Fund-based expense tracking and budget allocation for education
Streamline and digitalise your expenses while maintaining complete compliance with your grant and funding requirements. Packed with simple yet sophisticated features that enforce expense policies, automatically track expenses by grant and project, and cut your costs.
Intelligent education organisations taking total control of spend
Designed to meet the strict expense compliance in education
Budget constraints, complex spend allocation to funding sources, manual processes, lack of audit trails and insightful reporting, diverse expense types. There’s a lot to education expense management, and keeping your spend fully compliant is no easy task.
That’s why Capture Expense is designed with education in mind, offering customisable tools that guarantee compliance with strict budget rules across diverse funding sources. It’s easy to use, versatile, and adaptable to your specific needs—ensuring every penny is allocated where it needs to be.
Stay fully compliant
We understand educations restrictions in spending caused by various funding types. That’s why Capture Expense allows precise budget allocation to track spend across different funding sources and projects for total compliance.
Track spend in real-time
Understand your spend as it happens with Capture Expense’s real-time tracking. You’ll always know what’s coming out of which budget at any point in time, so you can keep on top of your expenses and make more informed decisions.
Flexible, transparent pricing
We’ll always offer clear, upfront costs that align with your requirements—with various options for active users, fixed and multi-year contracts—so you don’t have to worry about hitting tight budget constraints that education face.
In-depth, modern functionality
Capture Expense is packed with a depth of features that meet education’s unique needs. With everything you need in a simple app, you can handle your wide range of diverse expense types and access in-depth insights without the need for advanced skills.
BROCHURE
Everything you need to know about Capture Expense for education
No one likes expenses. But you’ll love Capture Expense. Find out more about the simple yet sophisticated functionality designed for your industry’s challenges in our education brochure.
Automate compliance with intelligent budget allocation
With Capture Expense, you can easily track and allocate expenses to the right grants or projects, ensuring full compliance with education funding rules. You’ll automate compliance checks, maintain a complete audit trail of every transaction, and get instant, clear reports—no spreadsheets needed.
Reduce education expenses by up to 44% with customisable controls
Reduce spending by keeping your expenses within budget and your team accountable. You’ll host your expense policies directly in the app, giving staff instant access to ensure compliant spending. Automated policy enforcement makes sure every claim aligns with your funding rules, while individual spend allowances keep departments in check.
Plus, out-of-policy alerts will notify you when limits are exceeded, helping prevent overspending and ensuring compliance with grant and funding guidelines.
“Capture Expense has delivered a great system with the fundamentals being at hand, which is also bespoke to us, so the system and development is more flexible than your average provider – James himself was great at developing the product and showing how to use it.”
– Financial Controller
All the functionality you need to streamline education expenses
Capture Expense offers everything you need to modernise your institution’s expenses. Everything is customisable, including multi-level approval workflows tailored to educational guidelines for faster, compliant approvals.
And with the user-friendly mobile app, faculty and staff can scan receipts on the go, while AI handles the rest to make your reimbursements quick, easy, accurate, and compliant.
Seamlessly sync your expenses with finance and payroll
With Capture Expense, you can integrate seamlessly with over 50 back-office systems, ensuring precise record-keeping with automated pre-accounting.
Our full integration with Cintra’s education payroll solutions means you can streamline processes and make the most of education-specific functionality. You’ll connect finance, payroll, corporate cards, and HR systems, eliminating double-data entry and providing a complete audit trail of all transactions.
From excel to excellence for DoNESC
Diocese of Norwich Education Services partnered with Capture Expense to support their 340 spenders across 41 different academies. Struggling with lack of controls over their 80+ monthly expense claims that was impacting their financial reporting and audits, Capture Expense stepped in to fully digitalise the process.
Expense features that education love
Receipt scanning
Our powerful expense management software enables your teams to instantly scan receipts on-the-go, powered by intelligent OCR which extracts receipt data directly into expense claims—without having to type a thing.
Spend controls
Automatically enforce your expense policies at the point of claim with customisable spending limits, multi-stage approval workflows, and out-of-policy alerts that stop your teams from overspending.
Mobile app
Submit, review, and approve spend on the go with the business expense app built for busy, moving teams. Get all the features from your mobile devices that you need to manage expenses on-the-go.
Reporting & analytics
Gain instant access to real-time spend reporting for your expenses, bills, and credit card transactions. Your automated expense reporting means you’ll have every insight you need, whenever you need it.
Card reconciliation
Connect your teams corporate credit cards for real-time transactions feed and automatic reconciliation with invoices and receipts—bringing all your corporate spend under one roof.
