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Credit Card Reconciliation Software

Credit card reconciliation without the month-end chase

Credit card reconciliation software that does the matching for you. Transactions come in, receipts get paired, and spend lands in your ledger with VAT already coded. Anything missing is chased before month-end, so you don’t have to.

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Trusted by finance teams at

  • Crimson
  • 4.9/5

Card lines arrive by daily feed instead of re-keying

Daily feeds come direct from Amex, Visa and Mastercard commercial programmes, Pliant card transactions arrive instantly, and Open Banking covers other accounts.

Receipts land on the right line automatically

A receipt sent from a phone or chat finds its card line by merchant, amount and date.

Receipt, VAT and approval kept on every card line

Card spend posts with VAT, nominal codes and the receipt attached.

Card feeds

Card transactions arrive by feed from your card programmes

Direct network feeds bring complete merchant and currency data and far fewer missing transactions than Open Banking alone. Setting up a direct feed with your card provider usually takes two to six weeks.

  • Amex consolidator feed, and Visa and Mastercard commercial feeds, updated daily
  • Pliant card transactions, which arrive instantly
  • Open Banking where a direct feed isn’t available, updated every four to six hours
  • CSV card transaction files imported where there’s no feed
  • The whole card programme in one view, with each card mapped to a cardholder

Auto-matching

Receipts matched to card lines by merchant, amount and date

Credit card reconciliation means matching every card transaction to its receipt and VAT evidence before it reaches the ledger, and Capture Expense does that for every line.

  • Automatic matching with a simple confirm step for the cardholder
  • Unmatched lines are listed with the cardholder’s name, so chasing goes to one person instead of the whole team
  • Cardholders flag personal spend, and finance deducts it from a reimbursement or records it for recovery
  • Shared cards handled with enter-on-behalf and forwarding addresses
  • Duplicates flagged where the same receipt is claimed twice or a card purchase is also claimed as cash
Card transactions
  • Stationery Ryman £29.17
  • Travel Trainline £78.83
  • Restaurant Vending Machine £1.00
  • Groceries Tesco £6.00
  • Restaurant Northern Rye £14.60
Matched receipt

Tue 11 Oct 2024

VAT invoice

Lunch platter x3£300.00
VAT£0.00
Total GBP£300.00

Invoice INV-1964.pdf

Posting
  1. Imported
  2. Matched
  3. Coded
  4. Posted

VAT evidence

VAT reclaimed only where the card line has evidence

A card statement proves you paid but not what for, so HMRC won’t allow an input VAT reclaim on the statement line alone.

  • AI suggests the category and VAT treatment, and merchant mappings are remembered
  • Alerts can insist on a VAT receipt, a purpose or attendees where policy requires them
  • Multiple VAT schemes per entity are supported
  • Lines with no valid VAT evidence are coded as non-reclaimable rather than defaulted to standard rate
  • Client entertainment and other categories where HMRC blocks VAT recovery are coded as non-reclaimable when the receipt is captured

Building the case for automated credit card reconciliation?

We’re so much more than that. 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.

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Cardholder submission

Cardholders attach receipts from their phone or chat

Card lines are already waiting in the cardholder’s queue, so they attach a receipt from the app, chat, or email instead of creating a claim.

  • Receipts sent from the mobile app, chat or email
  • Push and chat reminders for transactions still missing a receipt
  • Chat submission through User Copilot on WhatsApp, Teams, or Slack
WhatsApp

2 Knives Bar and Kitchen

Newcastle upon Tyne

Jimmy Buffet£8.95
Parm and Truffle£4.10
Classic Burger£8.95
House Fries£3.30
Full Circle Repeater Pint x4£22.80
Amount due£48.10

Capture Expense

Thanks Jonny! Your expense on Fri, 24th Apr for 2 Knives Bar And Kitchen 48.10 GBP has been saved for your corporate card. If this should be a reimbursement instead, just click below. Reimbursement
Message
Draft expenses
  • 2 Knives Bar and Kitchen £48.10
  • Tesco £12.40
  • Amazon £31.99
Type
Incidental expense
Category
Meals and drinks
VAT
£8.01
Amount
£48.10
Submit Edit Split Notes

Ledger posting

Card spend posted as a purchase ledger invoice per scheme

Approved card expenses consolidate into purchase ledger invoices against a supplier for each card scheme or entity, so the statement reconciles cleanly.

  • One purchase ledger invoice per statement cycle, per card scheme
  • Nominal code, VAT and dimensions on every line, with the receipt attached
  • Re-export, revert and retry from the export history
  • Policy alerts apply the same spend limits, VAT and category rules as out-of-pocket claims
Export
Export History Invoicing
  • NameTotal
  • BACS11/12/2024, James Rowell 36,506.61 GBP
  • PDF Report29/08/2024, James Rowell 2.00 GBP
  • PDF Report11/07/2024, James Rowell 600.00 GBP
1 selected £36,506.61 Export Again Revert Export
Connected
  • X

    Xero

    Accounting

    Connected
  • C

    Cintra

    Payroll

    Connected
  • Ax

    Amex

    Card feed

    Connected
  • T

    Microsoft Teams

    Messaging

    Connected
“Before implementing Capture Expense, we had an intern managing receipts, taking an entire week’s worth of work at the end of every month. It took us 3 years to find the right platform, and we couldn’t be happier with the savings from Capture Expense.”
Natalie Moreton, Finance Director, Crimson

  • 98%

    of time saved on processing expenses

  • £12,250

    saved annually on expense management

Crimson

Set up card reconciliation in 3 steps

  1. Step 1

    Connect your card programmes.

    Contact your card provider to set up the direct issuer feed, or connect through Open Banking or import CSV files.

  2. Step 2

    Map cards to cardholders.

    Assign each card to a person, with a supplier reference for posting, and set the approval route.

  3. Step 3

    Map your posting.

    Choose the supplier, nominal codes and VAT codes each card scheme posts to, then run the first statement cycle.

Finance teams that no longer reconcile cards by hand

Card feeds in and ledger postings out

Card spend posts through native connectors, a REST API, SFTP and a large export library.

  • Xero
  • Sage
  • QuickBooks

Integrates with 50+ systems. Don’t see yours?

See all integrations

Credit card reconciliation FAQs

How long does it take to set up?
Capture Expense can be ready for use in days. A rollout of four to six weeks is typical for most organisations, with a named lead to support the testing and onboarding process. Connecting your card programmes is part of it, alongside the accounting integration and SSO. A direct feed from your card provider usually takes two to six weeks to set up.

How much does credit card reconciliation software cost?
Capture Expense is priced per active user, meaning anyone who adds a receipt or creates or submits an expense or card transaction in a month. Approving alone doesn’t count, and prices exclude VAT. Talk to the sales team for a quote for your organisation.

How is card and transaction data kept secure?
Capture Expense supports Microsoft Entra ID single sign-on (SSO) and multi-factor authentication (MFA) from the Business plan.

What is credit card reconciliation software?
It matches every card transaction to its receipt and VAT evidence before the spend reaches your ledger. In Capture Expense, transactions arrive by card feed, receipts are matched by merchant, amount and date, and cardholders confirm the match, so nobody re-keys statement lines into a spreadsheet.

Do we have to switch card provider?
No. Capture Expense imports transactions from the corporate cards you already use through issuer feeds for Amex, Visa and Mastercard, Open Banking or CSV files. Issuing new Visa cards through Pliant is an option, not a requirement.

What happens if a receipt is missing?
The line shows as receipt needed, and the cardholder gets push and chat reminders until they attach one. Finance sees every unreceipted line across the programme in one view.

What about personal spend or duplicate claims?
Cardholders can flag a transaction as personal, and finance can deduct it from a reimbursement or record it for recovery. Duplicates are flagged where the same receipt is claimed twice or a card purchase is also claimed as cash.

How does card spend reach the accounting system?
Approved card transactions consolidate into purchase ledger invoices against a supplier for each card scheme or entity, with VAT, nominal codes and receipts attached. Native connectors and export formats cover Xero, Sage and 50+ other systems.

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More ways Capture Expense can help

Take the guesswork out of card spend

See how every transaction finds its receipt, in a tour or a demo.

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