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Travel Expense Management

Travel expense management with spend limits by the hour

Daily or monthly budgets fall short when you manage travel trip by trip. Capture Expense sets time-based spend limits for each trip so travel costs stay within policy.

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Spend limits set by the hour

Time-based limits apply to every expense category on each trip.

Subsistence rates matched to each trip

Rates follow the journey’s duration and destination automatically.

Bookings approved before the trip

Travel managers approve hotel and flight bookings in-app with tickets attached.

Trips

Budget travel by the hour instead of the day

Create a trip and set time-based spend limits on every expense category so costs are controlled trip by trip.

  • Set hourly spend limits for each expense category on a trip.
  • Customise rates and allowances for every individual trip you create.
  • Link expenses and mileage to the trip so spend sits against its budget and purpose.
  • Anything over the trip budget is flagged to the approver.
  • Out-of-policy alerts reach your teams at the point of claim.
Trip
Newcastle Head Office, London

Visit to Head Office for Training

Susi Sharples, 04 Aug 24 to 06 Aug 24

Pre-approved
  • Hotel Accommodation pre and post training course 300.00
  • Staff Training Training Course Fee 100.00
  • Meals & Drinks Subsistence 25.00
  • Trains & Tubes Train ticket to and from Head Office 50.00

Total475.00 GBP

Subsistence rates

Ireland, civil service rates Active

Up to hoursRate
5 to 10 hours€19.25
Over 10 hours€46.17
Overnight€205.53

Departed 07:30, returned 19:10: 11 hours 40 minutes, over 10 hours band applied

Subsistence

Subsistence rates set by destination and duration

Departure and return times set the subsistence band for each day so the correct rate applies to every claim.

  • Set domestic and international rates plus location-based rates for cities and countries.
  • Journey hours apply across every expense on the same day.
  • Irish Revenue civil service rates come built in.
  • Meals and accommodation categories link to the relevant subsistence rate.
  • Alerts flag any claim that exceeds the applicable rate.
Trip
Newcastle Head Office, London

Visit to Head Office for Training

Susi Sharples, 04 Aug 24 to 06 Aug 24

Pre-approved
  • Hotel Accommodation pre and post training course 300.00
  • Staff Training Training Course Fee 100.00
  • Meals & Drinks Subsistence 25.00
  • Trains & Tubes Train ticket to and from Head Office 50.00

Total475.00 GBP

Subsistence rates

Ireland, civil service rates Active

Up to hoursRate
5 to 10 hours€19.25
Over 10 hours€46.17
Overnight€205.53

Departed 07:30, returned 19:10: 11 hours 40 minutes, over 10 hours band applied

Building the case for travel expense management software?

Capture Expense covers you at every stage of spend. 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.

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Vehicle mileage

Mileage linked to each trip

Mileage claims sit against the trip’s budget and purpose with distance calculated from the mapped route.

  • Drivers plan the route on an interactive map.
  • HM Revenue & Customs (HMRC) and Irish Revenue mileage rates apply automatically.
Go to vehicle mileage
WhatsApp
I drove from NE21 5PU to SN11 8AR, create a mileage claim

Capture Expense

Thanks Jonny! Your claim on Wed, 22nd Jan has been created with a distance of 297 miles @ 0.25 totalling £74.26. You can view the claim in draft expenses. View
Mileage claim

NE21 5PU Blaydon

SN11 8AR Calne

297
miles
£0.25
per mile
£74.26
claim

Wed 22 Jan, saved in draft expenses

Pre-approval

Pre-approve hotel and flight bookings in-app

Staff submit hotel and flight requests through Capture Expense and your travel team approves them in the app.

  • Travel managers review, approve, and manage bookings for employees.
  • Tickets and key details attach to each request.
  • Expected spend is approved before the trip starts.
  • Travel approval runs without spreadsheets or email chains.
  • You avoid the cost of a separate travel management system.

Reporting & insights

Travel spend reported in real time

Spend data syncs into your reports as it happens so you always see current travel costs.

  • Build reports on role, team, department, office, cost centre, project, and more.
  • Use as many reporting dimensions as you need.
  • Finance Copilot answers travel spend questions asked in plain English.
  • Reports include the data needed for Irish Revenue Enhanced Reporting Requirements (ERR) submissions.

Results from finance teams managing travel

Travel and expense management vs spreadsheets

  • Budgets

    Spreadsheets
    Daily or monthly allowances
    Capture Expense
    Time-based limits per category on each trip

  • Subsistence

    Spreadsheets
    Rates checked by hand against journey times
    Capture Expense
    Band applied from departure and return times

  • Mileage

    Spreadsheets
    Distance typed in by the driver
    Capture Expense
    Distance calculated from the mapped route

  • Bookings

    Spreadsheets
    Approved over email
    Capture Expense
    Pre-approved in-app with tickets attached

  • Currency

    Spreadsheets
    Converted by hand after the trip
    Capture Expense
    Converted to your base currency automatically

AI across travel claims and approvals

  • Receipt scanning

    Reads receipts and suggests the expense category and value added tax (VAT).

  • Smart Audit

    Checks each claim against your travel policy and approves it, rejects it with feedback, or escalates it for review.

  • User Copilot

    Lets staff raise expenses and mileage through WhatsApp, Microsoft Teams, or Slack.

  • Finance Copilot

    Answers travel spend questions asked by chat, audio, or email.

Customer data isn’t used to train public AI models and administrators can switch conversational features off.

Reimburse travel through payroll or direct to bank

Approved travel claims sync to your finance and payroll systems.

  • Cintra
  • Sage
  • Xero
  • QuickBooks
  • Zellis
  • MHR iTrent

Integrates with 50+ systems.

See all integrations

Travel expense management FAQs

Does Capture Expense support Irish Revenue compliance?
Yes. Trips gives you control of subsistence rates, categories, journey hours, and reporting in line with Irish Revenue requirements. Rates are based on the total duration of the work-related journey: under 5 hours, 5 to 10 hours, or over 10 hours. Categories and expense groups map to Revenue descriptions and reports include the data needed for ERR submissions. Read more on our Ireland Expense Management page.

Can Capture Expense handle multiple currencies?
Yes. Capture Expense uses currency data from Xe to convert spend into your base currency automatically. A team member travelling from the UK to the US scans receipts as usual and Capture Expense reimburses them in pounds for spend made in dollars.

Can employees submit travel expense claims while travelling?
Yes. Employees capture receipts, log mileage, and raise expenses from the mobile app. Each claim joins the audit trail as it’s submitted. Claims through WhatsApp, Microsoft Teams, or Slack are included in the Enterprise plan.

Can travel managers pre-approve bookings?
Yes. Staff submit hotel and flight requests through Capture Expense and travel managers review, approve, and manage them in the app. Tickets and key details attach to each request and expected spend is approved before the trip starts.

How long does implementation take?
Capture Expense is ready to use in a matter of days.

How much does travel expense management software cost?
Capture Expense is priced per active user. An active user is anyone who submits or approves at least one expense in a month. See pricing.

How is travel expense data kept secure?
Journey and expense data is encrypted in transit and at rest on UK-based servers with a timestamped audit trail. Microsoft Entra ID single sign-on (SSO) and multi-factor authentication (MFA) are included from the Business plan. Still have a question? Talk to us.

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Additional features for managing travel expenses

See travel expense management in action

A 30-minute demo covering your process from trip to reimbursement.

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