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Expense Management Software for Field Engineers

Mileage claimed from the van and paid next pay run

Capture Expense is expense management software for field engineers. Engineers claim mileage with one WhatsApp message, and approved claims are paid through payroll or BACS in the next pay run.

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WhatsApp
I drove from NE21 5PU to SN11 8AR, create a mileage claim

Capture Expense

Thanks Jonny! Your claim on Wed, 22nd Jan has been created with a distance of 297 miles @ 0.25 totalling £74.26. You can view the claim in draft expenses. View
Mileage claim

NE21 5PU Blaydon

SN11 8AR Calne

297
miles
£0.25
per mile
£74.26
claim

Wed 22 Jan, saved in draft expenses

Trusted by finance teams at

  • 4.9/5

Mileage claimed by message with the commute deducted

Engineers type where they drove and the claim is created with distance, rate, and commute deduction.

Mileage paid only after licence, MOT, and insurance checks

Duty of care checks run before payment, with vehicle declarations held on file instead of in a filing cabinet.

Approved claims paid in the next pay run

Claims flow to your payroll or BACS so finance keys nothing twice.

“Before implementing Capture Expense, we had an intern managing receipts, taking an entire week’s worth of work at the end of every month. It took us 3 years to find the right platform, and we couldn’t be happier with the savings from Capture Expense.”
Natalie Moreton, Finance Director, Crimson

  • 98%

    of time saved on processing expenses

  • £12,250

    saved annually on expense management

Crimson

Mileage by chat

Engineers claim mileage from the van instead of from memory

A message on WhatsApp or Teams such as "I drove from the depot to NE21 5PU and back" becomes a mileage claim with the distance calculated, the correct rate applied, and the commute taken off.

  • Journey distance is calculated from the start and end points with no manual arithmetic.
  • Commute deduction is applied to every journey
  • HMRC approved rates or your own custom fuel rates, for private and company vehicles
  • Depots, customer sites, and home saved as places, with favourite journeys for regular routes
  • One tap to submit from drafts

Duty of care

Duty of care evidence held against every driver

Capture Expense checks licence, MOT, and insurance before mileage is paid and keeps vehicle declarations on file.

  • Vehicle declarations stored against each driver and vehicle
  • Covers both private and company vehicles
  • Evidence is on the record when an insurer or HMRC asks for it
  • Expiry dates are visible on each driver profile

Building the case for field engineer expense management software?

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 for field engineers.

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Approvals and Smart Audit

Supervisors review only the claims that break a rule

Smart Audit can auto-approve routine in-policy mileage, so supervisors only see exceptions

  • Approvals are bundled rather than arriving one claim at a time
  • Approvals can be delegated when a supervisor is on leave
  • Bundled reminders nudge engineers before the cut-off.
  • Card lines with no receipt attached are flagged automatically
Approval queue
Stage 1 Stage 2 Finance

Jonny Dowell

Claim 145

£199.39

11 February 2025

  • Meeting

    Mileage

    Modified 6%450 miCO2 124 kg

    £112.50

    VAT £0.00

  • M&S

    Meals and drinks

    Duplicate expenseIncomplete

    £26.80

    VAT £0.00

  • 2 Knives Bar and Kitchen

    Meals and drinks

    Approval 1 of 2Event to London, 191 mi

    £48.10

    VAT £8.01

  • Tamworth Burger King

    Missing category

    IncompleteWeekend

    £11.99

    VAT £0.00

Smart Audit

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

Receipts and cards

Receipts are read at the point of spend and card lines matched for you

An engineer photographs the receipt in the app and optical character recognition (OCR) extracts the data into the claim without any typing.

  • Receipt scanning with intelligent OCR
  • Real-time transaction feeds from corporate credit cards
  • Automatic matching of card transactions to receipts and invoices
  • Full parity on iOS and Android: submit, review, approve, and administer from the phone
Receipts

Receipts

6 unreported

  • Fri 24 Apr 2026New

    2 Knives Bar and Kitchen

    £48.10

  • Thu 12 Mar 2026

    London North Eastern Railway

    £231.90

  • Mon 2 Feb 2026

    Mestizo Chelsea

    £181.46

  • Fri 16 Jan 2026

    Boots UK Limited

    £9.65

  • Wed 10 Dec 2025

    B Bagel Fulham

    £6.60

  • Tue 18 Nov 2025

    Harrods Limited

    £49.00
Scan receipt

Payroll and finance

Claims paid through payroll and posted to finance

Approved claims flow to Cintra, Zellis, or iTrent for the next pay run, or to BACS, and the posting goes to your finance system with a full audit trail.

  • Direct sync with 50+ back-office systems, so no double data entry
  • Audit trail on every transaction and employee expense
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

AI handles data entry so approvers only see exceptions

  • User Copilot

    Reads a plain-English message about a journey and creates the claim with distance, rate, and commute deduction.

  • Smart Audit

    Auto-approves in-policy mileage so approvers only see exceptions.

  • Finance Copilot

    Finance Copilot answers questions and builds reports on demand.

Payroll, finance, and cards linked, with no double entry

Approved claims pass straight to the payroll systems field service firms already use, alongside corporate card feeds and bank connections within the same platform.

  • Sage
  • QuickBooks
  • Cintra
  • SAP
  • Xero
  • iplicit
  • Microsoft Dynamics 365 Business Central
  • NetSuite
  • Xledger
  • Pliant
  • Zellis
  • Cezanne HR
  • Visa
  • Amex

Integrates with 50+ systems. Don't see yours?

See all integrations

Frequently Asked Questions

How do field engineers submit mileage claims?
By sending a WhatsApp or Microsoft Teams message such as "I drove from the depot to NE21 5PU and back". The User Copilot creates the claim with the distance, rate, and commute deduction applied, ready to submit with one tap.

Does Capture Expense deduct commute mileage automatically?
Yes. Commute deduction is calculated automatically on every journey, so engineers don’t work it out by hand.

Can we use HMRC approved rates or our own mileage rates?
Yes. Use HMRC-approved rates or configure your own rates for private and company vehicles.

How are licence, MOT, and insurance checked before mileage is paid?
Licence, MOT, and insurance are checked before mileage is paid and vehicle declarations are held against each driver and vehicle.

Can supervisors approve claims for large field teams?
Yes. Approvals are bundled and can be delegated when someone is off. Smart Audit can auto-approve routine in-policy mileage so supervisors only see exceptions.

Does Capture Expense integrate with our finance systems?
It syncs with 50+ back-office systems and records a full audit trail on every transaction and employee expense.

Can engineers save frequent places and submit quickly?
Yes. Depots, customer sites, and home can be saved as places with favourite journeys, and claims start in drafts for one-tap submit.

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