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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: Capterra, Software Advice, and GetApp.  

Gartner Digital Markets bases these awards on independent reviews that highlight top-rated tools and help buyers find the software users trust most.  And people don’t just trust Capture Expense; they love us. 

Here’s what some of our users have to say about their experience with us: 

 

Expense Report, Spend Management, Time and Expense 

“How user friendly it is, very sharp and clear screens. We have received feedback from users, all of them positive which is unheard of.”

by Yaima B. [Capterra]

 

Expense Report, Small Business Accounting, Accounting Software for Consultants, Enterprise Accounting, Spend Management, Time and Expense

“A very easy process from start to finish. Would highly recommend to the other businesses. Very friendly and helpful customer service.”

by Eleanor S. [Software Advice]

 

Time and Expense

“We highly recommend Capture Expense for any company still currently managing expenses manually. Whether start-ups or corporates, you will only discover what you are missing out on once you try it. Our overall experience was top notch, from discovering the solution to onboarding the team and integrating with our ERP.”

by Jean Z. [Capterra]

 

Why choose Capture Expense? 

No one likes juggling expenses and processing every single report, so we designed our tools to manage complexity without the manual headache. 

Capture Expense is built to simplify and streamline your expense management. Rated 4.9/5 across Gartner Digital Markets platforms, users count on us for everything from vehicle mileage and corporate card reconciliation to reimbursement and travel management. 

With features like receipt capture, policy reminders, and real-time reporting, we make expense management straightforward. Our mobile-first system automates the everyday, reducing time spent on repetitive tasks and admin by 60%! 

Capture Expense works around your team’s daily tasks, integrating with tools like Whatsapp, Teams, and Slack to make expenses accessible on-the-go so no purchase is forgotten. Thanks to Smart Audit, claims are reviewed, accessed against custom rules and policies, and escalated so you only have necessary admin. 

We make sure every penny is within your policy, helping to reduce overspending by 44% so you stick to your budget and have total transparency.  

It’s not just an easy-to-use platform, it’s a platform your teams want to use. 

Book a demo to find out how Capture Expense can streamline your expense management. 

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.

Download now

In General

Meet Smart Audit: AI for Faster, Smoother Expense Approvals

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

By embedding the latest in technology at the core of our approval workflows, you can now create your own intelligent auditor that eliminates delays, bottlenecks, and approval headaches. 

But why? For years, approval workflows haven’t been much more than a digital convenience. While they replaced emails and paper trails, they didn’t solve the real issues; they still rely on multiple layers of review, and too much still depends on human intervention. Smart Audit fixes that. 

What does Smart Audit do? 

Smart Audit is designed to review, assess, and make decisions on expense claims—all without human input (unless necessary!). 

Here’s how it works: 

  • When an employee submits an expense, your AI auditor reviews the full context of each expense against your policies and rules. 
  • It applies those predefined rules (think ‘auto-approve expenses under £5’ or ‘auto-reject alcohol claims’—it’s completely up to you and your admins) to determine whether an expense should be: 
  • Automatically approved 
  • Rejected with feedback 
  • Escalated for manual review 
  • The decision process is intelligent and dynamic, powered by a model that “learns” with every step it takes, rather than blindly following static logic. 

What challenges does Smart Audit solve? 

Most expense management systems mirror manual processes, but just take them online. The same line managers who struggled to find time (or motivation) to review claims are now simply clicking “approve” on a screen. That ultimately leads to: 

  • Expense claims sitting waiting for a response. 
  • Approvals varying widely based on who reviews them. 
  • Month-end finance reviews are rushed and overwhelmed. 
  • Line managers avoid rejections to maintain team harmony, even when claims don’t stack up. 

Smart Audit tackles these head-on by removing the weak links in approval chains. It provides fast, consistent, rules-based decisions—freeing up time and reducing errors across the board. 

What’s so great about Smart Audit? 

  • Built-in intelligence: It doesn’t just follow rules—it reasons, checking previous steps and context to make the next best decision. 
  • Customisable agents: Set different rules for departments, roles, or even locations. Expenses from London sales might follow different standards from Newcastle marketing, and that’s okay—Smart Audit handles both. 
  • Drastically reduced workload: Finance teams get clean, pre-checked data. Line managers no longer need to approve routine claims. Everyone wins time back. 
  • Fully integrated: If Smart Audit ever flags something for manual review, it flows straight into your existing approval workflows for human intervention. 

Let’s change how you manage expense approvals 

Smart Audit is live and already transforming how teams manage approvals. It’s fast, fair, intelligent, and adaptable—everything traditional workflows aren’t. 

If you’re already using Capture Expense, Smart Audit is available today. If you’re not, there’s never been a better time to switch. We’re shipping new AI features faster than ever, and we’d love for you to join us. 

Want to see Smart Audit in action? Let’s book a demo! 

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.

Download now

In General

Trips: Capture Expense’s New Travel Management Functionality

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

From managing mileage to setting time-based allowances, Trips is built for finance teams that want to guarantee policy compliance, instantly access in-depth reports, and customise the way their teams spend across journey types.  

Let’s look at what Trips can do! 

 

What does Trips do?

Trips improves how you manage employee travel expenses by setting time-based spend limits across multiple categories for each trip you create. And as you’re creating these limits on a per-trip basis, you’ll see greater compliance with your internal policies and have greater control and visibility of spend. 

We’ve broken trips down into four key features that tackle the most common problems you face when managing travel costs: 

Subsistence rates 

Trips allows you to set subsistence and travel allowances that align with the trip duration and destination, so expenses are accurately capped according to your company policy. 

Mileage

Easily track and manage mileage by recording travel distance, duration, and any specific journey notes for each trip. It also allows your travellers to map routes with waypoints and stops, optimising each trip while automatically calculating mileage for distance-based expense reporting. 

Time-based spending limits

With time-based spend limits, Trips gives you way more flexibility than managing a daily or monthly budget. You can apply these limits across various categories, guaranteeing that spending remains in line with policy throughout each trip. 

Policy compliance 

Trips enforces your spend policies automatically, so all travel stays within designated limits and reduces the risk of unauthorised expenses. With real-time compliance alerts, any spending outside set limits is flagged immediately. 

 

How Trips supports Enhanced Reporting Requirements (ERR) in Ireland

Managing expenses in Ireland? Great news – Trips guarantees that all travel-related expenses are compliant with Revenue guidelines. With automated tracking and organised reporting, you can confidently meet ERR standards without the manual work, with functionality supporting three key areas: 

  • Journey hours: In Trips, rates are based on the total duration of the work-related journey (e.g. less than 5 hours, between 5 to 10 hours, or more than 10 hours). 
  • Expense categories: Only certain categories qualify for subsistence rates, such as meals, accommodation, and specific transportation expenses. 
  • Revenue reporting: Detailed records can be generated for submission to Revenue, where all expense categories align with the predefined descriptions. 

 

 

What’s so great about Trips?

Trips brings all your team’s travel expenses into one easy-to-use space, so there’s no need for manual processes like spreadsheets and lengthy email chains. Plus, travel managers can approve and manage bookings, attach relevant documents like tickets, and access real-time insights—all while keeping expenses within budget and policy.  

Ultimately, Trips reduces admin work, improves your spend visibility, and gives you full control over your team’s travel spend without the high cost of complex travel management systems. 

 

Get started improving your travel management

Trips is available within the Capture Expense app, making it easy to implement right away. Simply log in, navigate to Trips, and begin setting your travel allowances, spending limits, and tracking preferences.  

If you’re new to Capture Expense, reach out to book a demo and start managing travel expenses with total control. 

In General

Capture Expense Launch AI-Powered Expense Category Matching

We know that Capture Expense already does a lot of the heavy lifting for you, particularly when it comes to automating your expense management processes. 

But what if there was a way to take it even further?

And there is, that’s why we’re thrilled to introduce AI-powered expense category matching. 

Your life before AI-powered matching

You had to manually assign accounting categories to each merchant during the reconciliation process.  

While this helped somewhat by automatically assigning categories to future receipts from the same merchant, it still required ongoing manual effort on your part (which eats away at us).

And with the vast array of merchants you might partner with, this step could become quite tedious, dare we say BORING!

But now… 

What you’ll be able to do with AI-powered matching

Our new AI-powered matching feature changes the game for your finance teams.  
 
Now, accounting categories are automatically assigned when receipts are uploaded or corporate card transactions are processed. This means less manual input and more accuracy! 
 
Our sophisticated AI will always make sure that both categories and VAT are correctly applied, and that your company policy rules are enforced.

Key benefits include

  • Automatic category assignment: no more manual mapping—save time and reduce errors. 
  • Consistency: if a merchant has been previously mapped, our system maintains that relationship. 
  • Instant feedback: a sparkle icon ✨ shows when a category is automatically assigned.

We’re moving towards full automation, and nobody can stop us

Experience the ease and efficiency that comes with automating your expense categories.  

Try our AI-powered expense category matching feature and see the difference for yourself. Your future self will thank you!

You have to see it to believe it

What are you wating for? It’s already up and running! Try this new feature now.

 

In 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. 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.

Read More

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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sales@captureexpense.com

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