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Expense Management for Logistics and Transport

From cab receipt to ledger without the paperwork

Drivers and depot staff spend around the clock, in cash and on cards, across the UK and Europe. Capture Expense is expense management for logistics, capturing expenses from the cab via WhatsApp, applying subsistence rules, and automatically reconciling cards.

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Trusted by finance teams at

  • 4.9/5

Receipts from the cab by WhatsApp

Drivers send a photo and the claim is coded. No app to learn.

Allowances set by hours away

Subsistence and night-out rates by hours away and overnight stays, applied automatically.

Multi-currency handled

Euro tolls and ferry costs converted at historical or fixed rates into your base currency.

The software is very adaptable and the mileage claims/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

  • 130

    active users

  • 151

    hours saved per month

Driver claims

Receipt data read into the claim with no retyping

Optical character recognition (OCR) reads each receipt into a coded claim so finance never retypes a driver’s paperwork.

  • Receipts arrive by WhatsApp or the mobile app.
  • Every receipt is stored digitally against its claim.
  • The mobile app saves receipts offline and syncs when back in signal.
  • Claims without a receipt can still be raised manually.

Allowances

HMRC and Irish Revenue rates included as standard

Subsistence bands fill in from departure and return times using UK HMRC-approved or Irish Revenue civil service rates.

  • An overnight stay applies the night-out rate.
  • Pre-approved trips set subsistence rates by destination and duration.
  • Cash advances are issued against the trip and reconciled with a running balance.
Trip
Newcastle Head Office, London

Visit to Head Office for Training

Susi Sharples, 04 Aug 24 to 06 Aug 24

Pre-approved
  • Hotel Accommodation pre and post training course 300.00
  • Staff Training Training Course Fee 100.00
  • Meals & Drinks Subsistence 25.00
  • Trains & Tubes Train ticket to and from Head Office 50.00

Total475.00 GBP

Subsistence rates

Ireland, civil service rates Active

Up to hoursRate
5 to 10 hours€19.25
Over 10 hours€46.17
Overnight€205.53

Departed 07:30, returned 19:10: 11 hours 40 minutes, over 10 hours band applied

Building the case for logistics expense management software?

From saving days reconciling your credit cards to getting customised insights in an instant with your finance copilot, here’s everything you need to know about Capture Expense for logistics and transport teams.

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Tolls and cards

Euro tolls and ferries posted in your base currency

Tolls, tunnels, and ferry costs paid in euros convert at historical or fixed rates into the entity’s base currency.

  • Each card transaction posts to the ledger with the right value added tax (VAT).
  • Card feeds post separately for each card scheme.
  • Capture Expense syncs with over 50 back-office systems.

Mileage and carbon

Mileage and CO2 recorded for every journey

Mileage is calculated from postcodes at HMRC-approved rates and CO2 is recorded for every journey.

  • Distance comes from postcodes rather than estimates.
  • Commute miles are deducted from the claim.
  • The rate band follows each driver’s cumulative mileage for the tax year.
  • CO2 uses Department for Environment, Food and Rural Affairs (DEFRA) emission factors and covers flights, hotels, and public transport.
  • Emissions are totalled for the tax year, ready for customer reporting.
WhatsApp
I drove from NE21 5PU to SN11 8AR, create a mileage claim

Capture Expense

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

NE21 5PU Blaydon

SN11 8AR Calne

297
miles
£0.25
per mile
£74.26
claim

Wed 22 Jan, saved in draft expenses

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

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

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

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

See all integrations

Expense management for logistics: FAQs

How do drivers start claiming expenses on WhatsApp?
Each driver links their phone number once from their Capture Expense account by scanning a QR code or texting a join code. After that they can send receipt photos, log mileage, and submit claims in the chat. Receipts can also be forwarded by email or submitted through the mobile app.

How are night-out allowances handled?
Automatically. Night-out and subsistence rates are set by hours away and overnight stays and applied from each driver’s departure and return times. UK HMRC-approved and Irish Revenue civil service rates are included as standard.

Do we have to change our corporate cards to use Capture Expense?
No. Capture Expense imports transactions from your existing Amex, Visa, and Mastercard commercial programmes and Open Banking feeds. Unmatched and duplicate transactions are flagged for review. Find out more about our card reconciliation features here.

Which accounting and payroll systems does Capture Expense integrate with?
Capture Expense has native connectors for Xero, QuickBooks Online, Microsoft Dynamics 365 Business Central, NetSuite, SAP Business ByDesign, and iplicit. Export formats cover Sage, SAP, Unit4, SunSystems, AccountsIQ, and more. Payroll integrations include Cintra, Zellis, and iTrent. Find out more about our 50+ integrations here.

How long does it take to implement Capture Expense?
Set-up takes a single day and covers entities, users, approval chains, nominal codes, policies, corporate cards, the accounting integration, and single sign-on (SSO). A two- to four-week pilot and rollout with the UK support team typically follows.

Is our expense data secure?
Yes. Data stays in the UK and is encrypted in transit and at rest with role-based access and SSO. Capture Expense is Cyber Essentials certified, ICO registered, GDPR compliant, and a Crown Commercial Service G-Cloud supplier. Your data is never used to train public AI models.

How much time can expense management for logistics save?
HTS Group cut monthly expense processing from 1.5 days to 1.5 hours with Capture Expense. That’s 30 hours saved a month and 87% fewer errors.

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Features that fit logistics and transport teams

Expense management software your logistics team actually uses

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

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