By need
Replacing spreadsheets and email approvals
Spreadsheets do the job until they quietly cost more than software would: finance time, missed VAT, late claims and approvals nobody can find. This is how the switch works and what changes in the first month.
2 Knives Bar and Kitchen
Newcastle upon Tyne
Capture Expense
- Fri 24 Apr 2 Knives Bar and Kitchen £48.10
- Thu 23 Apr Tesco £12.40
- Tue 21 Apr Amazon £31.99
- Type
- Incidental expense
- Category
- Meals and drinks
- VAT
- £8.01
- Amount
- £48.10
Sound familiar?
The problems we hear most often
- Finance retyping what employees already typed
- Approvals buried in inboxes, no record of who agreed what
- VAT reclaim missed because receipts are missing or illegible
- No idea what was spent until the month closes
How Capture Expense helps
What changes
Capture replaces typing
Receipts are read by OCR, categories suggested by AI, mileage calculated from postcodes.
Approvals with a record
Structured, timestamped approvals on any device, with policy alerts in line.
VAT recovered
VAT receipts required by rule and a VAT export ready for reclaim. Customers report a 34% increase in VAT claim success.
Visibility during the month
Dashboards and the Finance Copilot show spend as it happens, not after.
No rekeying into the ledger
Approved claims post to Xero, Sage, QuickBooks and more with the right coding.
Live in weeks
Import people and categories from your spreadsheet, set the policy, invite the team.
Book a demo
See how replacing spreadsheets and email 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
“Capture Expense has made my life so much easier! The system is easy to use, the support team are fantastic, and it's saved me so much time.”
Customer stories
Organisations like yours
60+ hours saved every year
Manufacturing
Digitalising expenses to support Gill Group's six entities
Learn how Capture Expense digitalised Gill Group's expense management process to support their growing team and save valuable time.
Read Gill Group's story
30 hours a month reclaimed
Food and drink
From 30 hours to minutes: giving Jimmy's Iced Coffee their time back
Find out how Capture Expense and Pliant helped Jimmy's Iced Coffee replace outdated processes with expense software that moves at their pace.
Read Jimmy's Iced Coffee's story
260 hours saved every year
Engineering
A faster, smarter way to manage expenses
Learn how Capture Expense digitalised Zakka Multitec's expense management process to support their growing team and save valuable time.
Read Zakka Multitec's storyThe parts that matter most
Capabilities to explore
Expense management
Receipts, claims, reimbursements and mileage without the admin, on web, mobile or chat.
Learn moreApprovals and policy
Multi-stage Approval Records, line manager routing, category overrides, spend limits and alerts.
Learn moreIntegrations
Native connectors, a REST API, SFTP and a large export library for accounting, payroll, HR, cards and messaging.
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
- Need an Excel Income and Expense Template? It’s a bit of a pain having to input data every month, but with an Excel Income and Expense Template it's not too bad. Insights · Apr 2022
- Still using Excel Templates for Expense Management? With our very competitively priced software, you can save money, time, and gain control over your expense management. Insights · Jan 2022
- Do I Need Expense Management Software? Nine testable triggers that decide whether you have outgrown spreadsheets, what each one costs, and what to do instead if you have not hit them yet. Insights · Aug 2026
- Travel Expense Policy Template & Guidelines A travel expense policy is like a rulebook for your business trips. Learn what a policy consists of and our guidelines when creating one. Insights · Dec 2024
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 we get our existing data in?
Will people actually use it?
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