Expense management
Expense management that employees actually use
Snap a receipt, send it on WhatsApp, forward an email or let a card feed do the work. Capture Expense turns it into a coded, policy-checked claim, ready for approval and posting.
The most ways to get a receipt in
Mobile app, WhatsApp, Teams, Slack, a personal forwarding email address, drag and drop on the web, or a corporate card feed.
Read, coded and checked automatically
Best-in-class OCR extracts every field. AI suggests the category and VAT code, and policy alerts flag anything that needs attention.
Reimbursed the way finance wants
Approved claims post to your ledger as purchase invoices, or go through payroll and BACS, with a full audit trail either way.
Capture
Receipts in, structured data out
Document intelligence reads merchant, date, amount, VAT and line items from photos, PDFs and multi-page hotel bills, in 30 languages. Users see the extracted data immediately and only correct what is wrong, which is rarely much.
- Real-time OCR on mobile, web and chat
- Multi-page documents such as hotel invoices and supplier bills
- Split a bill across categories or people, add attendees and notes
- Favourites for recurring expenses and journeys
Categories and VAT
The right category and VAT code, first time
AI-powered category matching assigns the accounting category as receipts and card transactions arrive, and keeps existing merchant mappings for consistency. VAT defaults come from the category, with no-receipt rules and multiple VAT schemes per entity, so the ledger is right before finance looks at it.
- Sparkle icon shows when a category was assigned automatically
- Users can override, and the system remembers merchant mappings
- Country-based VAT and GST rules, and VAT alerts on risky lines
Chat
Submit from the apps people already use
The User Copilot turns WhatsApp, Microsoft Teams and Slack into an expense inbox. Send a photo and the claim is created; say where you drove and the mileage is calculated; ask what is outstanding and get an answer. Real-time notifications tell approvers what needs them.
- Receipts, mileage, questions and approvals by chat
- Structured replies for payment method and missing details
- Administrators can disable a channel instantly if a device is lost
2 Knives Bar and Kitchen
Newcastle upon Tyne
Capture Expense
- Fri 24 Apr 2 Knives Bar and Kitchen £48.10
- Thu 23 Apr Tesco £12.40
- Tue 21 Apr Amazon £31.99
- Type
- Incidental expense
- Category
- Meals and drinks
- VAT
- £8.01
- Amount
- £48.10
Reimbursement
From approval to bank account without rekeying
Approved claims flow into the finance system as purchase ledger invoices against each employee's supplier record, or into payroll for the next run. BACS Standard 18 files and Open Banking payments are available, and every payment is tracked so nothing is paid twice.
- Purchase ledger posting to Xero, QuickBooks, Business Central, NetSuite, Sage and more
- Payroll reimbursement through Cintra, Zellis and iTrent
- Cash advances and daily allowances with running balances
- ClaimantLast paymentPaidUnpaid
- James Rowell - 0.00 GBP 38.00 GBP
- Sarah Hall - 0.00 GBP 6.60 GBP
-
C
Cintra Payroll and HR
API connectorPay approved expenses through payroll and keep people, departments and cost centres in sync
-
Z
Zellis Payroll and HR
Export format
-
iT
MHR iTrent
Export format
-
Cz
Cezanne HR
Export format
Book a demo
See expense management on your own process in 30 minutes
Bring a couple of real claims and your finance system. We will show you how each one flows from receipt to ledger.
Rated 4.9 out of 5 on Capterra No credit card for the trial Reply within one working day
In detail
Everything in expense management
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Receipt scanning
Real-time OCR with raw receipt data stored for audit.
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Receipt inbox and email forwarding
A personal address that turns forwarded receipts into expenses, ideal for shared cards and travel bookings.
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Split bills
Allocate one receipt across categories, projects or attendees.
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Enter on behalf
Assistants and cardholders can add receipts and expenses for others.
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Favourites
Recurring expenses and journeys saved for one-tap reuse.
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Declarations
Employees confirm policy statements before submitting.
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Advances and allowances
Cash and petty cash advances, daily allowances and per diems with running balances.
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Multi-currency
Historical and fixed FX rates, 100 plus currencies, entity base currencies.
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Multi-language
The app, the copilots and OCR work in your people's languages.
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Reminders and bundled notifications
Hourly, daily, weekly or monthly digests that people actually read.
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Duplicate management
Duplicate receipts and expenses spotted at user and organisation level, with auto-merge.
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Full mobile parity
Everything on the web is in the iOS and Android apps, including approvals and admin.
Trusted by finance teams across the UK and Ireland
Questions
Frequently asked questions
Can't find what you're looking for? Talk to us and we'll answer within a working day.
Can employees submit expenses without the app?
How accurate is the receipt reading?
How are reimbursements paid?
Can we handle cash advances and per diems?
Works with
Related parts of the platform
Corporate cards
Import transactions from the cards you already use, match receipts automatically, post to the ledger with the right VAT.
Learn moreTrips and mileage
Pre-approve travel, set subsistence rates by destination and duration, and calculate mileage with commute deducted.
Learn moreSmart Audit
AI checks every claim against policy, VAT rules and history, then approves, rejects or escalates with the reasons attached.
Learn moreFrom the blog
Further reading
- How Does Expense Management Software Work? The Full Claim Lifecycle So, how does expense management software work? We cover the full claim lifecycle from capture to approval routing and card reconciliation. Insights · Aug 2026
- AI Expense Management: What It Does, Where It Fails, and What UK Law Requires What AI does in expense management beyond reading receipts, where it gets VAT wrong, what HMRC requires of the record. Insights · Aug 2026
- Expense Management for Global Businesses: Challenges vs. Efficiency Automated expense approvals, budget management software, credit card reconciliation, digital claims, and expense approvals in our blog. Insights · Jan 2024
- Top 5 Expense Management Tools Every Business Needs The top expense management tools every business needs from tracking, mileage , receipt scanners, corporate cards, and analytics. Insights · Oct 2023
Give your people an expense system they will actually use
See receipts, claims and reimbursements handled end to end in a 30 minute demo.
Rated 4.9 out of 5 on Capterra No credit card for the trial Reply within one working day