CASE STUDY
From 1 day to 1 hour: How Source EV got expense processing under control
By replacing repetitive, outdated
processes
with one
that works as fast as their business does
.
Powering a connected future with expense management across the UK and Ireland
At Source EV, initiatives like this reflect one of their core values: ** People First ** . Whether it’s supporting their colleagues with better tools, working closely with trusted suppliers, or ultimately delivering a better experience for customers using their ultra-rapid EV charging hubs, they believe great outcomes start with empowering people. By removing friction from everyday processes, their teams can focus on what matters most—building the ** safest, most reliable and accessible EV charging network across the UK and Ireland ** .
Learn more about how Source is accelerating the transition to electric transport at https://source-ev.com
Before implementing Capture Expense, employees were relying on an outdated system that was no longer fit for purpose, not well suited to a company building infrastructure for the future. HR & Finance Business Partner, Lauren Miles needed something that could handle the pace—and that the team would find easy to use. Capture Expense delivered both.
“
Capture
Expense
has had
such
a meaningful impact on how we
manage expenses
—it’s basically cut everything in half. The chasing, the checking, the back-and-forth, it just
isn’t
there anymore. Approvals run on their own, the mobile app means people can
submit
on the go, and the whole thing just fits around the way we
operate
. It allows us a lot more time for other things.
”
**
– Lauren Miles,
HR & Finance Business Partner
**
The challenge
-
An outdated expense process: Their previous system was repetitive and lacked variety—employees had to wait until they were at a computer to submit anything, which didn’t work for a team that’s largely out in the field.
-
Everything tracked manually: The finance team relied on spreadsheets to stay on top of claims, which meant reviewing, chasing, and correcting submissions took up far more time than it should have.
-
Reporting across multiple sources: Getting a clear picture of company spending meant pulling data from several places, making it harder to spot trends, manage budgets, or make quick decisions.
-
Mileage was—and still is—complicated: With a fleet of EVs and employees in both the UK and Ireland, mileage claims could involve multiple rates on a single journey (public charging, home charging, enhanced mileage).
The solution
-
A mobile app that works wherever the team does: Because most of Source EV’s employees aren’t office-based, the ability to snap a receipt and submit a claim on the go has made a real difference to how quickly expenses get processed.
-
Automated approval workflows: Line managers now get instant notifications when a claim comes in, and the finance team can see exactly where each submission is in the process—no more chasing, no more spreadsheet ticking.
-
Real-time reporting at the click of a button: Lauren can now pull accurate expense reports instantly, giving the whole team a clear, up-to-date view of spending without digging through historical data.
-
Mileage built to work for both UK and Ireland: Capture handles multiple mileage rates in a single claim—across both UK and Irish advisory rates—so they don’t have to worry about updating rates or correcting submissions every time something changes.
The benefits
-
The team just gets it: Lauren hasn’t had to send a guide or walk anyone through the platform since they went live. New starters log in and figure it out on their own—which, in a busy HR and finance function, is exactly what you want.
-
Approval reminders run themselves: Every Tuesday afternoon, automated reminders go out to anyone with outstanding claims—so by the time Lauren extracts expenses on Wednesday, everything’s ready to pay on Friday. The chasing takes care of itself.
-
Finance has time for more important work: With automated approvals, real-time tracking, and a submission process that requires almost no input from Lauren’s side, the time that used to go on admin is now free for everything else.
-
A clean, personalised setup: Source EV have configured Capture to match the way their business works—custom categories, tailored approval flows, and a structure that makes sense for their team rather than a generic out-of-the-box setup.
The results
**84+ hours saved per year **
Automated approvals, real-time tracking, and a simple submission process means the finance team are no longer chasing receipts, correcting claims, or working through spreadsheets.
From 1 day to 1 hour
Expense processing that used to take the better part of a day now takes around an hour—freeing Lauren and the team up to focus on things that move the business forward.
3x faster approvals
With clear approval rules and automated workflows, expenses are reviewed and signed off without the back-and-forth. Employees don’t have to chase managers, and the finance team aren’t stuck manually checking every submission.
“I use Capture every week, but it hardly needs any attention—and
that’s
a great sign.
I’ve
never had a complaint or issue. People pick it up straight away, and honestly, in my job, no news truly is good news.”
**
– Lauren Miles,
HR & Finance Business Partner
**
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.
