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Expense Reimbursement Software

Expense reimbursement software that pays back by ledger, payroll, or Bacs

Pay employees back through your purchase ledger or payroll, or directly by Bacs or Open Banking. Approved amounts flow straight through, so nobody in finance types a figure twice.

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Trusted by finance teams at

  • Church of England
  • B&H Worldwide
  • Alert Systems
  • Source EV
  • Citizens Advice
  • 4.9/5

Coded before finance opens the claim

Each claim arrives with its category, VAT, and cost centre already applied.

Pay back without rekeying

Approved claims post as purchase ledger invoices to the employee's supplier record, go to payroll for the next run, or are paid directly by BACS or Open Banking.

Every claim paid once

Payments are tracked against each claim, so the same claim can't be paid twice.

Capture

Reimburse 2x faster with claims that arrive complete

Employees submit from the mobile app, a forwarded email or the web, or from WhatsApp, Teams, or Slack on the Enterprise plan. The receipt is read and coded on arrival.

  • Document intelligence reads merchant, date, amount, VAT, and line items from photos, PDFs, and multi-page hotel bills in 30 languages.
  • Tell the User Copilot where you drove and the mileage claim is calculated for you.
  • Users see the extracted data straight away and only correct exceptions.
  • A personal forwarding email address turns booking confirmations and e-receipts into draft expenses.
  • One receipt can be split across categories, projects, or attendees before it's submitted.
WhatsApp

2 Knives Bar and Kitchen

Newcastle upon Tyne

Jimmy Buffet£8.95
Parm and Truffle£4.10
Classic Burger£8.95
House Fries£3.30
Full Circle Repeater Pint x4£22.80
Amount due£48.10

Capture Expense

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
Draft expenses
  • 2 Knives Bar and Kitchen £48.10
  • Tesco £12.40
  • Amazon £31.99
Type
Incidental expense
Category
Meals and drinks
VAT
£8.01
Amount
£48.10
Submit Edit Split Notes

Payment

Three ways to pay back an approved claim

Once a claim is coded and approved, Capture Expense creates the ledger posting, payroll entry, or payment file itself.

  • Purchase ledger: the claim posts as a purchase invoice against the employee's supplier record in Xero, QuickBooks, Sage, and more.
  • Payroll: push straight to Cintra payroll with our native API, or manage by export file to Zellis, iTrent, Cezanne, and more.
  • Direct payment: a BACS file or Open Banking payment goes to bank.
  • Every payment is tracked so a claim can't be paid twice.
  • The Payments tab shows paid and unpaid balances per claimant, with export and payment history.
Payments
Export History Payments
  • ClaimantUnpaid
  • James Rowell 38.00 GBP
  • Sarah Hall 6.60 GBP
1 selected £38.00 Export
Payroll and HR
  • C

    Cintra Payroll and HR

    API connectorPay approved expenses through payroll and keep people, departments and cost centres in sync

  • Z

    Zellis Payroll and HR

    Export format

  • iT

    MHR iTrent

    Export format

  • Cz

    Cezanne HR

    Export format

Coding and posting

Postings right first time, not fixed at month end

Each claim reaches approval carrying its category, nominal code, VAT, and cost centre assigned by AI, so the ledger invoice or payroll entry it creates doesn't need correcting later.

  • People and cost centres synced from HR and payroll, so every posting lands against the right department
  • Re-export and revert from the export history without manual fixes
  • Every posting traceable back to the original receipt

Building the case for expense reimbursement software?

Capture Expense covers you at every stage of spend. 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

Advances and currencies

Advances and per diems reconciled in 100+ currencies

Issue an advance before the trip, reconcile it against the expenses that come back, and track the running balance across currencies.

  • Daily allowances and per diems are calculated from trip details using rates you set by country and duration.
  • Advances and petty cash carry a running balance across multiple currencies.
  • Historical and fixed foreign exchange (FX) rates work with a base currency per entity.

Payment control

Each claim paid once, by the right route

A receipt that's already been claimed shows as "looks familiar" when it's uploaded again, and auto-merge stops the user ending up with two drafts.

  • Duplicates are checked at user level and across the whole organisation.
  • Employees confirm policy declarations before they can submit.
  • Assistants and cardholders can enter expenses on behalf of others.
  • Every payment is tracked so a claim can't be paid twice

Where AI does the work on a reimbursement claim

  • Receipts read in 30 languages

    Document intelligence extracts merchant, date, amount, VAT and line items from photos and PDFs.

  • Category and VAT code suggested on arrival

    Receipts get an accounting category and VAT default as they land, and an override is remembered for that merchant next time.

  • Claims created from a chat message

    User Copilot turns a photo or a journey description into a claim ready for approval.

From set up to go live, the process and communication has been second to none. It has been very well received by all of our users, there are now people claiming expenses that would not do so before as the process was too complicated and clunky! Now they can submit expenses with ease and from anywhere!
Emma Beattie, Finance Operations Manager, National Education Union

  • 5377 expenses

    processed in just over a year

  • 2691 receipts

    uploaded in 15 months

National Education Union

Return on investment (ROI) calculator: work out the hours and VAT your team could save using your own numbers.

See the ROI calculator

Set up expense reimbursement in 3 steps

  1. 1

    Connect your finance system

    Link the purchase ledger or payroll and map employees to supplier records or payroll IDs.

  2. 2

    Set categories, VAT defaults and rates

    Define the category list, VAT schemes per entity, and any per diem or advance rates by country and duration.

  3. 3

    Switch on the channels your people will use

    Enable WhatsApp, Teams, Slack, forwarding email or the mobile app, and approved claims post to the ledger or payroll with the audit trail attached.

How UK and Ireland finance teams handle expense reimbursement

Posts to the systems finance already runs

Approved claims post to your ledger as purchase invoices or go to payroll for the next run, so nobody retypes them.

  • Xero
  • QuickBooks
  • Sage
  • Microsoft Dynamics 365 Business Central
  • NetSuite
  • Cintra
  • Zellis
  • MHR iTrent
  • Cezanne HR

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

Expense reimbursement software FAQs

How long does it take to set up expense reimbursement?
Set-up has three steps. Connect your ledger or payroll. Set categories, VAT schemes, and rates. Switch on the capture channels your people will use. Capture Expense can be set up in a matter of days.
Is our expense data secure?
Receipt images, extracted data, approval history and payment status are stored with every claim for audit.
How does expense reimbursement software pay employees back?
Capture Expense pays approved claims in one of three ways. They post as purchase invoices to Xero, QuickBooks, Business Central, NetSuite or Sage; go to payroll through Cintra by API connector or Zellis, MHR iTrent or Cezanne HR by export file; or are paid directly by BACS Standard 18 file or Open Banking.
Can employees submit expenses without installing an app?
Yes. Employees can send receipts from WhatsApp, Microsoft Teams or Slack through the User Copilot, forward them to a personal email address or upload them on the web. The iOS and Android app is there for anyone who prefers it.
How are categories and VAT handled?
AI assigns the accounting category and default VAT code as each receipt arrives, using country-based VAT and GST rules. Users can override a suggestion and the system remembers the merchant mapping.
How are duplicate claims prevented?
Duplicate receipts are flagged at user and organisation level before payment, and auto-merge removes duplicate drafts. Every payment is tracked so a claim can't be paid twice.
Does Capture Expense support advances, per diems and multiple currencies?
Yes. Issue advances before a trip and reconcile them against the expenses that come back, with a running balance in 100+ currencies. Per diems are calculated from trip details using rates you set by country and duration.

Find the feature that fits your team

See reimbursement from claim to payment

Take a product tour or book a demo to see the full journey.

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