Field services
Expense management for field service teams
Hundreds of engineers adding mileage every day is the norm for our field service customers. Capture Expense makes that a ten-second job by chat, deducts the commute, checks the driver, and pays through payroll or BACS.
Capture Expense
NE21 5PU Blaydon
SN11 8AR Calne
- 297
- miles
- £0.25
- per mile
- £74.26
- claim
Wed 22 Jan, saved in draft expenses
Sound familiar?
The problems we hear most often
- Engineers keying mileage from memory at the end of the month
- Commute deductions and HMRC banding worked out by hand
- Duty of care evidence for drivers stored in a filing cabinet
- Finance chasing hundreds of people for receipts
How Capture Expense helps
What changes
Mileage by chat
Say where you drove and the claim is created with the calculated distance, rate and commute deduction.
Places and favourites
Depots, customer sites and home saved as places, with favourite journeys for regular routes.
Duty of care built in
Licence, MOT and insurance checked before mileage is paid, with vehicle declarations on file.
Reminders, not chasing
Bundled reminders nudge people before the cut-off, and unreceipted card lines are flagged automatically.
Paid through payroll
Approved claims flow to Cintra, Zellis or iTrent for the next pay run, or to BACS.
Fleet carbon reporting
Emissions by vehicle, fuel type and engine size for every journey.
Book a demo
See how field services 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
“I am really impressed with the Capture Expense product and service. We had additional requirements which they were happy to scope and develop the platform to meet our needs.”
Customer stories
Organisations like yours
Security and fire systems
AlertSystems Case Study
See how AlertSystems transformed their expense management from a time-consuming paper-based process to a streamlined, fully digital solution.
Read AlertSystems's story
50% reduction in admin time
Electric vehicle infrastructure
From one day to one hour: how Source EV got expense processing under control
Find out how Capture Expense helped Source EV replace outdated processes with expense software that moves at a pace that matches their team.
Read Source EV's story
1.5 hours monthly processing, down from 1.5 days
Logistics and transport
From 1.5 days to 1.5 hours processing monthly business expenses
Discover how Capture Expense digitalised HTS's expense management process to support their growing team and save valuable time.
Read HTS Group's storyThe parts that matter most
Capabilities to explore
Trips and mileage
Pre-approve travel, set subsistence rates by destination and duration, and calculate mileage with commute deducted.
Learn moreAI and Copilot
A User Copilot for employees on WhatsApp and Teams, a Finance Copilot for questions and reports, and receipt intelligence throughout.
Learn moreMobile app
Native iOS and Android apps with full parity: capture, claim, approve and administer on the move.
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
From the blog
Further reading
- Mileage Tracking 101: Simplifying Reimbursements for Remote Teams We cover all you need to know about mileage tracking, from compliance basics and AMAPs to how automation can help. Insights · Mar 2026
- The Importance of Mobile Expense Management for Remote Teams As more and more businesses adopt remote work, expense management has become crucial for companies to keep track of their finances. Insights · Feb 2023
- HMRC Mileage Rates 2026/27: A Complete Guide Get the latest HMRC mileage rates for 2026/27, approved rates for cars, vans, motorcycles and bikes, advisory fuel rates, & compliance. Insights · Jun 2026
- HMRC Mileage Rate Increase: What Employers Need to Know About the New 55p Rate The HMRC mileage rate has increased to 55p for the first time in 15 years. Here's what UK employers need to update. Insights · May 2026
Questions
Frequently asked questions
Can't find what you're looking for? Talk to us and we'll answer within a working day.
How do engineers submit mileage without stopping work?
Can supervisors approve for large teams?
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