intervention.

– Project Leader

The challenge

  • Manual expense process: Using spreadsheets to fill out expense forms increased their workload and potential for errors.
  • Lack of automated approval process: Resulting in delays in approval cycles, lack of accountability, and potential for uncontrolled spending.
  • Accurately tracking spend: Difficulty optimising budgets, identifying cost-saving opportunities and maintaining financial control.
expense reimbursements, reimbursed expenses

The solution

  • Digital expense claims: The implementation of AI-powered OCR ensures real-time processing, automatically creating claims or attaching receipts directly to credit card transactions, significantly reducing manual effort and improving efficiency.
  • Automated expense approvals: Capture Expense offers a flexible multi-level approval system. Reports can have any number of approval stages, based on user or cost centre criteria, and the value of the claim can determine the appropriate approver and the number of stages required.
  • Real-time expense analytics: Empowers users with instant access to company spending data, facilitating strategic decision-making and personalised budget planning through dynamic views tailored to individual business roles.

The benefits

  • Embrace a fully digital, paperless system with advanced receipt management.
  • Leverage advanced OCR technology to minimise manual entry, enhance automation, and elevate system intelligence.
  • Gain access to extensive reporting capabilities and unlimited analytical depth through the use of tags.
  • Open banking for commercial credit cards
  • Reimbursements for out of pocket claims
  • Seamless integration with over 50 back-office systems.

The results

Book a demo

Cost savings

Capture Expense’s streamlined process for expense submission, approval, and integration has reduced the administrative workload, leading to significant cost savings.

Single view of spend

The management team has complete data overview to identify trends, monitor spend and keep on top of budget and cash flow.

Multi-stage workflow approval

Our system offers full customisation, allowing Capture Expense to seamlessly align with our client’s intricate, multi-layered expense approval workflows.

Mar 21 2024
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B&H Worldwide Case Study

By Case Study

Unlocking Aerospace Excellence:

How Capture Expense Transformed B&H Worldwide

A global solution

capable of managing expenses for multiple sites including the UK, Germany, Singapore, Hong Kong, Australia and New Zealand.

A strategic move

from their old system, which faced issues such as poor support and high costs, to a more efficient, cost-effective and user-friendly solution.

Capture Expense enhances the efficiency of expense processing across B&H Worldwide’s global operations.

B&H Worldwide was established in the UK in 1988 and has grown into a multi-national organisation and market leader in the highly specialist aerospace logistics industry. 

They operate across the globe with around 200 employees in locations including UK, USA, Singapore, Europe and Australia. They typically process around 35 expense claims per month across the group. 

Capture Expense’s automated receipt tracking system has revolutionised our approach to managing expenses. The seamless and efficient handling of a substantial number of receipts and documents has significantly reduced the administrative burden on our team.

– Group Financial Controller

The challenge

  • Manual receipt tracking: Managing a high volume of receipts and documents while dealing with the inefficiencies of manual submission and processing. 
  • Complex VAT compliance: Navigating VAT compliance with the need for pre-built records, adaptability to international standards, and accommodation for specific partial recovery scenarios. 
  • Open banking limitations: Managing direct connections with multiple banks in multiples counties using SFTP.
  • Multi-currency management: Dealing with the complexities of managing expenses in multiple currencies, requiring accurate exchange rate calculations and flexibility for users during overseas travel. 
  • Mult-level approval: Managing a complex approval process for expense reports, with varying levels, based on users, cost centres, and claim values, leading to potential delays and lack of transparency. 
  • Manual integrations: Integrating expense data seamlessly with existing systems, specifically Microsoft GP and Cargowise, without manual data entry and the risk of errors. 
expense reimbursements, reimbursed expenses

The solution

  • Smart OCR scanning: The implementation of AI-powered OCR ensures real-time processing, automatically creating claims or attaching receipts directly to credit card transactions, significantly reducing manual effort and improving efficiency. 
  • Fully VAT compliant: Capture Expense provides pre-built VAT records within the software, encompassing full standard UK, EU, or specific rates. 
  • Streamlined credit card expense process: Capture Expense leverages Open Banking for a secure and standardised real-time credit card transaction feed from HSBC. For countries without Open Banking, the provision of a credit card statement import feature, accepting CSV files, ensures seamless integration.  
  • Multi-currency support: Capture Expense provides robust support for multi-currency functionality, offering access to over 150 different exchange rates. Users can easily raise expenses in their own currency or based on overseas travel, with the system automatically calculating the home value in real time using the correct exchange rate from the date of the claim. 
  • Customisable approval system: Capture Expense offers a flexible multi-level approval system. Reports can have any number of approval stages, based on user or cost centre criteria, and the value of the claim can determine the appropriate approver and the number of stages required.  
  • Seamless integrations: Capture Expense effectively integrates with over 50 back-office systems. The support for Microsoft GP and Cargowise includes an export service that generates specifically formatted CSV files.  

The benefits

  • Experience a modern software design that prioritises ease of use, requiring minimal training. 
  • Embrace a fully digital, paperless system with advanced receipt management. 
  • Leverage advanced OCR technology to minimise manual entry, enhance automation, and elevate system intelligence. 
  • Automatically enforce company policies and rules reducing instances of out-of-policy claims. 
  • Gain access to extensive reporting capabilities and unlimited analytical depth through the use of tags.

The results

Book a demo

Complete spend and policy control 

Capture Expense provides robust spend and policy control, allowing the application of rules and limits to expense categories, individual claimants, or groups of claimants. 

Accessible anywhere, anytime

The ability to access the system on both mobile and desktop ensures unparalleled flexibility, enhances their responsiveness, and overall ease of use.

Streamlined VAT calculation process

Capture Expense offers automatic VAT calculations with support for both domestic and EU rates. This feature ensures accurate and efficient handling of Value Added Tax. 

Mar 21 2024
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AlertSystems Case Study

By Case Study

From Paperwork Piles to Digital Ease:

AlertSystems’ Success Story with Capture Expense

From 6 weeks to 6 seconds

speeding up expense processing for rapid reimbursement and greater efficiency.

A mobile-first approach

ensuring that users can access the system seamlessly from any location, at any time.

The client

As one of the UK’s leading providers of security systems to businesses, the AlertSystems group, comprises of AlertSystems, Alert Monitoring and Alert Data. The companies are all committed to providing excellent service and products, such as their latest CCTV development, SEiNG.cloud, to organisations seeking high-quality business security solutions.

Before implementing an expense management system, AlertSystems’ process was entirely manual, which meant they were spending countless hours and resource on collecting and filing paper receipts.

AlertSystems initially decided to trial another expense management provider; this however raised a number of issues which only Capture Expense had an answer for.

I am really impressed with the Capture Expense product and service. We had additional requirements which they were happy to scope and develop the platform to meet our needs. Their customer service is great and they always resolve any problems or queries that arise. Capture Expense truly puts their customers first and I couldn’t be happier with their service!

– Group IT Manager

The challenge

  • Their expense process was entirely paper-based, resulting in employees saving and mailing receipts.
  • They required a system that works across web browsers and devices, ensuring accessibility for all employees.
  • Over 60% of employees who claim expenses work remotely and required a mobile solution that ran alongside the desktop version.
  • Managing both out-of-pocket expenses and expenses incurred through corporate credit cards.
  • They required a solution that could seamlessly integrate with Sage 50.

The solution

  • Capture Expense streamlines the submission and approval of both card and cash expenses in one integrated system.
  • The platform offers identical functionality on both mobile and desktop, enabling access across various browsers and devices.
  • Designed for minimal training and ease of setup, Capture Expense ensures that users can quickly adapt to the new system.
  • The platform provides an automated transactions feed with their bank.
  • Capture Expense facilitated a seamless integration with Sage 50 through Zynk.

The benefits

  • 100% Paperless: Capture Expense helped AlertSystems go fully paperless, eliminating the need for physical receipts and paperwork.
  • Advanced OCR: The system’s OCR technology reduces manual data entry by automatically extracting and categorising receipt information.
  • Automated Policy Enforcement: Capture Expense automates policy checks, reducing out-of-policy claims, ensuring compliance, and minimising manual checks.
  • Multi-Stage Workflow Approval: Capture Expense’s workflow mirrors AlertSystems’ group structure, guaranteeing expenses are approved by the right personnel at each stage.

The results

Book a demo

Faster expense submission

Capture Expense has significantly reduced the time it takes for employees to submit their expenses. Previously, it took six weeks, but now, most people submit expenses daily or weekly, leading to quicker reimbursement.

Mobile accessibility

Employees appreciate the ability to use Capture Expense on their phones. This eliminates the need to carry laptops for expense submission and allows for convenient on-the-go expense reporting.

Cost savings

Capture Expense’s streamlined process for expense submission, approval, and integration has reduced the administrative workload, leading to significant cost savings by optimising resource allocation and reducing the need for manual data entry and reconciliation.

Customer service

Capture Expense takes great pride in its customer service. With a team of dedicated professionals, they ensure that every customer’s needs are met promptly and effectively.

Empowering your organisation,
one expense at a time.

Experience the power of our all-in-one platform and say farewell to spreadsheets! Save valuable time and money with effortless automation for reimbursements, vehicle mileage, and credit card reconciliation.

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Resources

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Contact Details

+44 (0) 191 478 7000

sales@captureexpense.com

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