Greenwoods put an end to manual expense forms:
How Capture Expense turned 20-minute Excel spreadsheets into instant expense reports
3+ hours saved a week
for the finance team, who no longer have to input expenses manually.
35% increase in VAT recovery
leading to significant financial returns, whilst staying fully compliant.
Capture Expense streamlines Greenwoods’ complex expense management process
Greenwoods Legal LLP are a law firm dedicated to being a true legal partner by offering personalised, high-standard services and leveraging deep business connections to help clients grow and succeed
Greenwoods have only recently implemented Capture Expense but have already saved £5,250 and 36 hours on expense processing.
Greenwoods currently have over 30 active users, 20 of whom travel internationally.
Capture Expense has truly transformed our expense management, making our workflow more efficient and freeing up valuable time. We’re thrilled with the results and grateful for the difference it’s made in our firm.
– Finance Director
The challenge
- Lack of adequate approval system: the approval process was problematic, as expenses were often approved without proper scrutiny, and there were no restrictions to prevent duplicate claims.
- Integration difficulties: Greenwoods needed an expense management solution that could integrate seamlessly with their existing accountancy package, SOS.
- Managing international travel: handling international expenses for 20 active users to destinations like the US, Vietnam, Thailand, Australia, and Dubai.
- Dealing with missing receipts: missing receipts were a frequent issue, and there was a need for a reliable method to save digital records.
- Lack of accurate expense tracking: Greenwoods required a detailed and accurate tracking system for various types of expenses such as travel and subsistence.
- Credit card integration: the firm needed to integrate credit card transactions (using Barclaycards) into their expense management system.
The solution
- Easy-to-use approval system: Capture Expense provides a streamlined and user-friendly approval system, ensuring thorough review and preventing duplicate claims.
- Seamless integrations: Capture Expense integrates with over 50 back-office systems, including SOS, allowing for smooth and efficient data synchronisation.
- A global solution: Capture Expense supports all currencies within the app, simplifying expense tracking and reporting for international travel.
- Scan and save receipts in seconds: Capture Expense allows for easy digital receipt capture and storage, ensuring all receipts are securely saved and readily accessible.
- Automated expense reporting: Capture Expense offers comprehensive tracking features, providing detailed insights and reports for all expenses.
- Seamless Barclaycard transaction management: by using Open Banking to enable automatic corporate card reconciliation.
The results
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.
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.
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