Education
Expense management for education
Multi-academy trusts, colleges and universities juggle hundreds of staff, dozens of cost centres and strict financial handbooks. Capture Expense gives staff a simple app, budget holders a clear approval, and finance the records the auditors ask for.
Jonny Dowell
Claim 145
£48.10
11 February 2025
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Approved
Stage 1
Jonny D
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SB
Pending
Stage 2
Sophie B
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SS
Pending
Finance
Susannah S
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
Sound familiar?
The problems we hear most often
- Monthly Excel spreadsheets and paper forms from every school
- Budget holders approving without seeing the policy or the receipt
- Procurement card statements reconciled by hand
- Trip spend agreed by email, then reconciled weeks later
How Capture Expense helps
What changes
Trust-wide, school-level
One organisation with school tags, or linked organisations per academy, with central approval either way.
Budget holder approvals
Approval Records by department and cost centre, category overrides for high-risk spend, delegation for holidays.
Procurement cards reconciled
Card feeds matched to receipts and posted per card scheme, with unreceipted lines chased automatically.
Trips with pre-approval
Educational visits pre-approved with a budget, spend linked to the trip and alerts when it goes over.
Audit trail for the ESFA and auditors
Timestamped approvals, receipts and exports, plus a read-only auditor role.
Education finance systems
Exports for PS Financials, Access, Sage, Xero, Business Central and more.
Book a demo
See how education teams use it, 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.
Rated 4.9 out of 5 on Capterra No credit card for the trial Reply within one working day
“From monthly Excel spreadsheets to a complete expense system, with 5,377 expenses processed in 15 months.”
Customer stories
Organisations like yours
5,377 expenses processed in 15 months
Education and trade unions
From monthly Excel spreadsheets to a complete expense system
Discover how Capture Expense digitalised NEU's expense management process to support their growing team and save valuable time.
Read National Education Union's story
100% paperless expenses
Education
From Excel to excellence: DoNESC's paperless journey
Discover how Capture Expense’s impact on DoNESC’s paperless journey streamlined their financial reporting process.
Read Diocese of Norwich Education Services's storyThe parts that matter most
Capabilities to explore
Approvals and policy
Multi-stage Approval Records, line manager routing, category overrides, spend limits and alerts.
Learn moreCorporate cards
Import transactions from the cards you already use, match receipts automatically, post to the ledger with the right VAT.
Learn moreTrips and mileage
Pre-approve travel, set subsistence rates by destination and duration, and calculate mileage with commute deducted.
Learn more- 75%
- time saved by replacing manual processes
- 44%
- reduction in spend through policy controls
- 60%
- fewer repetitive finance admin tasks
- 34%
- increase in VAT reclaimed
Questions
Frequently asked questions
Can't find what you're looking for? Talk to us and we'll answer within a working day.
Can teachers claim without installing anything?
How do we handle several academies?
See how simple expenses can be
Book a 30 minute demo with one of our team, or start a free trial and explore a ready-made workspace with your own data.
Rated 4.9 out of 5 on Capterra No credit card for the trial Reply within one working day