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Global Expense Management

The global expense management system for international spend

Capture Expense handles every currency, tax rate, and country your teams spend in from one global expense management system. Your teams claim in the currency they spend in and get reimbursed in your base currency.

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Trusted by finance teams at

  • Leighton
  • 4.9/5

Spend in 100+ currencies

Set spending caps across 100+ currencies and reimburse every claimant in your base currency.

Local tax by country

Value-added tax (VAT), goods and services tax (GST), and mileage are calculated automatically based on the country of spend.

Lower foreign exchange costs

Regional billing reduces foreign exchange costs on international transactions.

“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

Multi-currency claims

Claim in any currency and reimburse in base

Capture Expense converts foreign-currency claims into your base currency so nobody recalculates exchange rates by hand.

  • A UK employee who pays in USD on a US trip claims as usual and is reimbursed in GBP.
  • Access real-time and historical exchange rates through an integration with Xe.
  • Track advances and petty cash as a running balance across currencies.
  • Pay approved claims through payroll, a Bacs Standard 18 file, or an Open Banking payment.
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

Local tax and rates

Local VAT, mileage, and subsistence rates by country

Rates are set once for each country and applied to every claim, which keeps local tax treatment consistent wherever your teams spend.

  • Calculate VAT, GST, and mileage automatically based on the country of spend.
  • Calculate per diems from trip details using rates set by country and duration.
  • Configure mileage rates for each country, including Revenue civil service rates in Ireland.
  • Flag any claim that exceeds the applicable local rate.
  • Get country rates, VAT rules, and reporting output configured for nine countries, including the US, Canada, and Australia.

Building the case for global expense management software?

Capture Expense covers you at every stage of spend. 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

Card reconciliation

Foreign card spend reconciled automatically

Daily card feeds carry merchant and currency data, so foreign card spend arrives ready to match.

  • Take direct feeds from American Express, Visa, Mastercard commercial programmes, and HSBC MiVision.
  • Use Open Banking where a direct feed isn't available.
  • Match receipts to card lines by merchant, amount, and date.
  • Keep existing corporate cards or issue new Visa cards through Pliant.

Overseas subsidiaries

Overseas entities in their own base currency

Groups with subsidiaries abroad can run each one as a linked organisation in its local currency.

  • Set a base currency for each overseas entity.
  • Run UK and Irish entities side by side in GBP and EUR.
  • Export transactions to each subsidiary's general ledger accounts in its local enterprise resource planning (ERP) system.
See multi-entity expense management
Organisations

  • Expense Once Ltd

    Xero, approval Line manager, Finance

    GBP

  • Expense Once Ireland

    Business Central, approval Line manager, Finance

    EUR

  • Expense Once Services

    Xero, approval Line manager, Stage 2, Finance

    GBP
New organisation

Copy from

Expense Once Ltd

  • Categories and GL codes
  • Tax codes
  • Tags
  • Vehicles and rates

Base currency

EUR

Billing

Consolidated

AI built into every global claim

  • Receipts read in 30 languages

    Reads photos, PDFs, and multi-page bills to build the claim.

  • Category and VAT suggestions

    Assigns the category and default VAT code on arrival and remembers any override for that merchant.

  • Smart Audit

    Checks every claim and can run in insights-only mode.

  • Finance Copilot

    Answers spend questions in plain English with a chart, table, and written summary in the web app or Microsoft Teams.

  • User Copilot

    Lets employees claim through WhatsApp, Microsoft Teams, or Slack on the Enterprise plan.

Finance teams managing spend with Capture Expense

Aerospace logistics

Teams across the UK, USA, Singapore, Europe, and Australia claim in their own or the local currency, converted at the claim-date rate.

Read the case study

Post to the finance system you already use

Native connections to Xero, QuickBooks Online, Microsoft Dynamics 365 Business Central, Oracle NetSuite, SAP Business ByDesign, iplicit, and Infor SunSystems Cloud, plus CSV exports for Sage and other finance systems.

  • Xero
  • QuickBooks
  • Microsoft Dynamics 365 Business Central
  • NetSuite
  • SAP
  • iplicit
  • Sage

Integrates with 50+ systems.

See all integrations

Global expense management system FAQs

What is a global expense management system?
A global expense management system handles employee spend across countries, currencies, and tax regimes in one platform. Capture Expense converts every claim to your base currency, applies local VAT, GST, and mileage rates based on the country of spend, and gives finance total visibility of spend at a global level.

How does Capture Expense handle multi-currency claims?
Exchange rates come from an integration with Xe, which syncs real-time and historical currency data into Capture Expense. Claimants submit expenses in the currency they spent in, and Capture Expense converts each claim to your base currency. Advances and petty cash carry a running balance in 100+ currencies.

Do I need overseas entities to use Capture Expense for global spend?
No. A single company with staff spending abroad sets one base currency, and Capture Expense converts each foreign-currency claim for reimbursement. Groups with overseas subsidiaries can also run each one as a linked organisation in its own base currency (see multi-entity expense management).

Does Capture Expense apply local VAT and mileage rates?
Yes. Capture Expense calculates VAT, GST, and mileage automatically based on the country of spend, using rates you configure. AI assigns a default VAT code when a receipt arrives, and any claim over the local rate is flagged.

How long does implementation take?
Set-up can take a single day, followed by a two to four week pilot and rollout.

How much does Capture Expense cost?
Capture Expense is priced per active user. The sales team provides quotes—see the pricing page or book a demo.

How does Capture Expense keep global spend data secure?
Capture Expense is hosted in the UK and data is encrypted, with single sign-on and multi-factor authentication through Microsoft Entra ID available from the Business plan. Capture Expense is registered with the Information Commissioner's Office (ICO), contractually bound to the UK General Data Protection Regulation (GDPR), Cyber Essentials certified, and a Crown Commercial Service G-Cloud supplier. Customer data is never used to train public AI models.

Which devices and channels can employees claim from?
Employees claim on desktop (Windows or Mac), the iOS and Android mobile app, any device with a mainstream web browser, forwarded email, or—on the Enterprise plan—WhatsApp, Microsoft Teams, and Slack. The platform is cloud-based, so every user is always on the latest version.

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More Capture Expense features for global teams

See global expense management in Capture Expense

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