Quick start guide for new users

You can download and then edit a MS Word version of this guide by clicking the link on the right of this page. You can then the tailor the instructions to a user.

Note: Areas of the quick start guide you will probably want to edit are highlighted in yellow. However, you should carefully check the entire document to ensure all instructions are relevant to your users BEFORE distributing it.

Warning: As this document can be downloaded, edited, and redistributed, it may become out of date over time. For the most up‑to‑date and authoritative guidance, always refer to the Capture Expense online help

Introduction

What is Capture Expense?

Capture Expense is a market-leading expense management system designed to make managing your expense claims simple and efficient. It has state-of-the-art receipt reading technology that automatically creates draft expenses from photos of receipts.

Why are we using it?

• Improved accuracy and provide transparent audit functionality

• Improved ability to claim back VAT

• It saves time for you, HR, and Finance.

• It streamlines our ability to get repayments to you quickly

What expenses does it manage?

• Reimbursements

• Credit cards

• Mileage

Getting started

Sign in

• Email invite: You will receive an email from Capture Expense with an invite link.

• Magic link: Go to the login screen and click Sign in with Verification link. Enter your email address and you will be sent an email with a 20-minute window to access Capture Expense.

• Single sign-on: Go to the login screen and click Sign in with Microsoft.

For help with your welcome email and signing in, see Sign in to Capture Expense.

Capture Expense app

You can download Capture Expense as an app on both iOS and Android phones, making keeping on top of your expenses easier when you’re on the move. You will use the same login details for the web and mobile versions.

See Capture Expense app.

Personal profile

You can change your password, set your bank details and your preferences.

Making your first claim

Once you’ve logged in and set your details, you’re ready to add your first expense. These articles will get you started.

• An overview of the expenses process

• Different ways you can submit your expenses

• How to raise your expense claims

Submitting your claims

Your claims must be submitted for approval by (e.g. to your line manager or finance team).

Speak to your HR department / manager for more information on your organisation’s procedure for expenses claims.

• For more information, see Submitting for approval.

• To view the progress of your current claims, and any historical ones, see View your expense approvers and details.

Mileage

With the built-in Google Maps feature, it is simple to make mileage claims.

You can also:

• Add waypoints: Click the + icon beside Journey Start to add stop-off points.

• Add round-trips: When you return to your original start point. The mileage is automatically doubled.

• Specify passengers: Click the + Attendees button to name who travelled with you OR enter them in the field at the bottom of the screen.

• Take commuter mileage into account: This is calculated from your home and work postcodes which you can set in Preferences. You can also select No commute, Commute one way, or Commute two ways - the mileage will be deduced from the Actual milage which is used to calculate your reimbursement.

For more information, see Raise a mileage claim.

Vehicle documents

Before submitting your first mileage claim, you’ll need to upload copies of the following documents and have them approved.

• Driving licence

• MOT certificate

• Insurance certificate

• Vehicle tax

See Submitting a vehicle document for more information.

Declarations

You will be required to provide a declaration when doing the following:

• Submitting an expense claim

• Submitting a mileage claim

Credit card expenses

You do not need to raise claims for items spent on your company credit card. These will automatically feed through to Expenses > Drafts.

As a credit card holder, you can access Receipts from the Capture Expense menu. You can upload receipts by photo, email, or What’s App, and they will be automatically linked to your draft claim where you can edit them as required.

See How do I scan receipts for more information.

If you need to make a reimbursement claim, see Raise draft expense claims.

When will my transactions appear?

• If using Open Banking and SFTP, your transactions will appear in Expenses > Drafts within 72 hours. Until then, photos of the receipt can be viewed in your Receipts > Inbox.

• If uploading .csv statements, your transaction will appear in Expenses > Drafts at the end of each month when we upload the card statement. Until then, photos of the receipt can be viewed in your Receipts > Inbox.

FAQs

For more FAQs, see the FAQs and troubleshooting area of the Help.