Multi-entity

Multi-entity expense management for groups that outgrow simple apps

Name: Capture Expense Multi-entity
Brand: Capture Expense

For mid-market groups whose structure is too complex for entry-level apps but who do not want the overhead of a large enterprise platform. Whether you run one Capture organisation or several depends on your currencies, ledgers, approvals and reporting.

Book a demo See the platform

Organisations

Expense Once Ltd

Xero, approval Line manager, Finance

GBP
Expense Once Ireland

Business Central, approval Line manager, Finance

EUR
Expense Once Services

Xero, approval Line manager, Stage 2, Finance

GBP

New organisation

Copy from

Expense Once Ltd

Categories and GL codes
Tax codes
Tags
Vehicles and rates

Base currency

EUR

Billing

Consolidated

Linked organisations

Separate entities with their own currency, chart of accounts, VAT codes and rates, linked for central administration and approval.

Or one organisation with entity tags

Share a base currency and ledger structure? Run one organisation and split by an Entity tag that filters categories, GL codes and exports.

Multi-currency, multi-language

Historical and fixed FX rates, 100 plus currencies, and the app and copilots in your people's languages.

Choosing a structure

A clear decision, made once

Create separate linked organisations when entities use different base currencies, keep their own charts of accounts, VAT codes and mileage policies, need legal or audit segregation, or have their own finance controllers. Run a single organisation when every entity shares a base currency and ledger structure, or you are happy to map GL codes per entity and only need entity splits in reports and exports.

Base currency, GL structure, approval chains and category separation drive the choice
Copy categories, tax, tags, vehicles and rates when creating a new organisation
Separate or consolidated subscription billing per organisation

9:41

eCapture Expense

2 KNIVES BAR AND KITCHEN

26/04/2024 13:44

Classic Burger8.95

House Fries3.30

Repeater Pint x422.80

Parm and Truffle4.10

AMOUNT DUE€48.10

Thanks Jonny! Your expense on Fri, 26th Apr for 2 Knives Bar and Kitchen 48.10 EUR has been saved for your corporate card. If this should be a reimbursement instead, just click below. Reimbursement

JD

Jonny Dowell, Claim 14511 February 2025

€374.66VAT €8.01

Stage 1Stage 2Finance

	2 Knives Bar and KitchenMeals & DrinksApproval (1 of 2)Event to Dublin 191mi 57hrs	€48.10VAT €8.01
	MeetingMileageModified 3%Approval (1 of 2)	€75.00VAT €0.00
	MeetingMileageDuplicate ExpenseBusiness UseIncomplete	€109.19VAT €0.00
	MeetingMileageApproval (1 of 2)	€73.37VAT €0.00
	MeetingMileageNot ReimbursedTrip to London 277mi 9hrs	€0.00VAT €0.00
	DoodMeals & DrinksApproval (1 of 2)	€69.00VAT €0.00

1 Selected€48.10

Submit

1 Selected€48.10

Approve Reject

Category	Total	VAT	Total Claims
Glasses Contribution	250.00	0.00	0.00
IT Software & Consumables	200.00	0.00	2.00
Meals & Drinks	47.65	6.28	0.00
Mileage	194.52	9.33	0.00
Parking	7.00	0.00	0.00

Total699.1715.612.00

Central control

Approvers and finance work across entities

People are created in the organisation where they claim, but can be line managers across entities, so centralised approval works. Categories can be filtered by entity tag so users only see what applies to them and the right GL code posts. Exports break out by entity, or connect one Business Central company to each Capture organisation.

Centralised approval workflow across linked organisations
Entity-specific categories, VAT codes, vehicle rates and GL codes
Subscription-level usage reporting across the group

Approval stages

Jonny Dowell

Claim 145

£48.10

11 February 2025

Stage 1

Jonny D

Approved
SB

Stage 2

Sophie B

Pending
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

Global operations

Built for multi-region organisations

Automatic historical and custom currency rates for accurate reporting, unlimited tagging for cost analysis, per diem compliance across countries, and multi-entity configuration for separate or consolidated ERP systems. Enterprise-scale support for up to 5,000 users per organisation.

Country-based VAT and GST, vehicle and subsistence rates
Per diem rules by country and city
Multi-language app, OCR and copilots

Just Ask

Show spend by month for the last six months

£48,212 in Q2, up 6% on Q1. May was the highest month, driven by travel for the London project.

Compare with last yearBy departmentSchedule monthly

Ask about your expenses Data scoped to you

Book a demo

See multi-entity on your own process in 30 minutes

Bring a couple of real claims and your finance system. We will show you how each one flows from receipt to ledger.

Book a demo Start a free trial

Rated 4.9 out of 5 on Capterra No credit card for the trial Reply within one working day

In detail

Everything in multi-entity

Organisations

Multiple linked entities within a group.
Currencies

Historical and fixed FX with entity base currencies.
Tags

Entity, cost centre, department, project and unlimited custom tags.
Cross-entity approval

Line managers and finance across organisations.
Entity exports

Exports and connectors per entity or consolidated.
Scale

Up to 5,000 users per organisation, thousands of entities per group.

Trusted by finance teams across the UK and Ireland

Questions

Frequently asked questions

Can't find what you're looking for? Talk to us and we'll answer within a working day.

How many organisations do we need?

Usually one per base currency or per distinct chart of accounts. If your entities share both, a single organisation with an Entity tag is simpler. We work this out with you during discovery, and it can change later.

Can a manager approve for people in another entity?

Yes. A person exists in the organisation where they claim, but can be assigned as a line manager for users in any linked organisation, so centralised approval works across the group.

Can each entity post to a different finance system?

Yes. Each organisation has its own integration setup, so one entity can post to Xero while another connects to Business Central or uses a Sage export.

Works with