Introduction to Capture Expense

Capture Expense is a comprehensive desktop and mobile application that allow staff to raise, submit and approve expenses at any time and from any location.

Capture Expense offers a mobile/tablet version which is fully-featured and allows employees to capture receipts, raise, view and submit expenses. Line managers and finance can also use the mobile app to approve expense claims.

All the features available to the desktop version are also available to mobile, except administration and maintenance tasks.

Capture Expense integrates all major Accounting, Payroll, and HR systems. It also:

Supports BACS payments.
Provides information to be fed in, such as users, projects, cost centres.
Pull user records in from existing HR or other existing staff record systems.

Task	Link
Receipt Management	Upload digital receipts using your mobile app, email, Teams, or What’s App. Note: OCR is used to read the receipt and pre‑populate the form. Automatically match to any credit card transactions. Split the receipt into multiple expense categories.
Journey Calculator	Automatically calculate distance based on input way points using Google’s API Distance Service. Use HMRC’s advisory rate (updated every 3 months) or your own rates. Override calculated distance and get the percentage difference.
Policy Control	Set spending limits for each unique user. Create warnings for expenses which are out of policy. Control number and level of approval stages. Duplicate protection, vehicle mileage checks and alerts.
Compliance	VAT records come pre-built with the software and include full UK and EU rates. Ensures your organisation reclaims the correct amount of VAT. Increases VAT reclaim success by up to 34%.
Corporate Cards	Automatically generate card expenses for review. Works separately from cash expenses, ensuring account balances can be reconciled. Provides real‑time exchange rates based on date of claim.
Carbon Emission Tracking	Calculate emissions for: Fuel consumption Hotel stays Flights Travel by bus, train, car, etc.