Why Capture Expense?
Expense control finance trusts.
An app your team will use.
Capture Expense checks every claim against your policy before it reaches an approver. Employees submit from their phone or Teams, WhatsApp, or Slack. Finance teams across the UK and Ireland can be set up in days and roll out at your own pace.
4.9/5 rated on Capterra
- Cyber Essentials certified
- ICO registered
- Crown Commercial Service G-Cloud supplier
Three reasons finance teams choose Capture Expense over the alternatives
Every claim audited before it’s approved
You write policy rules in plain English. Smart Audit uses AI to check every claim against them in real time and flags duplicates, missing receipts, and out-of-policy spend. Only exceptions are raised for human review.
44% reduction in spend through policy controls.
UK and Irish rules built in
HMRC mileage rates and VAT treatment are part of the product. So are Irish Enhanced Reporting Requirements (ERR). Your team doesn’t have to configure them or keep them up to date.
34% increase in VAT claim success.
Submitted where your team already works
Employees submit expenses through WhatsApp, Teams, or Slack, as well as web and mobile. There’s no finance system for them to learn. Ease of use is the reason most customers give for choosing us.
Best Ease of Use 2026 (Capterra)
Also included: card feeds and Open Banking, business expense cards, mileage and per diems, multi-entity and multi-currency, Finance Copilot reporting, and 50+ integrations including Xero and Sage. See the platform
How Capture Expense compares
Most finance teams weigh their current process against a simple expense app and an enterprise platform. Here’s where each one lands.
-
Employee experience
- Spreadsheets & email
- Manual forms and emailed receipts
- Simple expense apps
- Easy to use
- Enterprise platforms
- Training usually needed
- Capture Expense
- Easy to use on web, mobile, Teams, Slack, and WhatsApp
-
Approvals and policy controls
- Spreadsheets & email
- Email approvals
- Simple expense apps
- Basic routes
- Enterprise platforms
- Extensive but complex to configure
- Capture Expense
- Configurable by team, value, or entity
-
Audit
- Spreadsheets & email
- Manual checks where time allows
- Simple expense apps
- Manual spot checks
- Enterprise platforms
- Often a paid add-on
- Capture Expense
- AI checks with Smart Audit on every claim
-
Multi-entity
- Spreadsheets & email
- A spreadsheet per entity
- Simple expense apps
- Limited
- Enterprise platforms
- Supported
- Capture Expense
- Supported with per-entity approval routes
-
UK and Irish compliance
- Spreadsheets & email
- Calculated by hand
- Simple expense apps
- Varies by provider
- Enterprise platforms
- Configured during the project
- Capture Expense
- HMRC and Revenue rules built in
-
Implementation
- Spreadsheets & email
- Nothing to set up
- Simple expense apps
- Self-serve in days
- Enterprise platforms
- Often several months
- Capture Expense
- Set up in days. Most teams roll out fully in 4 to 6 weeks
-
Support
- Spreadsheets & email
- Internal only
- Simple expense apps
- Often chat or email only
- Enterprise platforms
- Account team or partner
- Capture Expense
- UK-based team
What finance teams report after switching
- 75%
- Time saved by replacing manual processes
- 44%
- Reduction in spend through policy controls
- 34%
- Increase in VAT claimed
- 60%
- Fewer repetitive finance admin tasks
Set up in days. Rolled out on your timeline.
Capture Expense can be ready for claims in days. Most organisations take four to six weeks to roll out fully, testing policies and onboarding teams in stages.
- Timeline
- Set up in days. Typical full roll-out in 4 to 6 weeks
- Finance system
- Standard connectors for Xero, Sage, and 50+ platforms
- Card spend
- Daily card network feeds, Pliant expense cards, and Open Banking
- Support
- UK team based in Newcastle. Software Advice Best Customer Support 2026
- Security
- Cyber Essentials Certified. ICO registered. GDPR compliant.
- Public sector
- Crown Commercial Service G-Cloud supplier
- Ownership
- Part of Payroll Software and Services Group Limited (PSSG) alongside Cintra. Cintra payroll customers stay with the same group & platform for expenses.
Questions finance teams ask us
Why do finance teams choose Capture Expense?
How is Capture Expense different from other expense management software?
Is Capture Expense an alternative to enterprise expense platforms?
How long does it take to switch to Capture Expense?
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