CASE STUDY
Digitalising expenses to support Gill Group’s 6 entities
& how Capture Expense helped the Gill Group team save time and go 100% paperless
5 days saved per month
on internal resource needed to process expense claims.
630 expenses processed
through Capture Expense in just over 9 months.
30 users, 6 UK entities, 1 automated expense management system
The Gill Group are an independent business with 35+ years of experience in designing, manufacturing, and supplying high-performance sensors for industries worldwide.
But their expense management process wasn’t as revolutionary as their products. Employees would have to fill out an Excel spreadsheet, send it for approval, and then scan and resubmit supporting documents.
This led to back-and-forth corrections that caused delays in payroll and created extra work for the finance team.
The Gill Group were in desperate need of an expense management solution that could support their growing team.
“Capture Expense has made my life so much easier! The system is easy to use, the support team are fantastic, and they’re always open to feedback. It’s saved me so much time and frustration, and our sales team love the app and snapping their receipts on the go. Honestly, it’s been a game-changer for us!”
– Caroline Seymour, Payroll Administrator
The challenge
- Manual processes: employees had to use Excel spreadsheets to submit expenses. But even with built-in formulas to speed up the process, there was still a lot of back-and-forth between them and the finance team.
- Heavy workload: the finance team had to handle a lot of admin work. Reviewing, rejecting, and following up on incorrect expense submissions took up a lot of time and created frustration.
- Managing multiple active users: with 30 active users—20 of them with corporate cards—manually keeping track of approvals and expenses increased the risk of mistakes.
The solution
- Automated expense submissions: Gill Group employees now snap a photo of their receipts in Capture Expense, and the app handles the rest—no more holding onto physical receipts, no more spreadsheets.
- Streamlined approval workflows: Gill Group’s line managers get instant notifications when an expense claim is submitted, and the finance team can easily track the status of each claim.
- Mobile-friendly platform: employees can submit their expenses in seconds. Whether they’re in the office, on the go, or working from home, the app gives them the flexibility to submit claims whenever it’s convenient for them.
The results
Simpler expense processes
Whether in the office or on the move, Gill Group’s employees can quickly and easily upload their receipts using the Capture Expense app. This convenience streamlined the expense process for everyone involved and helped the team submit 580 expense claims in under a year.
Higher employee satisfaction
Since switching to Capture Expense, employee satisfaction at the Gill Group has never been higher. No more scrambling to find receipts or dealing with long processes – submitting expenses is now quick, stress-free, and completely paperless.
60+ hours saved every year
Getting rid of spreadsheets and moving over to Capture Expense has led to significant time savings. What used to take the Gill Group’s finance team several days each month now only takes a few hours.
Capture Expense Brochure
Dive into our brochure to discover how you can stay on top of reimbursements, bills, and credit card transactions as they happen—while reaping the benefits of real-time spending insights across your entire organisation.