--- title: "Quick start guide for new users" slug: "getting-started-guides" updated: 2026-06-24T10:48:23Z published: 2026-06-24T10:48:23Z canonical: "help.cintra.co.uk/getting-started-guides" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.cintra.co.uk/llms.txt > Use this file to discover all available pages before exploring further. # 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. ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image-66WUVSNL.png) > [!CAUTION] > **Warning**: As this document can be downloaded, edited, and redistributed, it may become out of date over time.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 > [!NOTE] > **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. ### 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](https://app.expenseonce.com/account/login/) 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](https://app.expenseonce.com/account/login/) and click **Sign in with Microsoft**. For help with your welcome email and signing in, see [Sign in to Capture Expense](/capture-expense/docs/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](/capture-expense/docs/capture-expense-app). #### Personal profile You can [change your password](/capture-expense/docs/change-your-password), [set your bank details](/capture-expense/docs/set-up-a-default-payment-method) and [your preferences](/capture-expense/docs/account-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](/capture-expense/docs/overview-of-expense-process) - [Different ways you can submit your expenses](/capture-expense/docs/how-to-submit-expenses) - [How to raise your expense claims](/capture-expense/docs/raise-a-mileage-expense-claim) #### 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](/capture-expense/docs/manage-receipts). - To view the progress of your current claims, and any historical ones, see [View your expense approvers and details](/capture-expense/docs/view-your-submitted-claims-and-approvers). #### 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](/capture-expense/docs/account-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](/capture-expense/docs/raise-a-mileage-expense-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](/capture-expense/docs/upload-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](/capture-expense/docs/raising-expenses#scan-a-receipt-with-your-mobile) for more information. If you need to make a reimbursement claim, see [Raise draft expense claims](/capture-expense/docs/raising-expenses). 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 #### How do I know if my claim has been approved? When your expense is approved you will receive an email notification. Your claim will also have moved into the **Archive** tab on your **Expenses menu** for easy reference. #### What do I do if my expense is rejected? If your claim is rejected, you will be sent an email notification that will include any reasons provided by the approver. Your claim will have been returned to your **Expenses > Drafts** where you can rectify and re-submit if applicable or delete. #### How do I submit a receipt in a foreign currency? When raising an expense there is a drop-down list of the currencies we accept claims in. If the currency you require is not listed, [contact us](/capture-expense/docs/help-and-support#getting-support). ![](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/image(217).png) For more FAQs, see the [FAQs and troubleshooting area](/capture-expense/docs/faqs-and-troubleshooting) of the Help. ## Attachments - [CaptureExpense_P1_Quickstart_Guide_06_2026.docx](https://cdn.document360.io/fc2cda72-4645-4b36-96bf-60439ec11f11/Images/Documentation/CaptureExpense_P1_Quickstart_Guide_06_2026.docx)