Outstanding

When working with linked organisations, you can now limit Admin and Finance users so that they only have visibility of the specific organisation they are assigned to.

To apply this restriction, go to Setup > People, choose the relevant user, and select the Local org only option.

Note: This option is visible only when the Administrator and/or Finance permission boxes are ticked.

Pre-approvals now work with multiple stages, giving you more control over spend before it happens.

Approvers see all pre-approvals in one table, which can be filtered by stage or claimant. Finance teams can review approvals across the whole organisation in one place.

The Approval workflow can be added to the user record and defaults to their expense approval flow.

We’ve made several improvements to Advances (Petty Cash) to give users and finance teams more control:

• New category types allow linking specific categories to advance claims.

• Track remaining balances at a glance.

• Full support for multiple currencies — advances can be provided in any currency.

• Alerts notify you if you exceed your balance or use the wrong currency.

• Finance teams can now filter and audit advances more easily.

Managing Petty Cash is now simpler, safer, and more transparent.

You can now generate a unique email address linked to your Capture account – making it easier to forward receipts from anywhere.

Use it to:

• Forward receipts from shared credit cards directly to the cardholder

• Connect travel, taxi, cloud, and subscription services for automatic receipt capture

• Simplify receipt collection from any email source

Find this in User Settings, or ask your admin to create one for you in People records.

Users with Finance Permissions can now view the status and report on vehicle documents submitted by users.

How to Access:

• Go to Documents > All tab

• Select an item

• Use the Export button (right-side action menu) to download a .csv report

For more information on Duty of Care go to the Help Centre

You can now bulk import year-to-date mileage.

Go to Setup > People > Actions > Import Mileage Balance.

Download the template.

Complete. Save and return to Setup > People > Actions > Import to upload.

A mileage claim is auto-created in the background (no approval needed) and appears in User Expenses > Archive.

For further information visit the Help Centre

Great news for finance users! We’ve upgraded the Accounting section with a powerful new "Export History" tab (Accounting > Export History) to give you more control over syncing data with your Accounts and Payroll systems.

What’s New?

Update with Confidence: Mark transactions as complete, knowing you can safely re-export updated files or revert exports back to the Accounting > Export tab for adjustments—then export again.

Full Visibility: View key export details (Export user, total amount, date) easy-to-read history.

More Control: Re-export or reverse past exports in just a few clicks—no more guesswork.

How to use it:

Once you’ve exported a file, click the Export History tab to review, tweak, or re-run it as needed.

This update ensures you have visibility of what's been exported and when.

Further details can be found in the Help Centre

We’re pleased to announce an enhancement to posting receipts via WhatsApp. Now, whenever you send us a receipt, please include a caption in WhatsApp—just as you normally would when sharing a picture.

1. Add a Description

Type a brief note about the expense in the caption. We’ll automatically save it as the expense description.

2. Split the Bill

Want to claim only part of the receipt? Simply include text like “Split the bill £35” in your caption. We’ll handle the partial claim, recalculate VAT, and tag the expense with a “Split Bill” label.

3. Do Both

Need to add details and split the bill at the same time? Include everything in one caption—for example: “Lunch meeting, split the bill £20.”

We’ve introduced a new Auditor role to provide read-only access to financial data and reports in Capture Expense.

Auditors can:

View and export expense history for all users from the Archive tab within Expenses View and export expense data for all users from Insights. Auditors cannot raise, edit, or approve expenses.

This role is ideal for finance teams or external auditors who need access to reporting without making changes.

Allocating the role is easy—on Web go to Setup>People and tick the Auditor box.

We have made enhancements to the data export from Expenses > Archive > Audit Export. The export provides full details of complete expense and is available for all roles.

• Additional Fields: Including:  VAT Code, Net Amount, Trip Details (Name, Distance, Start, End), and User Details (Home Address, Work Address, Commute Amount, Commute Type Applied). 

• New Export Points: The Audit Export is now available from Approval and Accounting views. Previously, this was only available from the Archive.

• Renaming: The button was previously called Export and we've now renamed this Audit Export.

Try out the new export features and get a clearer view of your expense data!

We're pleased to announce improvements to our WhatsApp service, making receipt management even easier!

Here’s what’s new:

• Automatic Feedback: After sending a receipt, you’ll get immediate feedback on whether it’s matched to a card transaction or automatically processed as a reimbursement.

• For Corporate Card Users: If the card transaction hasn't imported yet, we’ll ask if you used a corporate card or paid out of pocket. Simply click the button in the message to confirm.

• Flexibility: Changed your mind? No problem! Go back to click the other option such as "Corporate Card", and the out-of-pocket claim will be removed, leaving the receipt ready to match.

If you’re not yet using our WhatsApp service, go to your user Settings and follow the instructions to connect your device.

To distribute supporting materials such as documents covering company policy, administrators can now upload files to make them accessible to all users.

Go to Setup > Settings > Documents and upload the files.

All users can then access these from the dashboard or via the menu in the mobile app.

Our new WhatsApp Copilot feature offers a super quick and easy way to forward receipts and documents whilst traveling and is an alternative to using our mobile app.

Go to your user settings, which is your initials in the top right of the web and use the camera on your mobile device to view the QR code or text us the join code directly via WhatsApp.

Or using our mobile app go to the main menu and click Settings and click Connect Device to message us the join code.

Your device will now be connected to Capture Expense and you can take pictures and forward receipts directly via WhatsApp!

To address the complexities of commute deductions in mileage claims, we've introduced settings that allow for greater flexibility and accuracy.

You can now specify whether to apply deductions for one-way or round trips directly, ensuring that mileage claims reflect actual travel costs more accurately.

This feature is especially useful for those whose work involves frequent travel not from your usual place of work.