Expense Policy Enforcement Software
Spend policy compliance that enforces itself
Automate expense policy enforcement at the point of claim with customisable spending limits, multi-stage approval workflows, and out-of-policy alerts that stop your teams from overspending.
Draft expenses
Alerts appear as the claim is built, so problems are fixed before anyone approves.
Trusted by finance teams at
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- Leighton
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- 4.9/5
Reduce your spend by up to 44%
Catch non-compliant claims before they're paid
Claims are checked against policy at submission, not after approval.
Set limits that match your teams’ reality
Spend limits and rules are configurable by category, role, and department.
Spot patterns in claims with AI
Repeat near-threshold claims get flagged too, not just the ones that break the limit outright
Real-time policy warnings
Does Capture Expense warn employees before they submit a non-compliant expense?
Every claim is checked against your policy the moment it's entered, and any policy breach triggers an on-screen warning before submission.
- Checks run at entry, not after approval.
- The warning names the specific rule that's been breached.
- The employee can correct, split, or justify the claim before it reaches an approver.
Spend limit amount
£15.00
If you are not staying overnight then your spend limit is £10. If staying overnight, you will have an increased spend limit of £25.
- Policy and spend limits for the category, person and trip
- VAT receipt present and the VAT amount reclaimable
- Duplicate, altered or AI-generated receipts
- History and context: weekends, old claims, mismatched amounts
AI-powered audit
How is AI used in expense policy enforcement?
Smart Audit runs the same checks on every claim, every time, the moment it's submitted, so your policy is enforced the same way whoever's reviewing.
- AI-assisted receipt checks that flag altered or AI-generated receipts before a claim gets approved.
- Pattern detection that surfaces repeat near-threshold claims for review, alongside the hard limit breaches.
- Context-aware decisions that weigh receipt data, VAT treatment, and the claimant's history together, not just the claim in isolation.
- Reasons attached automatically, so every flagged claim reaches an approver with the issue already named.
Spend limits
Can we set per-category spend limits?
Limits are configurable by category, and can be varied further by role, department, individual, cost centre, or the organisation as a whole.
- Limits can differ by role, department, or region and, for organisations working across borders, by country too, with rates and subsistence limits set to match.
- Configure limits down to an individual, not only a category or role.
- Alerts can be set as a warning or as a mandatory stop, and colour-coded by priority so approvers see what matters first.
Visit to Head Office for Training
Susi Sharples, 04 Aug 24 to 06 Aug 24
- Hotel Accommodation pre and post training course 300.00
- Staff Training Training Course Fee 100.00
- Meals & Drinks Subsistence 25.00
- Trains & Tubes Train ticket to and from Head Office 50.00
Total475.00 GBP
Ireland, civil service rates Active
| Up to hours | Rate |
|---|---|
| 5 to 10 hours | €19.25 |
| Over 10 hours | €46.17 |
| Overnight | €205.53 |
Departed 07:30, returned 19:10: 11 hours 40 minutes, over 10 hours band applied
Automatic flagging
Is every error flagged, with the rule attached?
Every claim is checked at submission, and any error (a spend limit, a missing receipt, a disallowed category, or a stale date) is flagged in the approver's queue.
- No manual monthly audit needed.
- Approvers see the breached rule directly in their queue.
- Review happens before payment, not after.
- Policies are hosted in-app, so people can check the rule before they claim.
Catching what shouldn't slip through
Does the expense policy enforcement software catch duplicate claims before they're paid?
Incoming claims are checked against existing submissions for matching receipt data, amount, date, and merchant, and both employee and approver are alerted on a match.
- Catches duplicated personal-card and company-card spend for the same purchase.
- Catches resubmission after an initial rejection without a withdrawal.
Alerts happen before the claim reaches payment.
Jonny Dowell
Claim 145
£199.39
11 February 2025
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Meeting
Mileage
Modified 6%450 miCO2 124 kg
£112.50
VAT £0.00
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M&S
Meals and drinks
Duplicate expenseIncomplete
£26.80
VAT £0.00
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2 Knives Bar and Kitchen
Meals and drinks
Approval 1 of 2Event to London, 191 mi
£48.10
VAT £8.01
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Tamworth Burger King
Missing category
IncompleteWeekend
£11.99
VAT £0.00
Rejected Duplicate expense
2 Knives Bar and Kitchen
Event and client meet, 307 mi, 9 hrs
£20.00
VAT £8.01
- Receipt read and matched to the card line
- VAT receipt present, £8.01 reclaimable
- Same merchant, date and amount as claim 145, line 3
A policy breach, from claim to correction
For example: an employee submits a claim in a category that already has a spend limit set. Capture Expense checks the claim against that limit, at the point of entry names the specific rule that's been breached, and lets the employee correct, split, or justify the line before it's ever submitted. If they submit anyway, the claim still goes through, but it reaches the approver flagged, with the breached rule attached, so nothing out-of-policy reaches payment without someone actively signing off on it.
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.
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35%
increase in VAT recovery
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£5,250 and 36 hours
saved on processing
Expense policy enforcement software set up in 3 steps
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1
Define spend limits and rules
By category, role, and department in the policy settings.
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2
Set approval thresholds
Including any director-level escalation amount.
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3
Turn enforcement on
Real-time warnings and automatic flagging apply to every claim from that point forward.
What can Capture Expense do?
Works with the systems you already reconcile against
Only claims approved against your policy data sync straight into your accounting platform.
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Xero
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QuickBooks
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Integrates with 50+ systems. Don't see yours? See all integrations
