Manage travel expenses with total control
Daily or monthly budgets fall short when managing expenses trip-by-trip; that’s where Capture Expense comes in. Our travel expense management features keep your travel costs down with hourly-based policy controls.
- Set time-based spending limits
- Customise subsistence rates
- Manage mileage with interactive maps
- Report on spend in real-time
- Comply with global regulations
Intelligent brands taking total control of company spend
Fully customisable travel and expense management
Smarter mileage claims
Plan routes with interactive maps
Let your teams visualise, adjust, and add stops along the way for smoother travel.
Automatically calculate mileage
Automate mileage based on start and end points while enforcing the shortest route.
Create a full travel log
Instantly store and access accurate logs of every journey your teams make.
Custom subsistence rates
Set location-based allowances
Customise spend limits based on the location of each trip.
Stop over-spending
Send out-of-policy alerts to your teams to cut costs at the point of claim.
Comply around the globe
Comply with HMRC, Revenue, and more—no matter where in the world you travel.
Time-based spend limits
Budget by the hour, not day
Control travel costs on a per-trip basis by setting hourly-based spending limits.
Create custom trips
Customise rates and allowances for every individual trip you create.
Apply rates to categories
Get the ultimate cost control with time-based limits on every expense category.
Find out more about Capture Expense
We’re so much more than just an app to track your business expenses. From saving days reconciling your credit cards to getting customised insights in an instant with your finance copilot, here’s everything you need to know about Capture Expense.
From set up to go live, the process and communication has been second to none. The Capture Expense team has been great to work with, very helpful and answered all of my questions with patience and efficiency. It has been very well received by all of our users, there are now people claiming expenses that would not do so before as the process was too complicated and clunky! Now they can submit through the expenses app with ease and from anywhere!
– Finance Operations Manager, NEU
Understand your travel spend in real-time
Access real-time spending data when tracking employee travel expenses, automatically syncing data into your reports as and when spend happens.
You have the ultimate flexibility in how and when you report on your travel expense management. Use as many dimensions as you like to build reports against values like role, team, department, office, cost centre, project, and more. In whichever way you choose.
Centralise travel and expense management
Easily submit hotel requests through Capture Expense, letting the travel team handle approvals directly in the app. Our pre-approval feature enables your travel managers to review, approve, and manage hotel and flight bookings for employees—with the ability to attach tickets and key details to each request to avoid the steep costs of complex travel management systems.
Travel expense management FAQs
Does Capture Expense support Revenue compliance?
Our Trips functionality allows you full control over your subsistence rates, categories, journey hours, and reporting in a way that’s totally compliant with Revenue, so you have all the tools you need to manage travel expenses. Rates are based on the total duration of the work-related journey—like less than 5 hours, between 5 to 10 hours, or more than 10 hours. That also means you can generate fully compliant ERR reports thanks to:
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Subsistence rate setup: Easily configure subsistence rates aligned with Irish Revenue requirements, linking specific categories like meals and accommodation to relevant rates.
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Time tracking: Automatically calculate journey hours based on entered departure and return times, with the correct rate band automatically applied consistently across multiple expense claims.
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Revenue reporting: Generate tailored reports that include all necessary data for Irish Revenue submissions, guaranteeing that categories and expense groups match official descriptions.
You can read more about it over on our Ireland Expense Management page.
Can Capture Expense handle multiple currencies?
Yes! Powered by an intelligent integration with Xe, the worlds most trusted provider of currency data, that data syncs directly with Capture Expense when your teams spend globally.
If your team members are travelling and spending in a currency different to their own, Capture Expense will automatically recognise that the transaction needs to be exchanged into your base currency. Let’s say you have a team member travelling to the US from the UK. They’ll process their expenses as usual by scanning their receipts, and Capture Expense will recognise that while your employee is spending in USD, they need to be reimbursed in GBP—automating the process for you.
Can employees submit travel expense claims on the go while travelling?
Yes! Capture Expense’s mobile app allows employees to submit expense claims in real-time, no matter where they are. They can capture receipts, log mileage, and raise expenses directly from their device, speeding up your reimbursements and creating a full audit trail.
Can vehicles and mileage rates be customised?
Definitely! While it comes with built-in approved fuel rates ready for you to use—like those set by HMRC or Revenue—every business is unique, so our system lets you customise vehicle records and mileage rates. You can set rates based on things like the type of fuel a vehicle uses, its engine size, or specific company policies. You can even add vehicles to the system and assign them to specific employees or teams, making it super easy to keep track.
That means you can customise your trips to work in any country around the world, so mileage is automatically calculated based on the country of travel.
Extra features for managing travel expenses
Reimbursements
We integrate with all your finance and payroll systems for easy reimbursements through payroll or direct to bank.
Carbon Reporting
Automate your carbon tracking across all travel and expense types for real-time carbon reporting.
Mobile App
Submit, review, and approve expenses on the go with the Capture Expense mobile app.