# Capture Expense: full site text > Capture Expense is an expense management platform for organisations in the UK and Ireland. It brings employee expenses, corporate card transactions, mileage, travel and approvals into one simple system, with AI copilots for employees and finance, Smart Audit policy checking, and native integrations with accounting, payroll and card providers. Source: https://captureexpense.com. Generated 2026-10-20. For the short index see https://captureexpense.com/llms.txt. ## About Capture Expense - **What it is:** Expense management software: expenses, corporate cards, mileage, trips, approvals, reporting and AI copilots - **Who it is for:** UK and Irish organisations from 20 to 5,000 people, especially multi-entity and multi-department businesses - **Pricing:** Per active user, so only people who claim in a month are billed. Free trial with no card required - **Implementation:** Four to six weeks, structured, with a named lead and UK-based support - **Where people use it:** Web, iOS and Android apps, plus WhatsApp, Microsoft Teams and Slack - **Integrations:** Native connectors for Xero, QuickBooks Online, Dynamics 365 Business Central, NetSuite, SAP ByDesign and iplicit, exports for Sage, SAP, Unit4 and 40 more - **Corporate cards:** Feeds from Amex, Visa and Mastercard programmes, HSBC MiVision and Open Banking, or Visa cards issued through Pliant - **Payroll and HR:** Cintra, Zellis, iTrent, Cezanne and ADP - **Security:** Cyber Essentials certified, Crown Commercial Service G-Cloud supplier, ICO registered, hosted on Microsoft Azure in the UK - **Ireland:** Fully managed Enhanced Reporting Requirements built in: subsistence by journey hours, civil service mileage rates and Revenue-ready output - **Reviews:** 4.9 out of 5 on Capterra. Capterra Best Ease of Use and Best Value 2026, Software Advice Best Customer Support and Most Recommended 2026 - **Company:** Capture Business Solutions Ltd, founded 2017, Newcastle upon Tyne. Part of the Cintra group Why organisations choose it: - Genuinely easy for employees to use: receipts by photo, WhatsApp, Teams, Slack, email or a card feed. - Powerful controls without a complicated interface: Approval Records, spend limits, VAT rules and Smart Audit run in the background. - Built for the UK and Ireland: HMRC mileage rates, UK VAT treatment, Irish Revenue subsistence rates and Enhanced Reporting Requirements. - Practical AI: receipt reading, category and VAT suggestions, conversational submission, natural-language reporting and automated audit. - Flexible for multi-entity groups: linked organisations, base currencies, charts of accounts and cross-entity approval. - Works with existing finance, payroll and card systems rather than replacing them. - Implementation in four to six weeks, whatever the size of the organisation. Outcomes customers report after replacing manual processes or legacy systems: - 75% time saved by replacing manual processes - 44% reduction in spend through policy controls - 60% fewer repetitive finance admin tasks - 34% increase in VAT reclaimed Contact: sales@captureexpense.com, +44 (0) 191 478 7000. Capture Business Solutions Ltd, company number 10575832, Maling Exchange, Hoults Yard, Walker Road, Newcastle upon Tyne NE6 2HL. Part of the Cintra group. ### Frequently asked questions **What is expense management software?** Expense management software automates capturing, checking, and reimbursing employee and company expenses, replacing manual expense reports and spreadsheets. Capture Expense adds AI on top: reading receipts, checking claims against policy, approving and escalating automatically, reconciling spend, generating reports. **Is Capture Expense built for small teams or large enterprises?** Organisations in the UK and Ireland that want expense management software, corporate cards, mileage and travel (T&E) in one system. Most customers are mid-market businesses with between 50 and 5,000 people, often with several entities, departments, or approval chains. But, we also work with smaller organisations replacing spreadsheets and email approvals because Capture Expense is built to scale with you, rather than needing you to switch systems as you grow. **How long does implementation take?** Capture Expense can be set up in a single day. That covers mapping your entity structure, users and approval chains, categories and nominal codes, policies, corporate cards, the accounting integration, single sign-on. Typically, we suggest then allowing a two to four week period to do pilot testing and structured rollout with the support of our team. As long as you have the right resources to support the project on your side, including organisational knowledge and access permissions to support the set up, you’ll be fully live in a couple of weeks. **What platforms does Capture Expense integrate with?** Native connectors for Xero, QuickBooks Online, Microsoft Dynamics 365 Business Central, NetSuite, SAP Business ByDesign, and iplicit, plus a large library of export formats for Sage, SAP, Unit4, SunSystems, AccountsIQ, and many more. Payroll integrations include Cintra, Zellis, and iTrent. See the integrations page for the full list. **How does Capture Expense’s AI work, and is my data safe?** Capture Expense’s AI reads receipts, suggests categories and VAT codes, checks claims against your expense policy through Smart Audit, and answers spend questions in plain English. Your data is never used to train public AI models, and administrators can turn off conversational features at any time. **Does Capture Expense offer a free trial?** Yes, with no credit card required. Capture Expense’s free trial includes a pre-configured sample workspace to explore, and you can invite your team before deciding whether to subscribe. **How much does Capture Expense cost?** Capture Expense is priced per active user, so you pay only for the people who submit or approve an expense in a given month. Business and Enterprise plans add features as you need them, and there is a free trial. Ask for a quote on the pricing page. **Do we have to change our corporate cards to use Capture Expense?** No. Capture Expense works with the corporate cards you already have. It imports transactions from Amex, Visa and Mastercard commercial programmes and Open Banking feeds automatically. If you’d rather issue new cards, Pliant-issued virtual and physical Visa cards come with spend limits and real-time controls built in. ## Product modules - Expense management (https://captureexpense.com/expense-reporting/): Receipts by photo, chat or email, OCR and AI categorisation, claims, reimbursements, advances and allowances. - Corporate cards (https://captureexpense.com/card-reconciliation/): Card feeds imported, receipts matched automatically, posting per card scheme with correct VAT. - Smart Audit (https://captureexpense.com/smart-audit/): AI checks every claim against policy, VAT rules and history, approves low-risk spend and escalates the rest with reasons. - Expense cards (https://captureexpense.com/business-expense-cards/): Virtual, physical and single-use Visa cards issued in seconds through our partner Pliant, with spend limits, approvals and automatic reconciliation in Capture Expense. - User Copilot (https://captureexpense.com/user-copilot/): Employees submit receipts, raise mileage, match card transactions and ask questions from WhatsApp, Microsoft Teams or Slack, in any language, with nothing to install. - Finance Copilot (https://captureexpense.com/finance-copilot/): Ask about company spend in plain English and get a chart, table and summary back in the web app or Microsoft Teams. - Trips and mileage (https://captureexpense.com/vehicle-mileage/): Pre-approval, per-trip budgets, subsistence and per diem rates by destination and duration, mileage from postcodes with commute deducted. - Approvals and policy (https://captureexpense.com/expense-approval-workflows/): Multi-stage Approval Records, dynamic line manager routing, category overrides, spend limits and colour-coded alerts. - Reporting and insights (https://captureexpense.com/reporting-and-insights/): Report suite, scheduled PDFs, audit exports, carbon reporting and natural-language questions. - Integrations (https://captureexpense.com/integrations/): Native connectors, a REST API, SFTP delivery and a large export library for finance, payroll, HR, cards and messaging. - Mobile app (https://captureexpense.com/mobile-app/): iOS and Android apps with full parity: capture, claim, approve and administer. ## Expense Reporting Software URL: https://captureexpense.com/expense-reporting/ 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. Key benefits: - **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. ### 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 ### 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 ### 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 ### 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 ### 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. ### Questions **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. ## Receipt scanning software URL: https://captureexpense.com/receipt-scanning/ Snap a photo or upload a PDF, and every field is captured, from merchant and date to VAT and line items. Categories and VAT codes are applied automatically, so your team reviews claims instead of typing them. Key benefits: - **Five fields read in real time.** Your team checks five fields instead of typing them on every receipt. - **Category and VAT code suggested first time.** Claims reach finance with the category and default VAT already applied. - **Duplicates caught at two levels.** The same receipt can't be claimed twice by one person or by two people in your organisation. ### Seven ways to submit a receipt into one queue Every route lands in the same draft expense list, so finance works from one queue whatever your team used. - Native iOS and Android apps with full parity to the web version. - WhatsApp, Microsoft Teams, and Slack through the User Copilot, with nothing to install. - A personal forwarding email address for receipts, travel bookings, and shared cards. - Drag and drop on the web, including PDFs and multi-page bills. - Corporate card feeds that match each scanned receipt to its card line. ### Reads multi-page hotel bills and supplier PDFs Document intelligence reads merchant, date, amount, VAT and line items and shows the result straight away, so users only correct exceptions. - Photos, PDFs, and multi-page documents such as hotel invoices and supplier bills are all supported. - Split one bill across categories, projects, or attendees. - Receipt scanning works the same way on mobile, web, and chat. - Raw extracted data is stored alongside the image for audit. - The app, User Copilot, and optical character recognition (OCR) work in your team's languages. ### The right category and VAT code first time The category is assigned from the receipt along with the general ledger (GL) code and default VAT, and country-based rules flag lines that look wrong. - Category matching runs as receipts and card transactions arrive. - VAT defaults come from the category, with no-receipt rules and multiple VAT schemes per entity. - Country-based VAT and Goods and Services Tax (GST) rules raise alerts on risky lines. - An icon shows when a category was assigned automatically. - Users override from finance's own category list, and the merchant mapping is remembered for next time. ### Duplicate receipts caught at user and organisation level A receipt submitted twice by the same person or claimed by two people in your organisation is flagged before it's approved. - Duplicate receipts and duplicate expenses are spotted and merged automatically. - Approvers see duplicate warnings in line with the claim, next to receipts, alerts and history. - Smart Audit also checks for altered, fake or AI-generated receipts. ### Receipt captures and extracted data kept together for audit Every receipt is stored with the data read from it, so an auditor sees exactly what was claimed and what’s been extracted. - Receipt image and extracted data stored against every claim - Every submission, approval, export and change logged with a timestamp, and visible to a read-only Auditor role - Data encrypted in transit and at rest - Product data never used to train public AI models - Conversational services switched off for a user instantly if a phone is lost or someone leaves ### What AI checks on every receipt - **Reads multi page bills:** Hotel invoices and supplier PDFs become one expense, line items included. - **Suggests the category and VAT code:** Spenders can see at a glance which fields AI filled in, and their corrections are kept for that merchant. - **Spots altered or AI-generated receipts:** Smart Audit checks for altered, fake, or AI-generated receipts and duplicates across users and entities. ### Questions **How long does it take to set up receipt scanning?** Many customers roll out with chat first because there's nothing to install. The mobile app supports Microsoft Entra ID SSO and magic link sign-in. **Is receipt data secure?** Administrators can switch off a chat channel instantly if a device is lost. The mobile app uses Microsoft Entra ID SSO with MFA. **What does receipt scanning software read from a receipt?** Capture Expense reads merchant, date, amount, VAT and line items from photos, PDFs and multi-page documents such as hotel bills, in 30 languages. It then suggests the category, GL code and default VAT, and it works the same way on mobile, web and chat. **How accurate is Capture Expense receipt scanning?** Merchant, date, totals and VAT are read from photos and PDFs using document intelligence trained on 30 languages. Users see the result straight away and only correct exceptions, and a corrected merchant mapping is remembered for next time. **How can employees submit receipts?** Through the iOS or Android app, WhatsApp, Microsoft Teams or Slack via the User Copilot, a personal forwarding email address, drag and drop on the web or a corporate card feed. Every route lands in the same draft expense list. **Does Capture Expense detect duplicate or fake receipts?** Yes. Duplicate receipts are flagged at user and organisation level and merged automatically. On the Enterprise plan, Smart Audit also checks for altered, fake, or AI-generated receipts. **Does HMRC accept scanned receipts?** Yes, as long as the digital copy is legible and shows the date, amount, supplier and what was bought. Capture Expense stores the image with the raw extracted data. ## Expense Reimbursement Software URL: https://captureexpense.com/reimbursements/ Pay employees back through your purchase ledger or payroll, or directly by Bacs or Open Banking. Approved amounts flow straight through, so nobody in finance types a figure twice. Key benefits: - **Coded before finance opens the claim.** Each claim arrives with its category, VAT, and cost centre already applied. - **Pay back without rekeying.** Approved claims post as purchase ledger invoices to the employee's supplier record, go to payroll for the next run, or are paid directly by BACS or Open Banking. - **Every claim paid once.** Payments are tracked against each claim, so the same claim can't be paid twice. ### Reimburse 2x faster with claims that arrive complete Employees submit from the mobile app, a forwarded email or the web, or from WhatsApp, Teams, or Slack on the Enterprise plan. The receipt is read and coded on arrival. - Document intelligence reads merchant, date, amount, VAT, and line items from photos, PDFs, and multi-page hotel bills in 30 languages. - Tell the User Copilot where you drove and the mileage claim is calculated for you. - Users see the extracted data straight away and only correct exceptions. - A personal forwarding email address turns booking confirmations and e-receipts into draft expenses. - One receipt can be split across categories, projects, or attendees before it's submitted. ### Three ways to pay back an approved claim Once a claim is coded and approved, Capture Expense creates the ledger posting, payroll entry, or payment file itself. - Purchase ledger: the claim posts as a purchase invoice against the employee's supplier record in Xero, QuickBooks, Sage, and more. - Payroll: push straight to Cintra payroll with our native API, or manage by export file to Zellis, iTrent, Cezanne, and more. - Direct payment: a BACS file or Open Banking payment goes to bank. - Every payment is tracked so a claim can't be paid twice. - The Payments tab shows paid and unpaid balances per claimant, with export and payment history. ### Postings right first time, not fixed at month end Each claim reaches approval carrying its category, nominal code, VAT, and cost centre assigned by AI, so the ledger invoice or payroll entry it creates doesn't need correcting later. - People and cost centres synced from HR and payroll, so every posting lands against the right department - Re-export and revert from the export history without manual fixes - Every posting traceable back to the original receipt ### Advances and per diems reconciled in 100+ currencies Issue an advance before the trip, reconcile it against the expenses that come back, and track the running balance across currencies. - Daily allowances and per diems are calculated from trip details using rates you set by country and duration. - Advances and petty cash carry a running balance across multiple currencies. - Historical and fixed foreign exchange (FX) rates work with a base currency per entity. ### Each claim paid once, by the right route A receipt that's already been claimed shows as "looks familiar" when it's uploaded again, and auto-merge stops the user ending up with two drafts. - Duplicates are checked at user level and across the whole organisation. - Employees confirm policy declarations before they can submit. - Assistants and cardholders can enter expenses on behalf of others. - Every payment is tracked so a claim can't be paid twice ### Where AI does the work on a reimbursement claim - **Receipts read in 30 languages:** Document intelligence extracts merchant, date, amount, VAT and line items from photos and PDFs. - **Category and VAT code suggested on arrival:** Receipts get an accounting category and VAT default as they land, and an override is remembered for that merchant next time. - **Claims created from a chat message:** User Copilot turns a photo or a journey description into a claim ready for approval. ### Questions **How long does it take to set up expense reimbursement?** Set-up has three steps. Connect your ledger or payroll. Set categories, VAT schemes, and rates. Switch on the capture channels your people will use. Capture Expense can be set up in a matter of days. **Is our expense data secure?** Receipt images, extracted data, approval history and payment status are stored with every claim for audit. **How does expense reimbursement software pay employees back?** Capture Expense pays approved claims in one of three ways. They post as purchase invoices to Xero, QuickBooks, Business Central, NetSuite or Sage; go to payroll through Cintra by API connector or Zellis, MHR iTrent or Cezanne HR by export file; or are paid directly by BACS Standard 18 file or Open Banking. **Can employees submit expenses without installing an app?** Yes. Employees can send receipts from WhatsApp, Microsoft Teams or Slack through the User Copilot, forward them to a personal email address or upload them on the web. The iOS and Android app is there for anyone who prefers it. **How are categories and VAT handled?** AI assigns the accounting category and default VAT code as each receipt arrives, using country-based VAT and GST rules. Users can override a suggestion and the system remembers the merchant mapping. **How are duplicate claims prevented?** Duplicate receipts are flagged at user and organisation level before payment, and auto-merge removes duplicate drafts. Every payment is tracked so a claim can't be paid twice. **Does Capture Expense support advances, per diems and multiple currencies?** Yes. Issue advances before a trip and reconcile them against the expenses that come back, with a running balance in 100+ currencies. Per diems are calculated from trip details using rates you set by country and duration. ## Credit Card Reconciliation Software URL: https://captureexpense.com/card-reconciliation/ Credit card reconciliation software that does the matching for you. Transactions come in, receipts get paired, and spend lands in your ledger with VAT already coded. Anything missing is chased before month-end, so you don’t have to. Key benefits: - **Card lines arrive by daily feed instead of re-keying.** Daily feeds come direct from Amex, Visa, and Mastercard commercial programmes, with Open Banking for other accounts. - **Receipts land on the right line automatically.** A receipt sent from a phone or chat finds its card line by merchant, amount and date. - **Receipt, VAT and approval kept on every card line.** Card spend posts with VAT, nominal codes and the receipt attached. ### Card transactions arrive daily from your card programmes Direct network feeds mean go-live in days, with complete merchant and currency data and far fewer missing transactions than Open Banking alone. - Amex consolidator feed, Visa, and Mastercard commercial feeds and HSBC MiVision - Open Banking where a direct feed isn’t available - FTP card transaction files for unusual programmes - The whole card programme in one view, with each card mapped to a cardholder ### Receipts matched to card lines by merchant, amount and date Credit card reconciliation means matching every card transaction to its receipt and VAT evidence before it reaches the ledger, and Capture Expense does that for every line. - Automatic matching with a simple confirm step for the cardholder - Unmatched lines are listed with the cardholder’s name, so chasing goes to one person instead of the whole team - Cardholders flag personal spend, and finance deducts it from a reimbursement or records it for recovery - Shared cards handled with enter-on-behalf and forwarding addresses - Duplicates flagged where the same receipt is claimed twice or a card purchase is also claimed as cash ### VAT reclaimed only where the card line has evidence A card statement proves you paid but not what for, so HMRC won’t allow an input VAT reclaim on the statement line alone. - AI suggests the category and VAT treatment, and merchant mappings are remembered - Alerts can insist on a VAT receipt, a purpose or attendees where policy requires them - Multiple VAT schemes per entity are supported - Lines with no valid VAT evidence are coded as non-reclaimable rather than defaulted to standard rate - Client entertainment and other blocked categories are coded at capture ### Cardholders attach receipts from their phone or chat Card lines are already waiting in the cardholder’s queue, so they attach a receipt from the app, chat, or email instead of creating a claim. - Receipts sent from the mobile app, chat or email - Push and chat reminders for transactions still missing a receipt - Chat submission through User Copilot on WhatsApp, Teams, or Slack ### Card spend posted as a purchase ledger invoice per scheme Approved card expenses consolidate into purchase ledger invoices against a supplier for each card scheme or entity, so the statement reconciles cleanly. - One purchase ledger invoice per statement cycle, per card scheme - Nominal code, VAT and dimensions on every line, with the receipt attached - Re-export, revert and retry from the export history - Policy alerts apply the same spend limits, VAT and category rules as out-of-pocket claims ### Questions **How long does it take to set up?** Capture Expense can be ready for use in days. A rollout of four to six weeks is typical for most organisations, with a named lead to support the testing and onboarding process. Connecting your card programmes is part of it, alongside the accounting integration and SSO. **How much does credit card reconciliation software cost?** Capture Expense is priced per active user, meaning anyone who submits or approves at least one expense in a month, and prices exclude VAT. Talk to the sales team for a quote for your organisation. **How is card and transaction data kept secure?** Capture Expense supports Microsoft Entra ID single sign-on (SSO) and multi-factor authentication (MFA) from the Business plan. **What is credit card reconciliation software?** It matches every card transaction to its receipt and VAT evidence before the spend reaches your ledger. In Capture Expense, transactions arrive by card feed, receipts are matched by merchant, amount and date, and cardholders confirm the match, so nobody re-keys statement lines into a spreadsheet. **Do we have to switch card provider?** No. Capture Expense imports transactions from the corporate cards you already use through issuer feeds for Amex, Visa, Mastercard and HSBC MiVision, Open Banking or FTP files. Issuing new Visa cards through Pliant is an option, not a requirement. **What happens if a receipt is missing?** The line shows as receipt needed, and the cardholder gets push and chat reminders until they attach one. Finance sees every unreceipted line across the programme in one view. **How does card spend reach the accounting system?** Approved card transactions consolidate into purchase ledger invoices against a supplier for each card scheme or entity, with VAT, nominal codes and receipts attached. Native connectors and export formats cover Xero, Sage and 50+ other systems. ## Business Expense Cards URL: https://captureexpense.com/business-expense-cards/ Business expense cards are Visa cards issued to named employees and projects, powered by Pliant. Every transaction syncs to Capture Expense and is matched to its receipt. Key benefits: - **Cards issued in seconds.** Create a virtual, physical, or single-use Visa card and assign it to a named person or project. - **Fully custom spend limits.** Set limits by day, project, order or transaction and update them at any time with instant effect. - **Every transaction matched to its receipt.** AI and OCR match receipts to card transactions and chase any that are missing. ### Issue four types of business expense card from one platform Create a card and set its currency, validity period, and assignment to an employee or project. - Virtual, physical, single-use, and premium cards - Virtual cards are live immediately and work with Apple Pay and Google Pay, with no card to post or lose - Create as many virtual cards as you need for teams, suppliers, or one-off purchases, each with its own limits and rules - Total Limit caps what a card can spend, like a prepaid card but with wider merchant acceptance and no manual preloading - Premium cards include access to more than 1,000 airport lounges worldwide ### Spend limits you can change at any time Card limits and rules update with instant effect whenever budgets change. - Limits by day, project, order, or transaction, plus category, merchant, and date-range rules - Built-in approval flows clear new cards and limit changes in seconds - Delegated authority routes smaller increases to one approver and larger ones to another, based on how you set the platform up - Low-balance notifications and a live view of available limit for every cardholder ### Card transactions matched to receipts and coded with VAT Cardholders capture receipts at the point of spend and Capture Expense matches, chases, and codes each one. - Receipts arrive through the Capture Expense app, WhatsApp, Teams, Slack, or desktop upload - AI and OCR match each receipt to the right card transaction - Missing receipts are spotted instantly, and optional automated reminders replace follow-up emails - Reconciled transactions post to the ledger coded with VAT and cost centre - Every update is logged, so the audit trail exists before anyone asks for it ### Spend anywhere Visa is accepted without conversion costs Same-currency billing removes the conversion charge and the exposure to a poor exchange rate, and your current bank cards keep working alongside. - Keep your existing corporate bank account and cards; Capture Expense reconciles Pliant cards and existing cards at the same time - Existing cards connect through MoneyHub, Open Banking, or a secure file transfer (sFTP) transaction feed - Interest-free credit limits with flexible billing cycles, subject to Pliant's onboarding and credit assessment ### Questions **What are business expense cards and how do they work?** Business expense cards, also called company or corporate expense cards, are Visa cards issued to named employees or projects with limits set by your finance team. Capture Expense provides them through its partner Pliant. Every transaction syncs to Capture Expense as it happens and is matched to its receipt with AI and OCR. Coded lines post to your ledger with VAT and cost centre. **How can I issue cards for employees, and how quickly?** Set-up starts with Pliant's onboarding and credit assessment, which sets your credit limit and billing cycle. Once approved, you can issue a virtual card in seconds and connect existing corporate cards at the same time. **Are expense cards suitable for small businesses?** Capture Expense positions its cards for companies of all sizes. The mechanics stay identical at 20 staff or 2,000: one card, one set of limits, one receipt matched. Pliant's credit assessment decides the limit, and there is no stated minimum company size. **What credit limits are available on employee expense cards?** Pliant sets the overall credit limit through its own onboarding and credit assessment. The limit is interest-free with flexible billing cycles and payment terms. Inside it, you set per-card caps in Capture Expense, including a 'Total Limit' that behaves like a prepaid card without preloading. Cardholders request increases from the Pliant app, and delegated approvers clear them. **Do business expense cards integrate with accounting software?** Yes. Reconciled Pliant card transactions post to your accounting ledger, coded with VAT and cost centres. They follow the same flow as transactions from your existing corporate cards, which connect through MoneyHub, Open Banking, or an sFTP feed. Every update is logged for audit. **Can employees misuse a business card for personal spending?** No. Business expense cards are for work-related spend only. Built-in spending controls stop cardholders breaking policy through category, merchant, date-range, and transaction rules. Every transaction syncs in real time and unreceipted spend is flagged and chased automatically. ## Smart Audit URL: https://captureexpense.com/smart-audit/ Smart Audit is the AI-powered expense auditing engine built into Capture Expense. It checks 100% of expense lines at submission, so only the exceptions reach a person. Key benefits: - **Every decision comes with its reason.** Each line is approved, rejected, or escalated at submission with the reason recorded. - **Change a threshold without an IT ticket.** You write each rule as a plain sentence, such as "Any expense over £500 must be flagged for review". - **Duplicates, fakes, and VAT caught.** Every line is checked for duplicates, policy breaches, VAT issues, and altered or AI-generated receipts. ### Finance writes the audit rules in plain English You type the rule as you would say it to a new approver, and it applies to every matching claim from that point on. - Each rule is one sentence, like "alcohol expenses require manual approval" - Audit rules override existing policies, so one team can have its own rule without editing the company-wide policy - Scope each auditor by tag: location, department, role, or category, or leave tags empty to cover everyone - Name and describe each auditor so several can run side by side - No IT involvement to change a threshold ### Every line gets the checks finance would make by hand Smart Audit reads the receipt, the expense details, the approval history, the VAT position, and your policy together before deciding. - Duplicate receipts across users, entities, and time, so the same receipt can’t be claimed twice - Out-of-policy amounts, categories, and timing, including weekend spend and claims over 3 months old - VAT receipt present and VAT treatment plausible, with the reclaimable amount shown - Altered, fake, or AI-generated receipts weighed against the claimant's own history ### Auto-approve low-risk expenses You decide which claims a person should see. Low-risk claims are approved automatically with the reason logged. - Run the auditor at submission, before the line manager, or as the final pre-approval check - Low-value, in-policy, receipt-matched claims pass; anything matching a manual-approval rule stops - Claims that break a rule you've written are rejected with the reason shown - Every automatic decision is logged and searchable ### Every decision, reason, and override recorded and exportable When an external auditor asks why a claim was approved, the reason is already recorded against it. - Each Smart Audit decision stores the outcome, the reasons it gave, and who overrode it, if anyone did - The trail is searchable inside Capture Expense and exportable for external audit - Escalated claims arrive at the approver with the reasons attached, so the human decision is recorded against the same evidence ### Out-of-policy claims stopped before and after submission Policy controls catch problems while an employee drafts a claim, and Smart Audit checks every line again at submission. - Set each policy rule as a warning or a mandatory stop by role, team, location, and category - A mandatory stop blocks submission until the employee fixes the claim - Smart Audit rejects or escalates any submitted line that breaks an audit rule, including duplicates and VAT reclaim issues - Controls apply to every entry method, so a claim built on mobile is checked the same way as one built on desktop ### How Smart Audit decides - **Decision engine with written reasons:** Approves, rejects, or escalates every line and states why, using your policies, alerts and the claimant's history. - **Altered and AI-generated receipt detection:** Reads each receipt image for signs of editing or generation and treats a suspect receipt as a fraud signal, not a pass. - **Context-aware review:** Combines receipt data, expense details, approval history, and VAT rules in one decision, so a claim is judged against that person's past spending in the same category, not a flat limit. ### Questions **How does Smart Audit work?** Smart Audit reads every submitted expense line and decides whether to approve, reject or escalate it at the point of submission. It checks the receipt, the expense details, the claimant's approval history, VAT rules and your written policy together. Finance sets the rules in plain English in the auditor settings, such as "Receipts are required for any category over £100", and scopes them by location, department, role, or category. Each decision is stored with its reasons. **Can AI automatically approve or reject expense claims in Capture Expense?** Yes. Smart Audit auto-approves low-value, in-policy, receipt-matched claims and auto-rejects claims that break a rule you have written, for example software subscriptions with no receipt. You choose where it runs: at submission, before the line manager, or as the final pre-approval check. Insights-only mode lets it record decisions without acting until you are satisfied with them. **What happens if Smart Audit gets a decision wrong?** An approver can override any Smart Audit decision. The override is logged with the original decision and its reasons, so the audit trail shows both. Insights-only mode lets you compare its decisions with your approvers' on live claims before switching it on. **Can Smart Audit detect altered, fake or AI-generated receipts?** Yes. Receipt images are checked for signs of alteration or generation, and a suspect receipt is treated as a fraud signal. Duplicates are detected across users and entities, and each claim is weighed against the claimant's past spending. **Does Smart Audit replace our approvers?** No. Smart Audit does the routine checking; your approvers keep the judgement. You decide which claims are approved automatically, and which always go to a named person, and a rule like "Alcohol expenses require manual approval" guarantees a human sees that line. Approvers receive fewer claims, each with the reasons for escalation already written. **How is our expense data secured in Capture Expense?** Capture Expense is hosted in the UK on Azure, and holds Cyber Essentials, ICO registration, and more. Your data is never used to train public AI models. Full details are on the security page. ## Expense Policy Enforcement Software URL: https://captureexpense.com/expense-policy-enforcement/ 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. Key benefits: - **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 ### 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. ### 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. ### 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. ### 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. ### 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. ### Questions **Does Capture Expense warn employees before they submit a non-compliant expense?** Yes. Every claim is checked against your expense policy the moment it's entered, and a breach triggers an on-screen warning naming the rule, before the claim is submitted. **Can we set per-category spend limits?** Yes. Spend limits, category rules, and approval thresholds can each be configured independently by department, role, seniority, individual, or expense type. **Do employees see the policy, or just the warning?** Both. Your expense policies are hosted in-app so people can check the rule before they claim, and the same rule triggers the warning if they submit outside it. **Can we change limits without involving IT?** Yes. Policy configuration is managed by finance or HR administrators directly in the platform, no development or IT support needed. **Does this work for multi-entity or multi-country organisations?** Yes. Policies can be scoped by entity, region, or currency, so a UK subsistence limit and an international travel limit can run under the same account without conflicting. **What happens if an employee overrides a warning and submits anyway?** The claim still gets submitted, but it's flagged for the approver with the specific rule breached, so nothing out-of-policy reaches payment without an approver actively signing off on it. **How is a duplicate claim identified?** By matching receipt data, amount, date, and merchant against existing submissions; a match alerts both employee and approver before payment. **Does policy enforcement slow down approval?** No. Warnings and flags surface at submission, so corrections happen before a claim reaches an approver, which shortens the cycle rather than lengthening it. **How does this work with our approval process?** Expense policy enforcement software works alongside approval routing, not instead of it. A claim can be flagged for a policy breach and still move through your approval workflow for a decision. See our approval workflow feature page for how routing and escalation are configured. ## Finance Copilot URL: https://captureexpense.com/finance-copilot/ Finance Copilot is the natural-language AI reporting assistant in Capture Expense. Ask about company spend and get a chart, table, and summary back without building a report or exporting to Excel. Key benefits: - **Reports without building reports.** Get a table and chart you can share or schedule from one question. - **Variance and trend analysis on request.** Ask for a comparison between periods and get the figures back in a table. - **Read-only access scoped to each user.** Every question runs as a read-only query against isolated reporting data. ### Ask the question you would otherwise build a report for Most finance systems need a new report or an Excel export for every question. Finance Copilot answers the question directly. - Ask in plain English - Get a chart, a table, and a written summary in one response - Share the result or schedule it to repeat, for example monthly - Follow up in the same thread: "Compare with Q1", "By department" ### Investigate a variance without an export Ask Finance Copilot to compare two periods and investigate the variance without exporting to Excel. - Variance analysis between periods, departments, or users, on request - Trend analysis across quarters or years - Questions about exceptions and risks in your spend ### Ask from Teams or from the web app Finance Copilot runs inside Microsoft Teams as well as the Capture Expense web app. - Same scoping and read-only access in Teams as in the web app - Suits IT teams running managed devices - Your finance team gets answers in the tool they already have open ### Read-only access you can switch off per user Each question is converted into a controlled query against read-only reporting data isolated to your organisation and your user, with restricted database users behind it. - Per-organisation and per-user data isolation - Thin interface: your input becomes a query and only the result comes back - Product data is never used to train public models - Administrators can disable conversational services for a person instantly, for example when a device is lost ### Questions **What is Finance Copilot?** Finance Copilot is the natural-language reporting assistant in Capture Expense. It turns a plain-English question about company spend into a read-only query and returns a chart, table, and summary. You can ask in the web app or Microsoft Teams. **Does Finance Copilot work inside Microsoft Teams?** Yes. Finance Copilot runs inside Microsoft Teams with the same read-only access as the web app. The Teams deployment suits IT teams running managed devices. **Can I generate expense reports by asking questions in plain English?** Yes. Ask a question such as "new vendors added this quarter" and Finance Copilot returns a table and chart without a report template. Follow-up questions run in the same thread. Scheduled PDFs and audit exports stay available in Reporting and insights. **Is Capture Expense's Finance Copilot GDPR compliant?** Yes. Questions run as read-only queries against reporting data isolated to your organisation and user. Restricted database users sit behind them. View our full security approach here. **Is our expense data used to train public AI models?** No. Capture Expense doesn't pass your data to open models for training. Only the result of each query is shown to you. **How long does Finance Copilot take to implement, and can we turn it off?** Finance Copilot can be switched off for the whole organisation or a single user at any time, and it needs no separate implementation because it runs inside the web app and Microsoft Teams you already use, reading reporting data already there. Smart Audit can run in insights-only mode or be disabled, and AI category suggestions can always be overridden. ## Business Mileage Tracking Software URL: https://captureexpense.com/vehicle-mileage/ Calculate every journey from postcodes and pay each mile at the right HMRC or Revenue rate. Check licence, MOT, road tax, and insurance before any claim is paid. Key benefits: - **Distance calculated from postcodes, not estimates.** Each claim's distance comes from the mapped route rather than a figure the driver types in, always calculating the fastest route. - **Rates banded on each driver's tax-year total.** The 10,000-mile threshold is tracked on each driver's cumulative total, so the drop to the lower rate lands on the right mile without a spreadsheet lookup. - **4 duty-of-care checks before any mileage is paid.** Driving licence, MOT, road tax, and insurance are checked before approval, with optional Driver and Vehicle Licensing Agency (DVLA) checks. ### Mileage calculated from a route you can adjust on a map Drivers enter two postcodes or pick a favourite place, then adjust the mapped route before they submit. - Postcodes or saved favourite places mark the start and end of each journey - Waypoints and stops appear on a map and can be adjusted before submission - Shortest-route option, so the distance paid is the defensible one - Home and office locations with one-way or two-way commute deduction - Favourite journeys for repeat routes ### Every mile paid at the right HMRC or Revenue band The rate comes from the vehicle record and each mile's band follows the driver's cumulative total for the tax year, the point a manual tracker is easiest to get wrong. - UK HMRC-approved rates and Irish Revenue civil service rates are provided as standard - Company and private vehicles, with fuel type and engine size on the vehicle record - Cumulative banding per driver, so each mile past 10,000 is paid at the lower rate - Rate records include a currency and an effective-from date, so a rate change takes effect from the correct day - Rates can differ by country for organisations operating in both the UK and Ireland ### CO2 recorded for every journey and totalled for the tax year Each mileage line carries a CO2 figure based on Department for Environment, Food and Rural Affairs (DEFRA) emission factors for the vehicle and fuel type, so environmental, social, and governance (ESG) reporting on travel draws on the same data as the reimbursement. - Per-journey CO2 by vehicle type and fuel - Running total for the tax year - DEFRA emission factors also cover flights, hotels and public transport - Carbon reporting sits in Reporting and insights, alongside the spend reports ### Claim mileage by chat, web, or mobile and link it to the trip Capture Expense works as an app to track business mileage on web and mobile, and with User Copilot drivers can raise a claim by saying where they drove. - Raise mileage by chat, web or mobile - Link the journey to a Trip, so the mileage sits against the trip's budget and purpose - Departure and return times populate subsistence bands for the same day - Mileage runs through the same approval routing and policy alerts as every other expense - Every claim lands in the same expense management system, so there's no separate mileage tool to reconcile ### Questions **How long does it take to set up?** Capture Expense can be set up and ready to use in days. The typical rollout for most organisations is 4 to 6 weeks with a named lead on the Business and Enterprise plans. Mileage set-up covers vehicles and rates, home and office locations, and duty-of-care rules. **How much does business mileage tracking cost?** Capture Expense is priced per active user, meaning anyone who submits or approves at least one expense in a month. Duty of care, commute deduction and mileage banding are included from the Business plan, and prices exclude VAT. See pricing. **How is mileage and location data kept secure?** Journey data is stored against each claim with a timestamped audit trail, encrypted in transit and at rest, and visible only to the roles you assign, from claimant and approver to a read-only auditor. Microsoft Entra ID SSO and MFA are included from the Business plan. **How does Capture Expense calculate business mileage?** From start and end postcodes or saved places. Drivers can add waypoints and use a shortest-route option, then adjust the mapped route before submitting. Commute miles are deducted one way or two way according to your policy. **Does Capture Expense apply HMRC and Revenue mileage rates automatically?** Yes. UK HMRC-approved rates and Irish Revenue civil service rates are provided, with 10,000-mile banding on each driver's cumulative tax-year total. Each rate record carries a currency and an effective-from date, and vehicle rates can differ by country. **Is Capture Expense's business mileage tracker HMRC compliant?** Yes, for the rates and banding. Capture Expense applies HMRC's approved mileage allowance payment rates with cumulative 10,000-mile banding and keeps the route evidence on each claim. Your organisation still needs a mileage policy that matches how you pay. **What duty-of-care checks run before mileage is paid?** Four: driving licence, MOT, road tax and insurance. Each can be set to Required or Show Warning, and optional DVLA checks cover licence, MOT and insurance. **How do drivers submit mileage claims?** On web or mobile, or by chat through User Copilot on WhatsApp, Teams or Slack by saying where they drove. User Copilot is included in the Enterprise plan. ## Expense Approval Software URL: https://captureexpense.com/expense-approval-workflows/ Claims move through the right people automatically and get approved from wherever they are, expense approval software built to fit the way your teams already work. Key benefits: - **Nothing gets stuck.** Delegation and mobile approval mean claims keep moving even when an approver's away. - **People step in only where it counts.** AI-driven value-based routing auto-approves low-risk claims and escalates the rest. - **Approve from anywhere.** Act on claims from the app, an email, or the User Copilot, without opening a laptop. ### Multi-level and tiered approval workflows Most expense claims need more than one sign-off, so our expense approval software custom multi-level workflows move a claim through as many stages as your policy needs. - Build workflows by team, role, or region: a sales team's approval chain doesn't have to match finance’s. - Add as many tiers as you need, all sitting in the same workflow. - Each stage can go to a named approver that always follows the claimant's current manager. - Edit a workflow any time with changes applying straightaway to every team it's assigned to, no rebuild required. - Centralised approval across linked organisations, for groups running more than one legal entity. ### Value-based and line-manager approval routing Not every claim needs the same scrutiny, so Smart Audit, our AI-driven auditor, checks claims against your rules and routes them accordingly - Set thresholds by value: claims under a set amount with a receipt can auto-approve, cutting the queue for routine, low-value spend. - Route by line manager first, with finance added as a second stage for oversight. - Anything Smart Audit can't resolve on its own passes into your existing approval process, rather than getting stuck. ### Director-level approval thresholds Set a value threshold on any approval flow, and claims above it route to the next tier automatically, typically a director or senior finance approver. - Works well for organisations with a handful of high-value claims each month, sitting alongside a high volume of routine expenses. - No one needs to manually reassign a claim once the threshold's set. ### Delegate approval authority during holiday cover Approvers set an out-of-office period and delegate their approvals to another named approver, so claims don't stall until they're back. - Delegation is set by the approver themselves, for a defined date range. - Delegated approvals show up in the delegate's own approval queue, not as a separate inbox to check. - Longer-term cover, such as parental leave or a secondment, is better handled by overriding the approval flow at team or individual level. ### Approve anywhere, with the context you need Approvers get full visibility of pending claims and can approve or reject from anywhere (mobile, web, Teams, WhatsApp, or the User Copilot) with receipts, alerts, history, and Smart Audit reasons sitting right next to every line. - Approve, reject with a reason, send a claim back to the claimant, or send a reminder, individually or several at once. - Auditors get their own read-only role, so they can see everything without being able to approve or edit a thing. - Audit exports carry a timestamp for each stage, so measuring cycle times and spotting bottlenecks is far more straightforward. ### Act from email, the User Copilot, or Teams, not just a laptop Approvers picking expense approval software often ask whether they'll need to log in constantly to stay on top of it; with Capture Expense, they don't. - Get an instant alert the moment a claim needs your input, or set your own digest (hourly, daily, weekly, or monthly) so you're not notified line by line. - Approvers act on claims from the app, an email, or the User Copilot, without opening a laptop. - Copilot messages in Teams or WhatsApp link straight through to the claim that needs a decision. ### Questions **Can we set up multi-level approval workflows?** Yes. Workflows can include multiple tiers, such as auditor, line manager, finance, and director, configured by team, role, or region. **How do I choose the right expense approval software for my organisation?** It's worth thinking about how your approval chains actually work day to day: how many tiers you need, whether thresholds should escalate automatically, and how much you want approvers to handle from their phone versus a desktop. Capture Expense is built to flex around those choices rather than force you into one fixed setup. **What happens to approvals when an approver is on holiday?** The approver sets an out-of-office period and delegates their approvals to a named colleague for that time, so claims route to the delegate instead of waiting. **Can approval thresholds escalate to a director automatically?** Yes. Value-based thresholds route claims above a set amount to the next approval tier, such as a director, without manual reassignment. **Can managers approve expenses from their phone?** Yes. The Capture Expense mobile app lets managers review and approve or reject claims from any location, with push notifications when a claim needs a decision. **Can approval notifications go to email or the User Copilot?** Yes. Approvers can act on claims from the app, an email, or the User Copilot, and each approver can set their own notification cadence: hourly, daily, weekly, or monthly. **What happens when a manager changes?** Nothing you need to rebuild. Update the line manager on the person's profile (or let it come through from your HR or payroll system) and every Line Manager stage follows automatically. **Can a category route to a different approver?** Yes. Give a category its own Approval Record and it overrides the claimant's normal workflow for that line only. **How does this work with our spend policy?** Approval routing works alongside policy enforcement, not instead of it. Claims that breach your spend policy can be flagged or blocked before they reach an approver at all. See our policy enforcement feature page for how those rules are configured. **Do approvers need training to use this?** No separate training is typically needed. Approvers work from the same app, email, or User Copilot notifications they already use, and the routing logic runs quietly in the background. **What if I don't want AI automatically approving or escalating claims?** That's fine: Smart Audit is optional, and you're in control of how much it does. You can turn off auto-approval altogether and have every claim go to a person, or run Smart Audit in insights-only mode first, where it shows you what it would have decided without actually approving or escalating anything. ## Reporting and insights: ask the question, get the answer URL: https://captureexpense.com/reporting-and-insights/ Finance teams analyse spend through a full report suite and by asking questions in everyday language. Dynamic reporting, organisation-wide analysis, exception and variance detection, and management information you can share. Key benefits: - **Natural-language reporting.** Ask in plain English and get charts, tables and summaries in seconds, without building a report. - **A full report suite.** Search, filter and export any view. Schedule PDF reports weekly or monthly to the people who need them. - **Controlled visibility.** Line managers see their teams, finance sees the organisation, auditors see everything read-only. ### Dynamic reporting without the report builder Top spend by user, travel by department, claims over £500, pending approvals with value, new vendors this quarter, a breakdown of entertainment by month. Ask, refine, share. The copilot returns live data with charts and tables and can schedule the answer as a recurring report. - Popular prompts to get started, follow-up questions to dig in - Variance, trend, exception and unusual-spend analysis - Export to Excel, share in Teams or schedule monthly ### See where the money goes, and where it is leaking Dashboards for spend, approvals and activity give finance and budget holders real-time visibility of spending patterns and exceptions. Approval audit exports quantify cycle times and bottlenecks, and duplicate reports catch what would otherwise be paid twice. - Organisation-wide analysis with entity, department and tag breakdowns - Approval audit: time to submit, time to approve, first-pass rates - Duplicate report with auto-merge at user and organisation level ### Audit-ready at every stage Audit exports are available at approval, accounting and archive stages with full detail and history. A dedicated read-only Auditor role gives external auditors what they need without access to anything else. Export history lets you re-export the same data in a different format, or revert and retry. - Audit export at approval, accounting and archive - Auditor role for third-party statutory auditing - VAT export, standard format and custom CSV formats ### Emissions calculated for every relevant expense Carbon tracking uses the DEFRA methodology to calculate emissions for mileage by vehicle and fuel type, flights, hotel stays and public transport, at the transaction level with no setup. Monthly, quarterly and annual summaries support TCFD, CSRD and voluntary reporting. - Out-of-the-box factors for hotels, flights, travel and mileage - Summary and detailed reports on demand - Developed with PLCs and charities that report today ### Everything in reporting and insights - **Report suite:** Search, filter, sort and export any list or summary. - **Report scheduling:** Automated PDF reports weekly or monthly. - **Audit exports:** At approval, accounting and archive stages. - **Auditor role:** Read-only access to all company data for statutory audit. - **Carbon reporting:** Scope 3 travel emissions using DEFRA factors. - **Banking view:** Real-time spend tracking across corporate accounts. ### Questions **Who can see what in the reporting?** Access is controlled by role and organisation. Claimants see their own data, line managers their teams, finance the organisation, and auditors everything read-only. The Finance Copilot runs against isolated, read-only reporting data scoped to the user and organisation. **Can we get reports without logging in?** Yes. Schedule PDF reports weekly or monthly to any recipients, and the Finance Copilot can schedule an answer as a recurring report in Teams or email. **How current is the data?** Operational reports are live. The copilot's reporting data is refreshed hourly from a dedicated snapshot, which keeps the main application fast and the analysis isolated. ## Expense Management Integrations URL: https://captureexpense.com/integrations/ Expense management integrations that sync your data to exactly where it belongs (accounting, payroll, HR, and more) through native sync, file export, or API, whichever fits your systems. Key benefits: - **Zero re-keying.** Approved claims post straight into your ledger, already coded and VAT-checked by AI, and ready to reconcile. - **Your choice of connection.** Pick native sync, a file export, or the API, whatever matches how your finance team already works. - **Nominal codes, mapped once.** Map a category to its nominal code once, and every claim is coded automatically from then on. ### Does Capture Expense connect to Xero? Yes, Xero connects natively, with zero manual import needed. - Claims post as coded transactions on approval. - Nominal codes, cost centres, and tracking categories map automatically. - VAT is handled correctly line by line. - Reconciled expenses appear in Xero the same day a claim is approved. - Validation errors get surfaced in Capture Expense, so you fix and re-export rather than chase them in your ledger. ### Does Capture Expense connect to QuickBooks? QuickBooks Online connects natively, through the same zero-manual-import connection as Xero, Business Central, NetSuite, SAP Business ByDesign, and iplicit. - Claims post as coded transactions on approval. - Categories are mapped automatically to the correct nominal codes. - VAT flagged line by line by AI at the point of capture. - Validation errors get surfaced in Capture Expense, so you fix and re-export rather than chase them in your ledger. ### Does Capture Expense connect to Sage? Yes, through a dedicated CSV export built to Sage's expected structure, covering Sage 50, Sage 200, Sage 300, Sage Intacct, and Sage X3. - Nominal codes and cost centres carry into the file automatically. - No manual column-mapping before import. - Suits finance teams whose process already runs on a scheduled file. - The same export library also covers Dynamics F&O and NAV, Unit4, AccountsIQ, Access Financials, Certinia, Exact, Exchequer, Opera, Orderwise, and Xledger. ### Does Capture Expense connect to SAP? Yes. SAP Business ByDesign connects natively; other SAP products (Business One, ECC, and S/4HANA) are supported through the CSV export library. - Native connection: claims post as coded transactions on approval, with nominal codes and VAT handled line by line. - File export connection: nominal codes and cost centres carry into the file automatically, with no manual column-mapping before import. ### Which UK payroll systems does Capture Expense integrate with? Keep users, departments, line managers, and cost centres aligned with your HR or payroll system, and pay approved expenses directly alongside salary. - Cintra People Payroll: CSV export plus people/payroll sync. - Zellis / Zellis HR: CSV export plus people/payroll sync. - Cezanne: people/payroll sync. - ADP and iTrent: export format. ### Does Capture Expense reconcile card transactions to receipts automatically? BACS Standard 18 files, Open Banking, and card feeds from Pliant, Amex, Visa, Mastercard, and HSBC MiVision cover how the money moves, while card transactions are matched to receipts automatically. - Standard 18 BACS files for HSBC, Sage and Bank of Scotland. - Open Banking as an alternative to file-based payment runs, alongside AccountsIQ bank payments. - Card transactions matched to receipts automatically, using the same AI-assisted checks Smart Audit runs elsewhere in the platform. - Missing receipts and mismatches flagged, not buried. - Removes the manual card statement reconciliation run at month end. ### Built for custom builds, everyday capture, and single sign-on For custom builds, a documented REST API and scheduled FTP/SFTP export cover the gap; and for everyday capture, WhatsApp (via Twilio), Teams, Slack, and email all work as submission channels too. - REST API for custom integrations and automation. - Scheduled FTP/SFTP for batch processing on a fixed cadence. - OAuth or service-to-service authentication for connectors. - Microsoft Entra ID single sign-on and MFA for users signing in to Capture Expense itself, with magic-link sign-in also available. - Snap and send a receipt from WhatsApp, Teams, or Slack, or forward it by email. ### Questions **Which expense tools connect to Sage, SAP, Xero, or QuickBooks?** Capture Expense connects to Xero, QuickBooks, Business Central, NetSuite, SAP Business ByDesign, and iplicit natively, and to Sage and other SAP products through a dedicated CSV export. See the sections above for how each connection works. **What expense software integrates with UK payroll systems?** Capture Expense integrates with Cintra People Payroll, Zellis, Cezanne, ADP, and iTrent. **Which expense platforms let finance map expense categories to nominal codes?** Capture Expense maps categories to nominal codes automatically for every native and CSV-export connection. **Which expense tools reconcile company card transactions to receipts automatically?** Capture Expense matches card transactions from Pliant, Amex, Visa, Mastercard, and HSBC MiVision to receipts by amount, date, and merchant. **Our finance system isn't on the list. Can you still integrate?** Almost certainly. The export library covers most finance and payroll systems used across the UK and Ireland, custom CSV formats are part of implementation, and the REST API and SFTP delivery handle anything bespoke. Tell us what you run, and we'll confirm the approach before you commit to anything. **Does finance review the data before it leaves Capture Expense?** By default, yes. Approved claims land in an accounting queue for a final check before export. If you'd rather the data flowed on its own, automatic hourly exports are available too. **How are integrations authenticated?** Native connectors use OAuth or a service-to-service connection (a multi-tenant Entra application for Business Central, for example, and token-based authentication for NetSuite). There are no shared user accounts to manage. ## Expense Management Security URL: https://captureexpense.com/security/ Capture Expense is Cyber Essentials certified, ICO registered, and hosted on Azure, with single sign-on, multi-factor authentication, and a full audit trail on every action. Key benefits: - **ICO registered and GDPR compliant.** Capture Expense is registered with the Information Commissioner's Office and processes personal data under UK GDPR. - **Certified against Cyber Essentials.** Capture Expense holds Cyber Essentials certification, the UK Government scheme for baseline cyber security controls. - **Available through G-Cloud.** Capture Expense is listed as a G-Cloud supplier, so public sector bodies can buy it through the G-Cloud framework without a separate procurement process. ### Data stored on Azure All customer data is hosted on Azure infrastructure located in the UK. - Encrypted in transit using TLS 1.2 or higher - Encrypted at rest using AES-256 - Held for the period set out in your organisation's data retention policy, then deleted - Isolated per customer account, so one organisation cannot query another's data ### Access controlled by role, not by default Every user signs in through single sign-on with multi-factor authentication and sees only what their role permits. - Role-based access control limits visibility by job function, not by request - Lost device control lets an admin revoke access to a stolen or misplaced phone from the console - Full audit trail records every login, edit, and approval, with a timestamp and user ID attached ### Backed up, tested, and ready for audit Platform data is backed up on a schedule, with a continuity plan for outages. - Backups run on a fixed schedule, with continuity plans covering platform outage - Continuous security testing checks for new vulnerabilities on an ongoing basis, not once a year - Statutory audit support gives your auditor the trail they need, in the format they need it - VAT ready records keep receipts and mileage claims in a format your VAT return and HMRC can use directly ### Read only, controlled AI access ### What protects your data every day - **Single sign-on and MFA:** - **Role-based access:** - **Data isolation:** - **Controlled AI access:** - **Lost device control:** - **Full audit trails:** - **Human approval retained:** - **Backups and continuity:** - **Continuous security testing:** ### Questions **Is Capture Expense GDPR compliant?** Yes. Capture Expense is registered with the ICO and processes personal data under UK GDPR. A data processing agreement is available on request. **Where is data stored?** All data is hosted on Azure. It is not stored or processed outside the UK. **How is receipt data protected?** Receipt images and the data extracted from them are encrypted in transit with TLS 1.2 or higher and at rest with AES-256. Access is limited by role, and every view or edit is recorded in the audit trail. **Does Capture Expense support DVLA checks?** Yes. The platform supports DVLA checks for employees claiming business mileage in their own vehicle. **What happens if an employee loses their device?** An admin can revoke access to a lost or stolen device from the admin console. Access is cut off immediately, without waiting for IT to reissue a phone. **Is Capture Expense suitable for public sector buyers?** Yes. Capture Expense is a registered G-Cloud 15 supplier, so public sector bodies can buy it through the G-Cloud framework. **Does Capture Expense support statutory audits?** Yes. The platform provides statutory audit support, giving auditors direct access to the audit trail and underlying records. **Are VAT records kept in a usable format?** Yes. Every receipt and mileage claim is stored as a VAT ready record, in a format your finance team and HMRC can use without reformatting. **What happens to our data if we leave?** You can export everything, including receipts and the full audit history, at any time. On termination your data is deleted in line with our retention policy and contract. **Can we complete a security questionnaire?** Yes. We regularly complete customer due diligence questionnaires and have supported tenders for public sector, legal, and financial services organisations. Ask your account manager or sales contact. ## Employee Expenses Mobile App URL: https://captureexpense.com/mobile-app/ There are no mobile restrictions in Capture Expense. Our employee expenses app gives spenders, approvers, and admins everything the desktop offers on iOS and Android, with no reduced version. Key benefits: - **Capture expenses on the go.** Scan receipts in real time, upload files, or add a manual expense in a few taps. - **Approvals handled straight from notification.** Approvers decide on claims from their phone, so approvals don’t wait for a laptop. - **Secure sign-in on every device.** Single sign-on (SSO) and multi-factor authentication (MFA), with device-level control if a phone is lost. ### Receipt details completed before the phone is back in a pocket Real-time OCR reads the date, supplier, and amount from a photo and suggests the category. - AI category suggestions, so coding happens at the point of spend - Multi-page capture, so a long invoice becomes one expense - File upload and manual expenses in a few taps - Split bills, favourites, and declarations from the same screen - Drafts save automatically and a reminder arrives before month end ### Mileage calculated with the commute already deducted Start a journey from wherever you are, a saved place, or from a postcode. The app calculates the distance with waypoints and the vehicle rate applied. - Start point from current location, saved places, or postcode - Waypoints for multi-stop journeys - Commute deduction built into the distance calculation - Vehicle rates held in the app and applied to the distance ### Approvers see the whole claim before they decide A push notification or bundled digest opens the claim itself, with receipts, in-line alerts, duplicate warnings, Smart Audit reasons and the full claim history on one screen. - Approve, reject with a reason, or send the spender a reminder - Duplicate warnings and policy alerts shown in line, not in a separate report - Out-of-office delegation, so claims keep moving while an approver is on leave - Copilot approvals inside Microsoft Teams and WhatsApp for approvers who work from chat - Claim history shown alongside each decision ### Single sign-on, MFA, and lost-device control Sign in with native Microsoft Entra ID SSO and MFA or with a magic link. Admins can cut off a lost phone at device level. - Native Microsoft Entra ID SSO and MFA - Magic link sign-in - Universal links, so every email or push notification opens the right screen in the app - Device-level control if a phone is lost ### Hours, card matching, and pre-approval in one app Service teams record weekly hours against cost codes, cardholders match receipts to card lines and spenders raise pre-approval requests or read the policy without leaving the app. - Weekly timesheets with cost codes, descriptions, start and end times and calculated hours - Card transactions matched to receipts, with coding completed on the phone - Pre-approval requests raised before the money is spent - Company policy documents and enter-on-behalf in the app menu - Multi-language interface ### Three places AI does the work in the app and chat - **Category suggestion when you scan:** OCR reads the receipt and suggests the category, so the spender confirms rather than codes. - **Smart Audit checks every claim:** Approvers see why a claim was flagged, in plain text, next to the receipt it refers to. - **Copilot approvals in Teams and WhatsApp:** Approvers who work from chat can approve or reject claims in Teams or WhatsApp. ### Questions **How long does it take to roll out the employee expenses app?** Rollout has three steps: connect sign-in, install the app and submit the first claim. **Is the employee expenses app secure?** Yes. The app supports native Microsoft Entra ID single sign-on with MFA, magic link sign-in and device-level control if a phone is lost. **Which devices does the employee expenses app support?** Native apps for iOS and Android, plus the web app in any modern browser on Windows, Mac, Android and iOS. Spenders, approvers and admins get the same features on every platform. **Can the app scan receipts and fill in the details?** Yes. Real-time OCR reads the date, supplier and amount from a photo and suggests a category. It also captures multi-page documents as one expense. **How are mileage claims created on mobile?** Start a journey from your current location, a saved place or a postcode and add waypoints. The app calculates the distance, deducts the commute and applies the vehicle rate. **Can managers approve expenses without a laptop?** Yes. A push notification opens the full claim with receipts, alerts and Smart Audit reasons. Approvers can approve, reject with a reason or send a reminder from the app or from Microsoft Teams or WhatsApp. **Does the app handle timesheets, card receipts and pre-approvals?** Yes. Record weekly timesheets against cost codes, match card transactions to receipts, raise pre-approval requests and read company policies in the same app. ## User Copilot URL: https://captureexpense.com/user-copilot/ User Copilot is the Capture Expense assistant that lets employees submit receipts, raise mileage, and check claims in WhatsApp, Microsoft Teams, or Slack. There's nothing new to download or learn. Key benefits: - **Built into apps your team already use.** Receipts and mileage are submitted in WhatsApp, Microsoft Teams, or Slack with nothing new to download or learn. - **Claims arrive with all the details needed.** Category and VAT are read from the receipt, and mileage is calculated from the actual route at your policy rate. - **Access set per person for total control.** Administrators enable each user on each channel, and can disable access the moment a phone is reported lost. ### Snap a photo, send to chat, done A receipt sent on WhatsApp, Teams, or Slack is read in real time and returns as a draft expense. - The reply shows the expense created, the suggested category, and the VAT identified on the receipt - Prompts request only what is missing, such as corporate card or reimbursement - Match the receipt to a corporate card transaction within the same conversation - Reply to change how the expense is processed, for example switching it to reimbursement - Works in any language, by voice or text ### Mileage from one sentence, at your policy rate Type or say where you drove and the copilot creates the claim with distance calculated from the fastest route. - Start, end, and waypoints from home, office, postcodes, or saved places - Commute deducted where your policy specifies it - HMRC and Revenue rates and banding applied automatically - Real-time confirmation with a link to the draft claim ### Approve claims without opening a separate app Employees ask what is outstanding, paid or still in draft; managers ask what their team has submitted, and approve or query it in the same thread. - Employees can ask what is outstanding, paid or still in draft and get an instant answer without opening the app - Managers see and approve their team's claims within chat - Notifications for approvals needed, approved, or rejected arrive in the same channel ### Switch off chat access for one person instantly WhatsApp runs with administrator control per user, so field teams can use WhatsApp while office staff remain on Teams or Slack on managed devices. - Enable per user and per channel - Disable conversational services for one person instantly, for example when a device is lost - Your data is never used to train public AI models - Every message becomes a controlled query scoped to your organisation and that user; only the result returns - Microsoft Teams and Slack cover managed devices so WhatsApp isn't needed on a work phone ### Every chat claim lands in the web and mobile apps Everything created in chat appears in the web and mobile apps, and anything raised in the apps appears in chat, so the User Copilot is an additional route in rather than a separate system. - Claims raised in chat land in Draft expenses with the same fields: type, category, VAT, amount - Split, edit, or add notes in the app if the chat version needs more - The claim reaches the approver by the same route regardless of whether it started in WhatsApp, Teams, Slack, email, or the app ### What the AI does with each message - **Reads the receipt and suggests the category and VAT:** The employee confirms the suggestions instead of typing them. - **Turns a journey description into a costed mileage claim:** Postcodes, saved places, and waypoints are understood in a single sentence. - **Answers in any language by voice or text:** Each request runs as a query limited to your organisation and user. ### Questions **Do employees need to install anything to use User Copilot?** No. Employees use WhatsApp, Microsoft Teams, or Slack, which they already have. Organisations with managed devices can use Teams and Slack only so WhatsApp isn't needed on a work phone. **Can I match a receipt to a corporate card transaction in chat?** Yes. You can match the receipt to a corporate card transaction in the same conversation and change how the expense is processed if needed. **Can managers approve expenses in WhatsApp, Slack, or Teams?** Yes. Managers can review, approve, or query claims directly in chat, with notifications and deep links to the right screen in the app. **Can employees check the status of their expenses in chat?** Yes. They can ask what’s in draft, outstanding, or paid and get an instant, scoped reply. **Do chat-submitted claims appear in the web and mobile apps?** Yes. Everything created in chat lands in Draft expenses with the same fields and follows the same approval route, and you can edit, split, or add notes in the app. **How is access to WhatsApp, Teams, and Slack controlled?** Administrators enable User Copilot per user and per channel and can disable one person's access instantly if a device is lost. WhatsApp runs with the same per-user control. **Is our expense data used to train public AI models?** No. Your data is never used to train public AI models. Each message becomes a controlled query scoped to your organisation and user and only the result comes back. ## Expense Management Software for Ireland URL: https://captureexpense.com/ireland/ Capture Expense is expense management software for Irish organisations with Revenue's Enhanced Reporting Requirements (ERR) built in. Subsistence by journey hours and civil service mileage rates with cumulative kilometre banding are applied for you. Key benefits: - **Subsistence by journey hours.** Bands for under 5, 5 to 10, and over 10 hours, plus overnight rates, calculated from departure and return times. - **Civil service mileage rates.** Revenue rates by engine size with cumulative kilometre banding applied automatically. - **ERR output for Revenue.** Reports and JSON output that match Revenue’s categories and descriptions, ready for submission. ### Compliance from the expenses you already process ERR requires employers to report travel and subsistence, the remote working daily allowance and small benefit exemptions to Revenue in real time. Capture Expense already holds the journey hours, rate and category for each claim so the report is ready when you need it. - Categories and expense groups mapped to Revenue descriptions - Journey hours, applied rate, and cost captured per employee - JSON output and reports for submission ### Subsistence rates set once and applied to every claim Add rate bands once and link categories such as meals and accommodation so every claim applies the right band. When a claim for meals and mileage falls on the same day the journey hours fill both so the bands stay consistent. - Domestic and international rates - Location-based rates for cities and countries - Alerts when a claim exceeds the applicable rate ### Travel controlled before it’s booked Trips adds pre-approval, per-trip budgets and route visibility so Irish organisations get spend control and ERR compliance in one workflow. - Pre-approval of bookings and expected spend - Time-based spend limits - Expenses linked to the trip to show the full cost of each journey - Mileage from Eircodes and addresses with waypoints ### Local features for Irish organisations - **Euro based currency:** Entities in EUR and GBP side by side, with historical or fixed FX. - **Irish VAT:** VAT codes per category with multiple schemes per entity. - **Irish card programmes:** AIB, Bank of Ireland, and international card feeds, matched to receipts. - **Irish finance systems:** Xero, Sage, Exchequer, iplicit, Business Central, and NetSuite. - **UK and Ireland groups:** Linked organisations for groups operating in both jurisdictions. - **Support that knows Revenue:** Onboarding and support from a team that implements ERR every month. ### Questions **Is Capture Expense compliant with Ireland’s Enhanced Reporting Requirements (ERR)?** Yes. Capture Expense has ERR built in, with Revenue-matched reports and JSON output for travel and subsistence, the remote working daily allowance and small benefit exemptions. Since 1 January 2024 Irish employers must report these payments to Revenue in real time. **How are subsistence rates applied?** Employees enter departure and return times. Capture Expense calculates journey hours, applies the band for under 5, 5 to 10, or over 10 hours by location and shares those hours across every expense on the same day. **Do you support Irish civil service mileage rates and kilometre bands?** Yes. Revenue civil service mileage rates by engine size and cumulative kilometre banding are applied automatically, with shortest journey calculation from Eircodes and addresses. **Can I set domestic, international, and location-based subsistence rates?** Yes. You can set domestic and international rates, add city or country-specific rates, and receive alerts when a claim exceeds the applicable rate. **How does Trips help with control and compliance?** Trips adds pre-approval, per-trip budgets, and time-based limits, with mileage from Eircodes and waypoints. Expenses link to the trip so finance can see the true cost of every journey. **Which Irish finance systems and payroll do you integrate with?** Xero, Sage, Exchequer, iplicit, Business Central, NetSuite, and more for organisations operating in both the UK and Ireland. **What local features are available for Irish organisations?** Euro base currency, Irish VAT codes per category (with multiple schemes), Irish card feeds from AIB and Bank of Ireland matched to receipts, and linked organisations for UK and Ireland groups. **How does Capture Expense produce ERR outputs?** Categories and expense groups map to Revenue descriptions, with journey hours, applied rate, and cost captured per employee. The platform generates Revenue-ready reports and JSON outputs for submission. ## Ireland: Revenue-compliant expenses, travel and subsistence URL: https://captureexpense.com/ireland/ Capture Expense has fully managed Enhanced Reporting Requirements (ERR) for Ireland built in. Subsistence rates are configured by journey hours (for example under 5, 5 to 10 and over 10 hours) and by location; employees enter departure and return times and the platform applies the right band and shares the hours across every expense on the same day. Revenue civil service mileage rates by engine size with cumulative kilometre banding are applied automatically. Reports and JSON output match Revenue categories and descriptions. Trips adds pre-approval, per-trip budgets and route visibility. Euro and sterling entities run side by side, with Irish VAT codes, AIB and Bank of Ireland card feeds, and integrations with Xero, Sage, Exchequer, iplicit, Business Central and NetSuite. ### Ireland questions **What are the Enhanced Reporting Requirements?** Since 1 January 2024, Irish employers must report certain non-taxable payments to Revenue in real time, including travel and subsistence, the remote working daily allowance and the small benefit exemption. Capture Expense produces the required output from the expenses you already process. **How are subsistence rates applied?** Rates are configured by journey hours, for example under 5 hours, 5 to 10 hours and over 10 hours, and by location. Employees enter departure and return times, the platform calculates journey hours and applies the right band, and the hours are shared across every expense on the same day. **Do you support civil service mileage rates?** Yes. Revenue civil service mileage rates by engine size and cumulative kilometre bands are provided and applied automatically, with shortest journey calculation from Eircodes and addresses. **Which Irish finance systems do you integrate with?** Xero, Sage, Exchequer, iplicit, Business Central, NetSuite and more, plus Cintra payroll for organisations operating in both the UK and Ireland. ## Pricing URL: https://captureexpense.com/pricing/ Pricing is per active user: only people who submit or approve an expense in a month are billed. A free 14 day trial includes a pre-configured sample workspace with no credit card required. The Business plan covers corporate card feeds and reconciliation, multi-stage approvals and policy alerts, multi-currency and multi-entity organisations, Xero, QuickBooks and CSV integrations, duty of care, commute and mileage banding, reporting, scheduling and audit exports, Microsoft Entra ID SSO and MFA, and Ireland subsistence and ERR reporting. The Enterprise plan adds Smart Audit and auto-approval, the User Copilot on WhatsApp, Teams and Slack, the Finance Copilot, ERP connectors (Business Central, NetSuite, SAP ByDesign, iplicit), Capture Expense cards powered by Pliant, cash advances, per diems and pre-approval, custom alerts and validation rules, and a dedicated account manager. Sector pricing is available for charities and education. ### Pricing questions **What does "active user" mean?** A person who submits or approves at least one expense in a month. People who claim occasionally cost nothing in the months they do not claim, which is why field teams and casual users are affordable to include. **Is there a set-up fee?** Implementation is scoped with you and depends on integrations, entities and card programmes. A typical rollout takes four to six weeks. Self-service onboarding is included in every plan. **Can we mix plans across entities?** Yes. Each linked organisation can have its own subscription, or you can keep the whole group on one bill. **What support is included?** UK-based support by phone and ticket, a help centre with guides and FAQs, and role-based onboarding emails. Enterprise adds a dedicated account manager and priority response. **Do you offer discounts for charities and education?** Yes. Charities, churches, dioceses, schools and multi-academy trusts are a large part of our customer base. Ask us about sector pricing. ## Security and trust URL: https://captureexpense.com/security/ Cyber Essentials certified. Crown Commercial Service G-Cloud supplier. ICO registered and GDPR compliant. Hosted on Microsoft Azure in UK regions with Tier 3 data centres, 99.95% availability and 24/7 monitoring. Microsoft Entra ID single sign-on and MFA on web and mobile, magic link sign-in, role-based access including a read-only auditor role, organisation and user level data isolation, and AI reporting that runs against isolated, read-only data with restricted database users. Product data is never used to train public models. Administrators can disable conversational services for a user instantly. Full audit trail of submissions, approvals, decisions and exports. ### Security questions **Where is our data stored?** In Microsoft Azure data centres in the United Kingdom. Data is encrypted in transit and at rest. **Can we complete a security questionnaire?** Yes. We regularly complete customer due diligence questionnaires and have supported tenders for public sector, legal and financial services organisations. Ask your account manager or sales contact. **How is AI kept safe?** Product data is only used to serve your organisation. The copilots convert your questions into controlled queries against isolated, read-only reporting data, with a separate restricted database user per organisation and per user. Administrators can switch conversational services off at any time. **What happens to our data if we leave?** You can export everything, including receipts and the full audit history, at any time. On termination your data is deleted in line with our retention policy and contract. ## Why Capture Expense URL: https://captureexpense.com/why-capture-expense/ Seven differentiators: user experience employees actually use; UK and Ireland expertise including ERR; practical AI (receipt extraction, conversational submission, natural-language reporting, Smart Audit); flexible financial controls (approvals, categories, policies, VAT, multi-entity); works with existing finance and card systems; a four to six week implementation compared with eight to twelve weeks typical for enterprise platforms; and power without clutter. Compared with SAP Concur, Capture Expense delivers a simpler user experience, full receipt capture with raw data stored, daily card feeds plus Pliant and Open Banking, AI in production (Smart Audit, Finance Copilot, User Copilot), reporting by asking questions instead of 150 standard reports, mobile and web plus Teams, Slack and WhatsApp, and audit built in rather than a premium third-party service. ## Integrations list - **accounting:** Access Financials, AccountsIQ, Microsoft Dynamics 365 Business Central (native API connector), Certinia, Dynamics 365 Finance and Operations, Dynamics NAV, Exact, Exchequer, iplicit (native API connector), NetSuite (native API connector), Pegasus Opera, Orderwise, QuickBooks Online (native API connector), Sage 200, Sage 300, Sage 50, Sage Intacct, Sage X3, SAP Business One, SAP Business ByDesign (native API connector), SAP ECC and S/4HANA, SunSystems (native API connector), Unit4 Financials by Coda, Xero (native API connector), Xledger - **payroll-hr:** ADP, Cezanne HR, Cintra Payroll and HR (native API connector), Cintra iQ, MHR iTrent, Zellis Payroll and HR - **cards-banking:** American Express, BACS payment files, HSBC MiVision, Mastercard commercial cards, Open Banking, Pliant corporate cards, Visa commercial cards - **messaging:** Receipt forwarding by email, Slack, Microsoft Teams, WhatsApp - **identity:** Microsoft Entra ID, Magic link sign-in - **custom:** Capture Expense API, CSV export library, FTP and SFTP exports ## Solutions by industry and need ### Expense Management for Construction URL: https://captureexpense.com/construction/ Capture Expense is a construction expense management system that codes every site receipt to job, site, and cost code and posts it with the correct VAT. Site teams send a photo on WhatsApp and finance gets a coded claim. ### Questions **What is a construction expense management system?** A construction expense management system codes site spend to the job as it happens. Capture Expense codes every receipt to job, site, and cost code and applies the correct VAT. It also handles mileage, cards, and approvals. **How can site staff submit expenses without an app or company email?** Through WhatsApp or magic link sign-in. Operatives send receipts and mileage from a phone number through WhatsApp, Microsoft Teams, Slack, or the mobile app, and their supervisor approves from a phone. **How are receipts coded and posted for job costing?** Conversational AI reads each receipt and tags it to job, site, and cost code with the correct VAT per line. Default tags can be set per person. Split bills allocate one receipt across several jobs or cost codes. **How does mileage work for site-to-site travel?** Capture Expense calculates the shortest postcode-to-postcode route with waypoints and deducts the normal commute. HMRC rates are applied by vehicle type, including the new 55p rate for cars and vans. Duty of care checks cover driving licence and insurance status. **Can we use company and fuel cards with Capture Expense?** Yes. Company and fuel card transactions are imported and matched to receipts automatically. They post per card scheme with the correct VAT. **Does the system enforce policy before approval?** Yes. Smart Audit checks each claim against spend limits, categories, and project rules to approve, reject, or escalate before a supervisor reviews it. **What reporting and visibility does it provide?** Project spend updates when the receipt lands, with real-time views by site, project, and team. The reporting copilot answers plain-English questions like “spend by project this week” without spreadsheets. **How does Capture Expense integrate with our accounting system?** Claims and card transactions post directly to your ledger with a full audit trail, and Capture Expense offers over 50 pre-built integrations (including Sage 50). **What’s involved in rolling it out to site teams?** Connect your finance system, load jobs, sites, cost codes, and limits, then add site staff by phone number. WhatsApp or magic-link sign-in means nobody needs a company email. **Does it support subsistence, duty of care, and travel emissions?** Subsistence and lodging rates can be set by duration and location with overspend alerts, duty of care checks validate licence and insurance before mileage is paid, and travel emissions are calculated using DEFRA factors. ### Expense Management Software for Field Engineers URL: https://captureexpense.com/field-engineers/ 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. ### 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. ### Expense management software for education URL: https://captureexpense.com/education/ Capture Expense is expense management software for education. It gives staff a simple way to claim and budget holders a clear approval while finance keeps the timestamped records your auditors ask for. ### Questions **Can teachers claim without installing anything?** Yes. Staff send receipts by WhatsApp or Teams or use the web app with magic link sign-in. The mobile app is there for staff who prefer it. **Can we track spend by grant, fund, project, and cost centre?** Yes. Capture Expense allocates every claim to the right grant or project and real-time tracking shows what is coming out of each budget. **Does Capture Expense work as school expense management software for multi-academy trusts?** Yes. Run linked organisations per academy with their own categories, rates, and approvals or one organisation with an academy tag that filters categories and drives exports. Both models support central approval and we help you choose during discovery. **How does Capture Expense support school and college audits?** Every receipt, approval, and export is timestamped, and a read-only auditor role lets your external auditor review records directly. **How are procurement card transactions and VAT handled?** Card transactions are imported, matched to receipts automatically, and posted with the correct VAT treatment, with unreceipted lines chased with the cardholder. ### Capture Expense for Cintra payroll and HR customers URL: https://captureexpense.com/cintra-customers/ Capture Expense is part of the Cintra group and integrates with the Cintra People platform. Approved expenses are paid through payroll, people and departments stay in sync, and employees get one simple way to claim. Problems addressed: - Expense payments keyed into payroll by hand each period - New starters and leavers maintained in two systems - Employees with a different login for every HR tool How Capture Expense helps: - **Paid through payroll.** Approved claims flow into Cintra for the next pay run, with the right pay elements and no rekeying. - **People in sync.** Employees, departments, cost centres and line managers imported and kept aligned. - **One sign-in.** Microsoft Entra ID single sign-on across Capture Expense and the Cintra platform. - **Timesheets that complement payroll.** Project and customer hours for billing, distinct from payroll hours, with the same approvals. - **Standalone when you need it.** Capture Expense remains its own product, so entities without Cintra use exactly the same platform. - **One support relationship.** The Cintra support team is part of the family, so questions land with people who know both products. ### Questions **Do we need Cintra to use Capture Expense?** No. Capture Expense is a standalone product used by organisations on every major payroll and finance system. Cintra customers simply get a deeper, ready-made integration. **How are expenses paid through payroll?** Approved and finance-reviewed claims are exported to Cintra payroll as pay elements for the next run, with a full record of what was paid and when. ## Customer stories ### WBPS: Over £6,000 saved in VAT reclaim: WBPS's success story URL: https://captureexpense.com/customers/wbps/ Critical power services, 130 active users. Discover how Capture Expense streamlined WBPS' expense process, leading to faster approvals, reimbursements and greater efficiency. Results: £6,000+ VAT reclaimed; 151 hours saved every month; 73% less time on expense reports Quote: "We recently switched to Capture Expense, and it has been a game-changer for our expense management processes. The team has been exceptional in ensuring a smooth transition and addressing any issues promptly." (Commercial Finance Manager) ### Gill Group: Digitalising expenses to support Gill Group's six entities URL: https://captureexpense.com/customers/gill-group/ Manufacturing, 30 active users across six UK entities. Learn how Capture Expense digitalised Gill Group's expense management process to support their growing team and save valuable time. Results: 60+ hours saved every year; 5 days saved each month; 100% paperless Quote: "Capture Expense has made my life so much easier! The system is easy to use, the support team are fantastic, and it's saved me so much time." (Caroline Seymour, Payroll Administrator) ### National Education Union: From monthly Excel spreadsheets to a complete expense system URL: https://captureexpense.com/customers/neu/ Education and trade unions. Discover how Capture Expense digitalised NEU's expense management process to support their growing team and save valuable time. Results: 5,377 expenses processed in 15 months ### Greenwoods Legal LLP: Greenwoods put an end to manual expense forms URL: https://captureexpense.com/customers/greenwoods-legal-llp/ Legal. Discover how Capture Expense streamlined Greenwoods' expense process, leading to faster approvals, reimbursements and greater efficiency. Results: 3+ hours saved every week ### Jimmy's Iced Coffee: From 30 hours to minutes: giving Jimmy's Iced Coffee their time back URL: https://captureexpense.com/customers/jimmys-iced-coffee/ Food and drink. Find out how Capture Expense and Pliant helped Jimmy's Iced Coffee replace outdated processes with expense software that moves at their pace. Results: 30 hours a month reclaimed ### Source EV: From one day to one hour: how Source EV got expense processing under control URL: https://captureexpense.com/customers/source-ev/ Electric vehicle infrastructure. Find out how Capture Expense helped Source EV replace outdated processes with expense software that moves at a pace that matches their team. Results: 50% reduction in admin time ### Zakka Multitec: A faster, smarter way to manage expenses URL: https://captureexpense.com/customers/zakka/ Engineering. Learn how Capture Expense digitalised Zakka Multitec's expense management process to support their growing team and save valuable time. Results: 260 hours saved every year ### HTS Group: From 1.5 days to 1.5 hours processing monthly business expenses URL: https://captureexpense.com/customers/hts/ Logistics and transport. Discover how Capture Expense digitalised HTS's expense management process to support their growing team and save valuable time. Results: 1.5 hours monthly processing, down from 1.5 days ### Leighton: Digitalising expenses to support Leighton's growing team URL: https://captureexpense.com/customers/leighton/ Technology. Discover how Capture Expense digitalised Leighton's expense management process to support their growing team. Results: 2x faster reimbursements ### Crimson: From one week to one hour: Crimson's expense management transformation URL: https://captureexpense.com/customers/crimson/ Professional services. Discover how Capture Expense streamlined Crimsons' expense process, leading to faster approvals, reimbursements and greater efficiency. Results: 1 hour monthly processing, down from a week ### Diocese of Norwich Education Services: From Excel to excellence: DoNESC's paperless journey URL: https://captureexpense.com/customers/donesc/ Education. Discover how Capture Expense’s impact on DoNESC’s paperless journey streamlined their financial reporting process. Results: 100% paperless expenses ### Government customer: Digital transformation in government finance URL: https://captureexpense.com/customers/government/ Public sector. Discover how Capture Expense streamlined a government’s expense workflow, leading to faster approvals, reimbursements and greater efficiency. ### Henry Adams LLP: Henry Adams Case Study URL: https://captureexpense.com/customers/henry-adams/ Property and professional services. Discover how Capture Expense streamlined a real estate firm's workflow, leading to faster approvals, reimbursements and greater efficiency. ### B&H Worldwide: B&H Worldwide Case Study URL: https://captureexpense.com/customers/bh-worldwide/ Aerospace logistics. Discover how Capture Expense streamlined an aerospace firm's workflow, leading to faster approvals, reimbursements and greater efficiency. ### AlertSystems: AlertSystems Case Study URL: https://captureexpense.com/customers/alertsystems/ Security and fire systems. See how AlertSystems transformed their expense management from a time-consuming paper-based process to a streamlined, fully digital solution. Quote: "The support we have received has been fantastic; we always receive a prompt and professional response with answers to any queries we may have." (Business Systems and Procedures Supervisor) ### Cintra: Cintra saved 4x what we spend on Capture Expense in cashback, time, and interest free credit URL: https://captureexpense.com/customers/cintra-pliant/ Technology. Find out how Capture Expense and Pliant helped Cintra gain £110,000 in usable liquidity, 0.75% cashback on expenses, and 34% higher VAT reclaim. Results: £110,000 working capital freed up every month; 0.75% cashback on card spend; 34% more VAT reclaimed per quarter; 3 days saved every processing period Quote: "Every card transaction used to mean cash leaving the business straight away. With Capture Expense Cards, we hold onto that cash for the full repayment period before settling in full and every pound we spend earns cashback on top. It's meant real, measurable liquidity for the business, at no additional cost to us." (Callum Harvey, Interim CFO, PSSG) ## What customers say - "I am really impressed with the Capture Expense product and service. We had additional requirements which they were happy to scope and develop the platform to meet our needs. Their customer service is great and they always resolve any problems or queries that arise. Capture Expense truly puts their customers first." (Group IT Manager, AlertSystems) - "The support we have received has been fantastic; we always receive a prompt and professional response with answers to any queries we may have. It is apparent how important it is to the team to continually improve Capture Expense and any feedback provided by us has been taken on board and almost always implemented." (Business Systems and Procedures Supervisor, AlertSystems) - "Capture Expense has made my life so much easier! The system is easy to use, the support team are fantastic, and it's saved me so much time." (Caroline Seymour, Payroll Administrator, Gill Group) - "Brilliant tool for submitting expenses. The process makes keeping up with my business purchases so easy, and the system is very flexible when it comes to setting it up for our business needs." (Financial Controller, London Stone) - "The software is very adaptable and the mileage claims and tracker functionality works very well with our growing fleet. It was also very easy to implement with great support from the Capture Expense team." (Commercial Finance Manager, WBPS) - "We recently switched to Capture Expense, and it has been a game-changer for our expense management processes. The team has been exceptional in ensuring a smooth transition and addressing any issues promptly. We highly recommend Capture Expense to any business looking for an efficient and reliable expense management solution." (Commercial Finance Manager, WBPS) ## Compliance hub - Australia (https://captureexpense.com/compliance-hub/expense-compliance-australia/): Including flat rate deductions and sales tax rate, we've pulled together the specifics you need to know about expense compliance in Australia! - Canada (https://captureexpense.com/compliance-hub/expense-compliance-canada/): Wondering what you need to know about expense compliance in Canada? We've created this guide with all you need to know as an employer. - France (https://captureexpense.com/compliance-hub/expense-compliance-france/): Wondering what you need to know about expense compliance in France? We've pulled together all you need to know into this handy guide! - Ireland (https://captureexpense.com/compliance-hub/expense-compliance-ireland/): What do you need to know regarding expense compliance in Ireland? This guide covers all you need including VAT rates, per diems, and more. - Italy (https://captureexpense.com/compliance-hub/expense-compliance-italy/): From record keeping and mileage to VAT rates and per diems, we cover all you need to know about expense compliance in Italy! - Netherlands (https://captureexpense.com/compliance-hub/expense-compliance-netherlands/): We cover all you need to know about expense compliance in Netherlands for employers including WKR, WPM, and VAT rates. - Spain (https://captureexpense.com/compliance-hub/expense-compliance-spain/): With aspects like record keeping, VAT, and per diems, our guide covers what aspects of expense compliance in Spain employers need to know. - United Kingdom (https://captureexpense.com/compliance-hub/expense-compliance-united-kingdom/): A complete rundown of all you need to know about expense compliance in UK; from VAT rates, per diems, mileage allowance, and WFH allowance. - USA (https://captureexpense.com/compliance-hub/expense-compliance-usa/): This guide features all you need to know about expense compliance in USA, from sales tax rates to fringe benefits. ## Product updates - 2026-02-15: Card transaction feeds, team permissions and dashboards. Direct issuer card feeds replace Open Banking for corporate card programmes, a new Team permissions role, and KPI dashboards for finance. - 2025-11-15: Native ERP integrations, Capture Expense cards and subscription modules. Two-way API connectors with self-service setup, Visa cards issued through Pliant, a tracked payments process, per diems, advances and FTP delivery. - 2025-09-22: HSBC MiVision, multi-page OCR and WhatsApp Copilot actions. A direct HSBC MiVision card feed, multi-page document reading, and a WhatsApp Copilot that notifies, approves and answers questions in any language. - 2025-06-15: Onboarding emails, bundled notifications, approval audit and personal receipt email. Role-based getting-started emails, notifications people actually read, an approval audit export that measures cycle times, and a personal address for forwarding receipts. - 2025-02-15: User Copilot on Teams and Slack, Finance Copilot, Smart Audit and approval insights. The AI release: copilots for employees and finance, Smart Audit auto-approval, approval insights, a read-only auditor role, export history and multi-language support. - 2024-11-15: Trips, Smart Categories, expense alerts and the iplicit partnership. Trip-based spend limits, AI category assignment, colour-coded policy alerts, and a two-way iplicit integration, following the Xero marketplace launch, document intelligence and the Just Ask copilot.