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Expense Reporting Software

Expense reports that arrive ready to approve

Photograph a receipt, send it on WhatsApp, forward an email, or let a card feed do the work. Capture Expense adds each item to an expense report that is coded and checked against policy before an approver sees it.

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Trusted by finance teams at

  • 4.9/5

The most ways to add to an expense report

Mobile app, WhatsApp, Teams, Slack, a personal forwarding email address, drag and drop on the web, or a corporate card feed.

Every report line read, coded, and checked

Best-in-class OCR extracts every field. AI suggests the category and VAT code, and policy alerts flag anything that needs attention.

Approved reports reimbursed the way finance wants

Approved reports post to your ledger as purchase invoices or go through payroll and BACS with a full audit trail either way.

“Capture Expense has cut everything in half. The chasing, the checking, the back-and-forth. 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.”
Lauren Miles, HR & Finance Business Partner, Source EV

  • 3x

    faster approvals

  • 24x

    faster processing

Capture

Expense reports built from the receipt up

Document intelligence reads merchant, date, amount, VAT, and line items from photos, PDFs, and multi-page hotel bills in 30 languages. Each receipt becomes a line on the employee's report with no manual entry.

  • 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 and add attendees and notes
  • Favourites for recurring expenses and journeys

Categories and VAT

Category and VAT codes right on every report line

AI 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.

  • Icons highlight when a category was assigned automatically
  • Users can override and the system remembers merchant mappings
  • Country-based VAT and GST rules plus VAT alerts on risky lines

Building the case for expense reporting software?

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.

Download the brochure

Chat

Submit expense reports from the apps people already use

The User Copilot turns WhatsApp, Microsoft Teams, and Slack into an expense inbox. Send a photo and it’s added to a report. 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
Go to User Copilot

Reimbursement

From report to bank account without rekeying

Approved expense reports 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. 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
Payments
Export History Payments
  • ClaimantUnpaid
  • James Rowell 38.00 GBP
  • Sarah Hall 6.60 GBP
1 selected £38.00 Export
Payroll and HR
  • 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

See expense reporting in action

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Rated 4.9 out of 5 on Capterra

In detail

Everything in expense reporting software

  • Receipt scanning

    Real-time OCR with raw receipt data stored for audit.

  • Receipt inbox

    A personal address that turns forwarded receipts into expense report lines. Ideal for shared cards and travel bookings.

  • Split bills

    Allocate one receipt across categories, projects, or attendees.

  • Enter on behalf

    Assistants and cardholders can add receipts and expenses for others.

  • Favourites

    Recurring expenses and journeys saved for one-tap reuse.

  • Declarations

    Employees confirm policy statements before submitting a report.

  • Advances and allowances

    Cash and petty cash advances, daily allowances, and per diems with running balances.

  • Multi-currency

    Historical and fixed FX rates, 100 plus currencies, and entity base currencies.

  • Multi-language

    The app, the copilots, and OCR work in your people's languages.

  • Duplicate management

    Duplicate receipts and expenses spotted at user and organisation level with auto-merge.

  • Reminders and notifications

    Hourly, daily, weekly, or monthly digests that people actually read.

  • Full mobile parity

    Everything on the web is in the iOS and Android apps including approvals and admin.

How UK and Ireland finance teams handle expense reimbursement

Expense reporting software FAQs

What is expense reporting software?
Expense reporting software replaces spreadsheet expense forms. Employees add receipts, card transactions, and mileage to a digital report. The software reads each receipt and applies the category and VAT code. It checks the report against policy before an approver sees it. Approved reports post to the finance system or payroll for reimbursement.

Can employees submit expense reports without the app?
Yes. Receipts can be sent from WhatsApp, Microsoft Teams, or Slack through the User Copilot, forwarded to a personal email address, or uploaded on the web. Many customers roll out with chat first because there is nothing to install.

How accurate is the receipt reading?
Capture Expense uses document intelligence trained on 30 languages and stores the raw extracted data. Merchant, date, totals, and VAT are read reliably from photos and PDFs including multi-page hotel bills. Users see the result instantly and only correct exceptions.

How are reimbursements paid?
Either through your finance system, where approved reports post as purchase ledger invoices to each employee's supplier record for the next payment run, or through payroll using the Cintra, Zellis, or iTrent integrations. BACS Standard 18 files and Open Banking payments are also available.

Can we handle cash advances and per diems?
Yes. Advances are issued and reconciled against expense reports with a running balance in multiple currencies. Daily allowances and per diems are calculated from trip details using rates you control by country and duration.

Does expense reporting software also report on spend?
Yes. Capture Expense turns approved expense reports into live spend dashboards, carbon reporting, and scheduled reports for finance. See Reporting and insights for details.

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Expense reporting software your team actually uses

See expense reports built, approved, and reimbursed end to end in a 30 minute demo.

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Rated 4.9 out of 5 on Capterra

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