Logistics and transport
Expense management for logistics and transport
Drivers and depot staff spend around the clock, in cash and on cards, across the UK and Europe. Capture Expense collects it from a phone, applies night-out and subsistence rules, and reconciles the cards without a month-end scramble.
Sound familiar?
The problems we hear most often
- Cash and card spend from drivers arriving as a bundle of receipts
- Night-out and subsistence allowances applied inconsistently
- Tolls, tunnels and ferries in several currencies
- Fuel cards and company cards reconciled by hand
How Capture Expense helps
What changes
Receipts from the cab, by chat
Drivers send a photo on WhatsApp and the claim is coded. No app to learn.
Allowances by time away
Subsistence and night-out rates by hours away and overnight stays, applied automatically from departure and return times.
Multi-currency
Euro tolls and ferry costs converted at historical or fixed rates into the entity's base currency.
Card feeds and matching
Amex, Visa and Mastercard feeds matched to receipts, posted per card scheme.
Cash advances
Advances issued and reconciled against trip expenses with running balances.
Emissions per journey
Carbon calculated for mileage and travel for customer reporting.
Book a demo
See how logistics and transport 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 1.5 days to 1.5 hours processing monthly business expenses.”
Customer stories
Organisations like yours
Aerospace logistics
B&H Worldwide Case Study
Discover how Capture Expense streamlined an aerospace firm's workflow, leading to faster approvals, reimbursements and greater efficiency.
Read B&H Worldwide'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
Corporate 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 moreExpense management
Receipts, claims, reimbursements and mileage without the admin, on web, mobile or chat.
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
- HMRC Advisory Fuel Rates 2026: June Update HMRC advisory fuel rates 2026 changed on 1 June, with rates. See what they mean for your mileage reimbursements. Insights · Jun 2026
- Company Car Fuel Benefit: Changes for 2026/27 We cover the company car fuel benefit rates for 2026/27, as well as everything else you need to know for your teams. Insights · Jun 2026
- Per Diem Rates and Examples for 2026 Per diem is a daily allowance given to employees to cover business travel costs. Here's what per diem means for you and the rates for 2026. Insights · Apr 2026
- What are HMRC’s Overseas Subsistence Rates in 2026? You can use HMRC’s overseas subsistence rates to reimburse your employees’ accommodation and subsistence expenses for travel outside the UK. Insights · Apr 2026
Questions
Frequently asked questions
Can't find what you're looking for? Talk to us and we'll answer within a working day.
Can drivers claim without a company email address?
How are night-out allowances handled?
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