Quick start guide for new users

You can download and then edit a MS Word version of this guide by clicking the link at the bottom of the 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Warning: As this document can be downloaded, edited, and redistributed, it may become out of date over time.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

You can sign in using your email address and password, magic link, or single sign-on (SSO).

For help with your welcome email and signing in, see https://app.captureexpense.com/account/login/

Capture Expense app

Capture Expense can be downloaded 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 XX.

Personal profile

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

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.

XX

Different ways to submit your receipts

• Via email to receipts@captureexpense.com. See XX.

• Via What’s App. See XX.

• Through Capture Expense, either on the web or in the app. See XX.

Submitting your claims

Your claims must be submitted for approval, 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 XX.

To view the progress of your current claims, and any historical ones, see XX.

Mileage

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

• Add waypoints,

• Add round-trips

• Specify passengers

• Take commuter mileage into account

For more information, see XX.

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 XX 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 XX for for more information.

If you need to make a reimbursement claim, see XX.

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.

See XX for more information.

FAQs

For a full list of FAQs, see XX