Expense Management Software for Nonprofits

Fund coding and timestamped audit trails on every claim

Capture Expense is expense management software for nonprofits including UK charities, churches, and dioceses. It codes every claim to the right fund and only bills you for people who submit or approve an expense that month.

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Draft expenses

Alerts appear as the claim is built, so problems are fixed before anyone approves.

5 of 5 lines

DateCategoryAlertsVATAmount

Fri 28 Nov Motor Vehicle ExpensesProject: LONDON, Costcentre: SALES Duplicate ReceiptReceipt Mismatch 0.00 GBP 506.88 GBP

Thu 16 Oct TravelProject: LONDON, Costcentre: SALES Advance Exceeded by 25.00 GBP 0.00 GBP 50.00 GBP

Thu 16 Oct Postage, Freight and CourierProject: LONDON, Costcentre: SALES 0.00 GBP 25.00 GBP

Thu 16 Oct Meal Allowance, DirectorsProject: LONDON, Costcentre: SALES Project site A 6hrs 0.00 GBP 5.00 GBP

Sat 15 Jul SubsistenceBoots UK Limited Duplicate ReceiptDuplicate ExpenseOver 3 MonthsWeekend 0.00 GBP 9.65 GBP

Trusted by finance teams at

4.9/5

Fund coding at the point of claim

Restricted and unrestricted funds are coded when the claim is made—not recoded at month end.

No passwords for occasional claimants

Volunteers and clergy sign in with a magic link and can submit receipts by WhatsApp.

Records ready for independent examination

Receipts, approvals, and changes are timestamped on every claim.

Occasional claimants

Claims that clergy and volunteers actually submit

People who claim a few times a year get a sign-in and a submission route they don’t need to relearn.

Magic link sign-in means there’s no password to remember
The mobile app handles receipts and mileage
Volunteers who prefer chat can submit by WhatsApp
Anyone who doesn’t submit or approve an expense in a month isn’t billed for that month

WhatsAppCapture Expense

2 Knives Bar and Kitchen

Newcastle upon Tyne

Jimmy Buffet8.95

Parm and Truffle4.10

Classic Burger8.95

House Fries3.30

Repeater Pint x422.80

Amount due48.10

Thanks Jonny! Your expense on Fri, 24th Apr for 2 Knives Bar And Kitchen 48.10 GBP has been saved for your corporate card. If this should be a reimbursement instead, just click below. Reimbursement

Message

Microsoft TeamsCapture Expense

I drove from NE21 5PU to SN11 8AR, create a mileage claim

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

Type a message

SlackCapture Expense

How many claims do I have outstanding?

You have a total of 490 outstanding claims.

How many are in the approval section?

You have 183 claims currently in the approval section.

Message Capture Expense

Or forward the receipt by emailreceipts@captureexpense.com

Fund and project coding

Code every pound to the right fund

Fund tags are added when the claim is made and travel with every line into your finance system.

Tag each claim line by fund, parish, project, and grant
Categories are filtered by entity so claimants only see what applies to them
Finance no longer recodes claims at month end

9:41

Susannah Sharples£48.10

2 KNIVES

Burger8.95

Fries3.30

Pints22.80

Parm4.10

DUE48.10

Receipt Inbox

Date26 Apr 2024

CategoryMeals & Drinks

CurrencyGBP - British Pound

Amount48.10

VAT Receipt

Save expense

CategoriesSet by finance

Search categories

Business Expense Refund

Entertainment

Equipment & Hardware

Hotel

IT Software & Consumables

Meals & Drinks

Mileage

Parking

Category suggested from the receiptGL code and default VAT applied with it

Building the case for charity 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 with your trustees.

Download the brochure

Multi-entity structures

One platform for dioceses, parishes, and subsidiaries

Run dioceses, parishes, trading subsidiaries, and trusts as linked organisations or as one organisation with entity tags.

Run several legal entities, currencies, charts of accounts, and approval chains on one platform
Approvals are multi-stage with line manager routing and category overrides
Spend limits and alerts apply per approval chain

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

Audit trails

Audit trails without the envelopes of receipts

Export the full history of any claim when your independent examiner or auditor asks for it.

The audit trail comes from the system rather than from emails and paper receipts
Every receipt, approval, and change carries a timestamp
Capture Expense is Cyber Essentials certified
Capture Expense is registered with the Information Commissioner’s Office (ICO)

Export

Export History Invoicing

DateNameCountTotal
11/12/2024 BACS11/12/2024, James Rowell 256 36,506.61 GBP
29/08/2024 PDF Report29/08/2024, James Rowell 4 2.00 GBP
11/07/2024 PDF Report11/07/2024, James Rowell 2 600.00 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 claims, reports on spend, and works in chat

Smart Audit

Checks every claim against your policy, VAT rules, and claim history and shows the reason for each flag.

Go to Smart Audit
Finance Copilot

Ask about company spend in plain English and get the answer as a report.

Find out about Finance Copilot
User Copilot

Volunteers submit receipts and log mileage in WhatsApp, Microsoft Teams, or Slack with nothing to install.

See User Copilot in action

“There are now people claiming expenses that would not do so before as the process was too complicated and clunky!”

Emma Beattie, Finance Operations Manager, National Education Union

150+

employees submitting from any device
2,691

receipts uploaded in 15 months

How finance teams use Capture Expense

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

Send fund-coded claims to your finance system

Capture Expense connects to the finance systems charities already use.

Xero
QuickBooks
Business Central

See all integrations

FAQs about expense management software for nonprofits and charities

Can volunteers submit expenses without a password?

Yes. Volunteers and clergy sign in with a magic link and can submit receipts through the mobile app or WhatsApp.

Do we pay for volunteers who don’t claim?

No. Capture Expense bills per active user, so anyone who doesn’t submit or approve an expense in a month costs nothing that month.

Can we code expenses to restricted funds and grants?

Yes. Every claim line can be tagged by fund, parish, project, and grant. Those tags travel with the line into your finance system.

Can our independent examiner follow the audit trail?

Yes. Receipts, approvals, and changes are timestamped and the full history of any claim can be exported for independent examination or audit.

Can a diocese and its parishes use one system?

Yes. Dioceses, parishes, trading subsidiaries, and trusts can run as linked organisations or as one organisation with entity tags.

How long does it take to implement Capture Expense?

Capture Expense can be set up in a single day. Most organisations are fully rolled out in four to six weeks with UK-based support.

Is Capture Expense secure?

Yes. Capture Expense is Cyber Essentials certified and registered with the Information Commissioner’s Office (ICO). Data is encrypted in transit and at rest.

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