The Setup > Account tab in Setup contains your core company configuration. Settings here affect how expenses are calculated, how data is exported to your accounting software, and how the system behaves for all users.
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Note: You must be an administrator to change any of the settings found below
The settings are split into the following areas:
Company details
Company logo
To add a logo click in the upload box, select your image file and click Save.
To remove the logo, click the red X in the top right corner of the logo and click Save.
Important: Logo files must be square, under 2MB, and in JPG or PNG format.
Company name
VAT registration: Enter your tax registration number. This field is used for invoicing.
Company registration (number)
Financial settings
Financial start: Click the calendar icon to select the start date of your financial year.
Home currency: This is set upon registering your organisation. This is the base currency in which your organisation uses and all transactions will default to this currency. Contact Support if it needs to be changed.
Default Approval: Select which approval flow will be applied to claims (assuming no other flow is applied)
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Claim period: This sets the date header on the report when you submit a claim. Select either monthly or weekly (and enter the day of the week you are submitting the claim)
Weekly (select day of week) or Monthly
Enable Auto Submit:
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If selected, Capture Expense will automatically submit any draft claims, either weekly or monthly, and at the day and time you specify. XX
Mileage and distance
Cumulative mileage start: the date from which cumulative mileage is calculated for HMRC rate band purposes. This will typically be 6th April to align with the tax year.
Distance unit: Kilometres or miles
Commute: sets whether commute journeys are calculated as one way or two ways, none, or disabled.
Prevent users from changing the commute selector: Check this box if users shouldn’t change their commute when making an expense claim.
Recalculate mileage rates on submission: recalculates the mileage rate applied to a claim at the point of submission, rather than at the point of entry. Useful if rates change mid-period.
Use shortest route instead of quickest for distance calculation: changes the basis of the distance calculator from the fastest route to the shortest route.
Export and accounting
Export format: Select which application and format you normally export to. This will be automatically selected when reporting on transactions.
Cash control: Enter the nominal account code. Cash Control is a cash management and internal control over cash and cash-related policies within a company. This is useful when exporting data to journals. This data will be posted to your third party accounting software during export.
Credit card control: Enter the nominal account code. Credit Card Control helps you keep track of the digital wallets linked to the user accounts and the devices they're active on. This is useful when exporting data to journals. This data will be posted to your third party accounting software during export.
VAT control: Enter the nominal account code. The VAT control account will accumulate all transactions with a VAT element. This is useful when exporting data to journals. This data will be posted to your third party accounting software during export.
Advance control: Enter the nominal account code for staff advances (i.e. receiving a portion of wages early). See XX.
Bank details - XX
Name on account
Account number
Sort code
IBAN / BIC / Issuer / Issuer ID / Routing Number / Bank Code / ACH ID
Street Name / Building Number / Post Code / Town / City / County / State / Region / Country
Mapping fields for accounting software integration - XX
Project / Task / VAT: You only need to enter information here if your organisation uses different terminology for project, task, or VAT.
System behaviour
Remove Project and Task relationship: Remove the project and task relationships that were previously created when setting up individual Projects and Tasks. This affects the Project Code (To link Tasks with Project) column in the Export.csv file.
Allow imported transactions to be submitted individually: When you import a bank statement into Capture Expense, all the transactions are allocated to individual users through the credit card number. Select this option if you want to submit the transactions one-by-one. Otherwise they will be submitted in bulk and you will get a total balance at the end of the process, which is useful if you want to check the total balance against the original statement.
Allow claimants to raise credit card expenses: Enable the Payment Method field to appear on the Add Expense form. This allow users to choose Reimbursement: for those who are claiming out-of-pocket credit card expenses or Credit Card: If the user is claiming against a company credit card.
Only export fully approved reports: Only fully approved claims are approved when exporting their data via Accounting. An error message appears if some of the claims included are only partially approved.
Do not add the default journey start location: Select this option if you do not want the Default journey location, set in Preferences, to be automatically added to Mileage claims.
Auto attach receipts to imported transactions: Auitomatically match and attach a receipt to an existing claim that has the corresponding amount. This is used for Credit Card transactions.
Enable open banking: Select this option to connect to various banks via the Open Banking API.
Use pending transactions: Select this option to pull down pending transactions when using open banking. You can then see the transaction straight away in the system when a credit card is used.
If unselected, only posted transactions are pulled. It will then take up to three days to see the users' transactions.
Prevent duplicate checks: When Enable open banking is active and transactions are imported, this prevents the same transaction from being imported twice
Hide personal refund flag: Select this if you do not want the Personal Expense (do not reimburse) flag to appear on users' credit card claims.
User must enter their journey commute distance on sign in: Force the user to enter a Default journey location and Your place of work within Preferences. This will calculate the commute distance and remove the commute amount from the mileage claim as well. This is so that the journey to and from work is not claimed as an expense, only as a Benefit-in-Kind. This option is used to make sure the user enters their distance before they start using the system.
Allow the Finance role to view all claims waiting to be approved: Select this option so that anyone with a Finance role can see all claims waiting for approval at any stage within the All Expenses tab in Approval.
When an Expense Category is found, do not remove the transaction incomplete status: when a category is automatically matched to an imported transaction, the transaction remains flagged as incomplete so a user still reviews and confirms it before submission. XX
Automatically submit cash and credit card expense separately: prevents cash and credit card expenses from being combined into a single claim, submitting them as separate reports.
Switch labels for commute and personal mileage on submission of mileage claims: swaps the terminology used for commute and personal mileage on the submitted claim, to match the language used in a specific accounting or payroll integration - XX.
Categories smart matching using AI: Select to enable AI smart matching. See Introduction to expense categories.
Enable trips: Select to enable the Trips functionality. See XX.
Leave Description empty instead of populating with the Merchant name: by default the merchant name is used to populate the description field on an imported transaction. Selecting this leaves the description blank for the user to complete manually -XX.
Group exported data by claimant and not expense claim header reference (Xero only): changes how the export is structured in Xero, grouping transactions by the person who submitted them rather than by claim reference number.
Enable enhanced address search for distance calculator: uses a more detailed address lookup service when users enter journey waypoints, improving accuracy for distance calculation. xx
Enable experimental expense grid (Expenses/Approval/Accounting pages): enables a new grid-style layout across the Expenses, Approval, and Accounting pages. This is an experimental feature and may not be suitable for all users. XX