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Expense Management Software for Manufacturing

One expense system across every entity and cost centre

Capture Expense is expense management software for manufacturing finance teams running multiple entities. Receipts, card spend, and approvals sit in one system that posts coded claims to your ERP system.

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Trusted by finance teams at

  • 4.9/5

One system across every entity

Run every legal entity and cost centre in a single expense system.

Policy checked before approval

Out-of-policy and duplicate claims are flagged before an approver sees them.

Coded claims post to your ERP

Native sync with six accounting systems and a Sage-ready CSV (comma-separated values) export.

Receipt capture

Claims start from a photo or a chat message

Employees photograph a receipt in the app or send it through WhatsApp, Microsoft Teams, or Slack.

  • Capture Expense reads each receipt and matches it to the card line when a card is used
  • Web, iOS, and Android apps are available
  • Mileage and subsistence claims run through the same system

Approvals

Route approvals by cost centre, user, or claim value

Add as many approval stages as you need and let claim value decide who approves.

  • Line managers are notified the moment a claim is submitted
  • Finance tracks the status of every claim
  • Conditional stages cover spending rules and advances
  • Managers can approve on their phone or in chat apps
Approval stages

Jonny Dowell

Claim 145

£48.10

11 February 2025

  1. Stage 1

    Jonny D

    Approved
  2. SB

    Stage 2

    Sophie B

    Pending
  3. SS

    Finance

    Susannah S

    Pending
Out of office

Enable Out of Office

Delegate Expense Approval to (includes existing approvers only)

Choose a delegate...

Only During the Following Date Range: 17 Feb 2025 to 27 Feb 2025

Building the case for manufacturing expense management software?

The Capture Expense brochure covers card reconciliation, Finance Copilot reporting, and the rest of the platform in one document you can share internally.

Download the brochure

Policy and VAT

Flag out-of-policy spend before it reaches an approver

Smart Audit checks every claim against your policy, VAT rules, and earlier claims.

  • Duplicates are flagged when merchant, date, and amount match an earlier claim
  • VAT is flagged line by line at the point of capture
  • Pre-built VAT records cover standard UK and EU rates
  • Your finance team configures the VAT, per diem, and reimbursement rules
  • A person still reviews every exception
Approval queue
Stage 1 Stage 2 Finance

Jonny Dowell

Claim 145

£199.39

11 February 2025

  • Meeting

    Mileage

    Modified 6%450 miCO2 124 kg

    £112.50

    VAT £0.00

  • M&S

    Meals and drinks

    Duplicate expenseIncomplete

    £26.80

    VAT £0.00

  • 2 Knives Bar and Kitchen

    Meals and drinks

    Approval 1 of 2Event to London, 191 mi

    £48.10

    VAT £8.01

  • Tamworth Burger King

    Missing category

    IncompleteWeekend

    £11.99

    VAT £0.00

Smart Audit

Rejected Duplicate expense

2 Knives Bar and Kitchen

Event and client meet, 307 mi, 9 hrs

£20.00

VAT £8.01

  • Receipt read and matched to the card line
  • VAT receipt present, £8.01 reclaimable
  • Same merchant, date and amount as claim 145, line 3

ERP and cards

Post coded claims straight to your finance system

Native connectors for Xero, QuickBooks Online, Dynamics 365 Business Central, NetSuite, SAP Business ByDesign, and iplicit sync approved claims to your ledger.

  • Sage 50, Sage 200, Sage 300, Sage Intacct, and Sage X3 connect through a CSV export built to Sage’s file structure
  • Nominal codes and cost centres carry into the Sage file automatically
  • Multi-currency claims are converted at the exchange rate for the claim date
  • Card feeds come from Amex, Visa, and Mastercard programmes or Open Banking
  • Issue Visa cards through Pliant
Export
Export History Invoicing
  • NameTotal
  • BACS11/12/2024, James Rowell 36,506.61 GBP
  • PDF Report29/08/2024, James Rowell 2.00 GBP
  • PDF Report11/07/2024, James Rowell 600.00 GBP
1 selected £36,506.61 Export Again Revert Export
Connected
  • X

    Xero

    Accounting

    Connected
  • C

    Cintra

    Payroll

    Connected
  • Ax

    Amex

    Card feed

    Connected
  • T

    Microsoft Teams

    Messaging

    Connected

AI that checks every claim and answers spend questions

“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

  • 30

    active users across six UK entities

  • 580

    expense claims in under a year

From receipt to ledger in three steps

  1. Step 1

    Capture

    Receipts, card transactions, and mileage are captured in the app or in chat.

  2. Step 2

    Check

    Policy, VAT, and duplicates are checked before anyone approves.

  3. Step 3

    Post

    Approved claims go into your finance system already coded and reconciled.

Finance teams cut admin time with Capture Expense

Results from individual customers. Yours will depend on your claim volumes and set-up.

Connects to the finance systems manufacturers already run

Capture Expense connects to more than 50 systems through native sync, file export, or API (application programming interface).

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

Capture Expense is registered with the Information Commissioner’s Office (ICO) and is a Crown Commercial Service G-Cloud supplier. Your data is not used to train public AI models.

See all integrations

FAQs about expense management software for manufacturing

Can Capture Expense handle multiple manufacturing entities?
Yes. Every entity and cost centre runs in one system. Gill Group runs 30 active users across six UK entities on Capture Expense.

Can approvals follow our cost centres?
Yes. Approval stages can be set by user or cost centre and claim value decides who approves.

Which ERP and accounting systems does Capture Expense integrate with?
Capture Expense syncs natively with Xero, QuickBooks Online, Dynamics 365 Business Central, NetSuite, SAP Business ByDesign, and iplicit. Sage 50, Sage 200, Sage 300, Sage Intacct, and Sage X3 connect through a CSV export built to Sage’s file structure. View all integrations.

Does Capture Expense handle claims in other currencies?
Yes. Multi-currency claims are converted at the exchange rate for the date of the claim.

How does Capture Expense handle VAT?
VAT is flagged line by line at the point of capture. Pre-built VAT records cover standard UK and EU rates and your finance team configures the rules.

Is Capture Expense secure?
Yes. Capture Expense is registered with the Information Commissioner’s Office (ICO) and is a Crown Commercial Service G-Cloud supplier. Your data is not used to train public AI models.

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Rated 4.9 out of 5 on Capterra and Software Advice.

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