# Capture Expense

> 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.

Capture Expense is a product of Capture Business Solutions Ltd (company number 10575832), part of the Cintra group, based in Newcastle upon Tyne, United Kingdom. Sales: sales@captureexpense.com, +44 (0) 191 478 7000.

## Key facts

- **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

- 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

## Product

- [Platform overview](https://captureexpense.com/platform/): everything in one system, for employees, managers and finance
- [Expense management](https://captureexpense.com/expense-management/): Receipts by photo, chat or email, OCR and AI categorisation, claims, reimbursements, advances and allowances.
- [Corporate cards](https://captureexpense.com/corporate-cards/): 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/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.
- [AI and Copilot](https://captureexpense.com/ai-copilot/): A User Copilot for employees on WhatsApp, Teams and Slack and a Finance Copilot that answers questions and builds reports in plain English.
- [Trips and mileage](https://captureexpense.com/trips-and-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/approvals-and-policy/): 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.
- [Multi-entity](https://captureexpense.com/multi-entity/): Linked organisations or entity tags for groups with several currencies, ledgers and approval chains.
- [Mobile app](https://captureexpense.com/mobile-app/): iOS and Android apps with full parity: capture, claim, approve and administer.
- [Ireland](https://captureexpense.com/ireland/): Revenue-compliant subsistence, civil service mileage rates and Enhanced Reporting Requirements output
- [Pricing](https://captureexpense.com/pricing/): per active user, free trial, Business and Enterprise plans
- [Security and trust](https://captureexpense.com/security/): Cyber Essentials, G-Cloud, ICO, UK Azure hosting, data isolation for AI reporting
- [Why Capture Expense](https://captureexpense.com/why-capture-expense/): differentiators and comparisons with manual processes and SAP Concur

## Solutions

- [Professional services](https://captureexpense.com/solutions/professional-services/): Client-billable expenses, partner approvals, project codes and timesheets for consultancies, accountancies and advisory firms.
- [Legal](https://captureexpense.com/solutions/legal/): Matter-level expenses, disbursements, partner approvals and audit-ready records for solicitors, barristers' chambers and legal services.
- [Construction and engineering](https://captureexpense.com/solutions/construction-and-engineering/): Site expenses, mileage, subsistence and corporate cards for contractors and engineering firms, coded to jobs and posted to the finance system.
- [Field services](https://captureexpense.com/solutions/field-services/): Mileage, subsistence and receipts for engineers, technicians and mobile workforces, submitted from the van and paid through payroll or BACS.
- [Logistics and transport](https://captureexpense.com/solutions/logistics/): Driver expenses, fuel and toll receipts, night-out allowances and corporate cards for haulage, freight and transport operators.
- [Charities, churches and dioceses](https://captureexpense.com/solutions/charities-and-churches/): Volunteer and clergy reimbursements, restricted fund coding, multi-parish structures and audit-ready records for charities, churches and dioceses.
- [Education](https://captureexpense.com/solutions/education/): Staff expenses, trips and procurement cards for schools, multi-academy trusts, colleges, universities and education unions, with cost centre coding and audit trails.
- [Public sector](https://captureexpense.com/solutions/public-sector/): G-Cloud listed expense management for councils, government bodies, NHS organisations and arm's-length bodies, with policy enforcement, audit trails and UK hosting.
- [Replacing spreadsheets and email](https://captureexpense.com/solutions/replace-spreadsheets/): Move from Excel expense forms, email approvals and manual VAT to a system that captures, checks and posts expenses automatically, in weeks.
- [Cintra customers](https://captureexpense.com/solutions/cintra-customers/): Connected expenses, payroll and HR for organisations using Cintra. Reimburse through payroll, keep people in sync, and give employees one simple experience.
- [United Kingdom](https://captureexpense.com/solutions/united-kingdom/): HMRC mileage rates, UK VAT treatment, BACS payments, UK payroll integrations and UK hosting. Expense management that already knows the rules.

## Customer stories

- [WBPS](https://captureexpense.com/customers/wbps/): Over £6,000 saved in VAT reclaim: WBPS's success story (£6,000+ VAT reclaimed)
- [Gill Group](https://captureexpense.com/customers/gill-group/): Digitalising expenses to support Gill Group's six entities (60+ hours saved every year)
- [National Education Union](https://captureexpense.com/customers/neu/): From monthly Excel spreadsheets to a complete expense system (5,377 expenses processed in 15 months)
- [Greenwoods Legal LLP](https://captureexpense.com/customers/greenwoods-legal-llp/): Greenwoods put an end to manual expense forms (3+ hours saved every week)
- [Jimmy's Iced Coffee](https://captureexpense.com/customers/jimmys-iced-coffee/): From 30 hours to minutes: giving Jimmy's Iced Coffee their time back (30 hours a month reclaimed)
- [Source EV](https://captureexpense.com/customers/source-ev/): From one day to one hour: how Source EV got expense processing under control (50% reduction in admin time)
- [Zakka Multitec](https://captureexpense.com/customers/zakka/): A faster, smarter way to manage expenses (260 hours saved every year)
- [HTS Group](https://captureexpense.com/customers/hts/): From 1.5 days to 1.5 hours processing monthly business expenses (1.5 hours monthly processing, down from 1.5 days)
- [Leighton](https://captureexpense.com/customers/leighton/): Digitalising expenses to support Leighton's growing team (2x faster reimbursements)
- [Crimson](https://captureexpense.com/customers/crimson/): From one week to one hour: Crimson's expense management transformation (1 hour monthly processing, down from a week)
- [Diocese of Norwich Education Services](https://captureexpense.com/customers/donesc/): From Excel to excellence: DoNESC's paperless journey (100% paperless expenses)
- [Government customer](https://captureexpense.com/customers/government/): Digital transformation in government finance
- [Henry Adams LLP](https://captureexpense.com/customers/henry-adams/): Henry Adams Case Study
- [B&H Worldwide](https://captureexpense.com/customers/bh-worldwide/): B&H Worldwide Case Study
- [AlertSystems](https://captureexpense.com/customers/alertsystems/): AlertSystems Case Study

## Guides and reports

- [2025 Expense Trends Infographic](https://captureexpense.com/guides/infographic-2025-expense-trends/): This infographic is built by real expense data from 460+ businesses and 371,000 claims, revealing the habits, hotspots, and clues behind spend.
- [Expenses Software for Construction](https://captureexpense.com/guides/expenses-software-for-construction/): Capture Expense is the simple yet sophisticated expense software designed for the unique challenges faced by construction businesses.
- [Report: 2025 Expense Trends Revealed](https://captureexpense.com/guides/expense-trends-2025-report/): Discover the trends driving expenses in 2025, pulled from over £60 million in claims analysed from January 2024 to June 2025.
- [Introducing: Business Expense Cards Powered by Pliant](https://captureexpense.com/webinars/business-expense-cards-webinar/): In this webinar you'll find out who Pliant are, what they do, and why we’ve teamed up with them to deliver this new integration, plus what it means for you and your team.
- [The Future of Business Software: AI in 2025](https://captureexpense.com/webinars/what-does-ai-reporting-look-like-in-2025/): With Capture Expense’s AI reporting tool, you can get instant, real-time insights into your company’s finances and expenses. Join our webinar
- [Can AI be used to automate routine reporting tasks?](https://captureexpense.com/webinars/use-ai-to-automate-reporting-tasks/): With Capture Expense’s AI reporting tool, you can get instant, real-time insights into your company’s finances and expenses. Join our webinar
- [Travel Expense Policy Builder](https://captureexpense.com/guides/travel-expense-policy-builder/): A simple tool for building a comprehensive travel expense policy, to help you better guide your teams and save on spend.
- [A Guide to Expense Compliance in the UK](https://captureexpense.com/guides/uk-expense-compliance/): The information you need to make sure your business complies with HMRC guidelines across policies, tax, reporting, allowances, and more.
- [Expense Management in Ireland: How to generate accurate ERR reports and comply with Revenue](https://captureexpense.com/webinars/expense-management-in-ireland/): Join our webinar to discover how you can stay compliant with Revenue when managing travel, expenses, and subsistence in Ireland
- [The Future of Finance: How to leverage AI for smarter financial reporting](https://captureexpense.com/webinars/leverage-ai-for-smarter-financial-reporting/): Learn about the challenges businesses face around expense reporting and how to leverage AI to access accurate data in real time.
- [Expenses Software for Education](https://captureexpense.com/guides/expenses-software-for-education/): Capture Expense is the comprehensive solution designed specifically to keep education on budget with automated expense allocation.
- [Smarter Expense Tracking For Your On-The-Go Team (Say Goodbye to Lost Receipts!)](https://captureexpense.com/webinars/expense-tracking-for-on-the-go-teams/): Join our webinar to discover how a mobile expense app tailored for field engineers can keep pace with your on-the-go workforce.

## 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.

## Recent articles

- [AI Expense Management: What It Does, Where It Fails, and What UK Law Requires](https://captureexpense.com/blog/ai-expense-management/): What AI does in expense management beyond reading receipts, where it gets VAT wrong, what HMRC requires of the record.
- [Do I Need Expense Management Software?](https://captureexpense.com/blog/do-i-need-expense-management-software/): Nine testable triggers that decide whether you have outgrown spreadsheets, what each one costs, and what to do instead if you have not hit them yet.
- [How Does Expense Management Software Work? The Full Claim Lifecycle](https://captureexpense.com/blog/how-does-expense-management-software-work/): So, how does expense management software work? We cover the full claim lifecycle from capture to approval routing and card reconciliation.
- [What Is Expense Management Software? A UK Guide for 2026-27](https://captureexpense.com/blog/what-is-expense-management-software-2026-27/): A UK explainer on expense management software: what it does, how it works, and a free fit check to see if you actually need it.
- [Payrolling Benefits in Kind: HMRC Phased Update](https://captureexpense.com/blog/phased-payrolling-benefits-in-kind/): Mandatory payrolling of benefits in kind starts April 2027. Here's what finance teams need to know to prepare.
- [HMRC Advisory Fuel Rates 2026: June Update](https://captureexpense.com/blog/hmrc-advisory-fuel-rates-2026/): HMRC advisory fuel rates 2026 changed on 1 June, with rates. See what they mean for your mileage reimbursements.
- [Company Car Fuel Benefit: Changes for 2026/27](https://captureexpense.com/blog/company-car-fuel-benefit-2026/): We cover the company car fuel benefit rates for 2026/27, as well as everything else you need to know for your teams.
- [HMRC Mileage Rates 2026/27: A Complete Guide](https://captureexpense.com/blog/hmrc-mileage-rates-2026-27/): Get the latest HMRC mileage rates for 2026/27, approved rates for cars, vans, motorcycles and bikes, advisory fuel rates, & compliance.
- [Changes to Taxable Employee Expenses in 2026](https://captureexpense.com/blog/2026-expense-tax-changes/): From April 2026, HMRC’s rules around taxable employee expenses change. Here’s what finance teams need to know.
- [HMRC Mileage Rate Increase: What Employers Need to Know About the New 55p Rate](https://captureexpense.com/blog/hmrc-mileage-rate-increase/): The HMRC mileage rate has increased to 55p for the first time in 15 years. Here's what UK employers need to update.
- [The Hidden Cost of Desktop Only Expense Claims in Construction](https://captureexpense.com/blog/hidden-cost-desktop-construction-claims/): Desktop expense claims are creating costly delays on construction sites. See why mobile-first submission is the fix.
- [Why Construction Procurement Teams Are Losing Control of Expense Management, and How to Fix It](https://captureexpense.com/blog/construction-procurement-expenses/): Understand why construction procurement teams are losing real‑time visibility of project spend and, most importantly, you can fix it.
- [Per Diem Rates and Examples for 2026](https://captureexpense.com/blog/per-diem-rates-2026/): Per diem is a daily allowance given to employees to cover business travel costs. Here's what per diem means for you and the rates for 2026.
- [Key Expense Changes for the 2026/27 UK Tax Year](https://captureexpense.com/blog/key-expense-changes-2026/): Your guide to the 2026/27 expense changes in the UK, with updated figures, practical tips, and what to update now.
- [Payrolling Benefits in Kind: What Finance Teams Need to Know](https://captureexpense.com/blog/payrolling-benefit-in-kind/): Mandatory payrolling of benefits in kind arrives in April 2027. Here's what finance teams and business owners need to know, and how to prepare.
- [What are HMRC’s Overseas Subsistence Rates in 2026?](https://captureexpense.com/blog/hmrcs-overseas-subsistence-rates/): You can use HMRC’s overseas subsistence rates to reimburse your employees’ accommodation and subsistence expenses for travel outside the UK.
- [Working From Home Tax Relief 2026: What Finance Teams Need to Know](https://captureexpense.com/blog/working-from-home-tax-relief-26/): From 6 April 2026, employees can no longer claim working from home tax relief themselves. Here’s what finance teams need to know.
- [A Guide to Expense Compliance in the UK](https://captureexpense.com/blog/a-guide-to-expense-compliance-in-the-uk/): Expense compliance is complex and time-consuming. Learn about what HMRC expect from you and how to create a robust expense policy.
- [What You Need to Know About HMRC Meal Allowances](https://captureexpense.com/blog/hmrc-meal-allowances/): HMRC meal allowance is the maximum amount that can be reimbursed to employees for meals incurred during business travel. Learn the 2025 rates
- [Capture Expense Recognised for Best Value, Ease of Use, and Customer Support](https://captureexpense.com/blog/capture-expense-awards-2026/): Capture Expense has been recognised for several awards for 2026, including “Best Ease of Use” and "Best Support" from Gartner Digital Markets!
- [An Overview of Irish VAT Rates](https://captureexpense.com/blog/irish-vat-rates/): Irish VAT rates determine how much tax applies to goods and services in Ireland, as set by Revenue. Learn the Irish VAT rates for 2026.
- [Mileage Tracking 101: Simplifying Reimbursements for Remote Teams](https://captureexpense.com/blog/mileage-tracking-for-remote-teams/): We cover all you need to know about mileage tracking, from compliance basics and AMAPs to how automation can help.
- [A Guide to VAT on Expenses in Ireland](https://captureexpense.com/blog/vat-on-expenses-ireland/): VAT on expenses in Ireland is the tax businesses can recover on qualifying costs. Learn how to make a successful VAT reclaim in Ireland.
- [Guidance on HMRC Record Keeping in the UK](https://captureexpense.com/blog/hmrc-record-keeping/): Good record keeping is essential for staying compliant. Here’s all you need to know for HMRC record keeping in the UK.
- [Civil Service Mileage Rates in Ireland for 2026](https://captureexpense.com/blog/civil-service-mileage-rates-2026/): Here are the new civil service mileage rates in Ireland for 2026, set by Revenue, effective from 1st September 2022.

## Optional

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