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Employee Expenses Mobile App

The employee expenses app: everything on the web, in your pocket

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.

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Trusted by finance teams at

  • Crimson
  • 4.9/5

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 capture

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
Receipts

Receipts

6 unreported

  • Fri 24 Apr 2026New

    2 Knives Bar and Kitchen

    £48.10

  • Thu 12 Mar 2026

    London North Eastern Railway

    £231.90

  • Mon 2 Feb 2026

    Mestizo Chelsea

    £181.46

  • Fri 16 Jan 2026

    Boots UK Limited

    £9.65

  • Wed 10 Dec 2025

    B Bagel Fulham

    £6.60

  • Tue 18 Nov 2025

    Harrods Limited

    £49.00
Scan receipt

Mileage

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
Read more: Trips and mileage
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

Approvals on mobile

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
Read more: Smart Audit

Building the case for an employee expenses app?

We’re so much more than that. From saving days reconciling your credit cards to getting customised insights in an instant with your finance copilot, here’s everything you need to know about Capture Expense.

Download the brochure

Security and sign-in

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

Timesheets, cards, and pre-approval

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
Read more: Corporate cards
9:41
A weekly timesheet in the Capture Expense mobile app

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.

The spender confirms every suggested category before submitting.

The app is straightforward and really convenient for the team to use, and the accuracy has been spot on. The whole process is much quicker and smoother now, and it’s great not having to deal with the old manual spreadsheets anymore.
Andy Carr, CFO, Leighton

  • 87%

    faster expense processing

  • 2x

    faster reimbursements

Leighton

In the app

  • Receipt scanning

    Real time OCR and multi-page documents

  • Mileage

    Routes, waypoints, commute deduction, and vehicle rates

  • Card transactions

    Match receipt to card lines and complete coding

  • Approvals

    Full approval actions with receipts and alerts.

  • Timesheets

    Hours against projects and tasks.

  • Notifications

    Push reminders for cardholders and approver.

Finance teams using Capture Expense in the field

Works inside the tools your spenders and approvers already use

Connect your existing tools to raise and approve claims in WhatsApp, Microsoft Teams, or Slack.

  • Slack
  • Microsoft Teams
  • WhatsApp

Integrates with 50+ systems.

See all integrations

Employee expenses app FAQs

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.

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Put your expenses in your pocket with our employee expense app

Submit, approve, and track expenses between meetings, on the train, or wherever work takes you.

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