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Receipt scanning software

Scan receipts in 30 languages and capture every line, including VAT

Snap a photo or upload a PDF, and every field is captured, from merchant and date to VAT and line items. Categories and VAT codes are applied automatically, so your team reviews claims instead of typing them.

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Trusted by finance teams at

  • 4.9/5

Five fields read in real time

Your team checks five fields instead of typing them on every receipt.

Category and VAT code suggested first time

Claims reach finance with the category and default VAT already applied.

Duplicates caught at two levels

The same receipt can't be claimed twice by one person or by two people in your organisation.

Capture routes

Seven ways to submit a receipt into one queue

Every route lands in the same draft expense list, so finance works from one queue whatever your team used.

  • Native iOS and Android apps with full parity to the web version.
  • WhatsApp, Microsoft Teams, and Slack through the User Copilot, with nothing to install.
  • A personal forwarding email address for receipts, travel bookings, and shared cards.
  • Drag and drop on the web, including PDFs and multi-page bills.
  • Corporate card feeds that match each scanned receipt to its card line.

Document intelligence

Reads multi-page hotel bills and supplier PDFs

Document intelligence reads merchant, date, amount, VAT and line items and shows the result straight away, so users only correct exceptions.

  • Photos, PDFs, and multi-page documents such as hotel invoices and supplier bills are all supported.
  • Split one bill across categories, projects, or attendees.
  • Receipt scanning works the same way on mobile, web, and chat.
  • Raw extracted data is stored alongside the image for audit.
  • The app, User Copilot, and optical character recognition (OCR) work in your team's languages.
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

Categories and VAT

The right category and VAT code first time

The category is assigned from the receipt along with the general ledger (GL) code and default VAT, and country-based rules flag lines that look wrong.

  • Category matching runs as receipts and card transactions arrive.
  • VAT defaults come from the category, with no-receipt rules and multiple VAT schemes per entity.
  • Country-based VAT and Goods and Services Tax (GST) rules raise alerts on risky lines.
  • An icon shows when a category was assigned automatically.
  • Users override from finance's own category list, and the merchant mapping is remembered for next time.

Building the case for receipt scanning software?

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.

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Duplicates and audit trail

Duplicate receipts caught at user and organisation level

A receipt submitted twice by the same person or claimed by two people in your organisation is flagged before it's approved.

  • Duplicate receipts and duplicate expenses are spotted and merged automatically.
  • Approvers see duplicate warnings in line with the claim, next to receipts, alerts and history.
  • Smart Audit also checks for altered, fake or AI-generated receipts.

Receipt data and audit

Receipt captures and extracted data kept together for audit

Every receipt is stored with the data read from it, so an auditor sees exactly what was claimed and what’s been extracted.

  • Receipt image and extracted data stored against every claim
  • Every submission, approval, export and change logged with a timestamp, and visible to a read-only Auditor role
  • Data encrypted in transit and at rest
  • Product data never used to train public AI models
  • Conversational services switched off for a user instantly if a phone is lost or someone leaves

What AI checks on every receipt

  • Reads multi page bills

    Hotel invoices and supplier PDFs become one expense, line items included.

  • Suggests the category and VAT code

    Spenders can see at a glance which fields AI filled in, and their corrections are kept for that merchant.

  • Spots altered or AI-generated receipts

    Smart Audit checks for altered, fake, or AI-generated receipts and duplicates across users and entities.

The product exceeded our expectations in terms of functionality and value. The teams are professional, provide timely answers to our queries, and give unlimited support during training and integration, empowering us to stay ahead as an industry leader.
Jean Saïd Zakka, CEO, Zakka Multitec

  • 260 hours

    saved every year

  • 1,800 expenses

    processed in just over 5 months

Posted to Xero, QuickBooks, or Sage without rekeying

Approved claims carry their category, nominal code and VAT into your ledger. Native connectors cover Xero, QuickBooks, Business Central, NetSuite, SAP ByDesign and iplicit, with exports for Sage, SAP, Unit4 and more.

  • Xero
  • QuickBooks
  • Sage

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

See all integrations

Receipt scanning software FAQs

How long does it take to set up receipt scanning?
Many customers roll out with chat first because there's nothing to install. The mobile app supports Microsoft Entra ID SSO and magic link sign-in.

Is receipt data secure?
Administrators can switch off a chat channel instantly if a device is lost. The mobile app uses Microsoft Entra ID SSO with MFA.

What does receipt scanning software read from a receipt?
Capture Expense reads merchant, date, amount, VAT and line items from photos, PDFs and multi-page documents such as hotel bills, in 30 languages. It then suggests the category, GL code and default VAT, and it works the same way on mobile, web and chat.

How accurate is Capture Expense receipt scanning?
Merchant, date, totals and VAT are read from photos and PDFs using document intelligence trained on 30 languages. Users see the result straight away and only correct exceptions, and a corrected merchant mapping is remembered for next time.

How can employees submit receipts?
Through the iOS or Android app, WhatsApp, Microsoft Teams or Slack via the User Copilot, a personal forwarding email address, drag and drop on the web or a corporate card feed. Every route lands in the same draft expense list.

Does Capture Expense detect duplicate or fake receipts?
Yes. Duplicate receipts are flagged at user and organisation level and merged automatically. On the Enterprise plan, Smart Audit also checks for altered, fake, or AI-generated receipts.

Does HMRC accept scanned receipts?
Yes, as long as the digital copy is legible and shows the date, amount, supplier and what was bought. Capture Expense stores the image with the raw extracted data.

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See our receipt scanning software in action

See how receipt scanning works at your own pace or with our team.

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