Having used the software from both claimant and administrator perspectives, this reviewer finds the desktop and mobile versions to be seamlessly integrated, making expense submissions easy. There is currently no way to customize access permissions for admins and approvers, which limits control over user access.
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Capture Expense is a cloud-based expense management platform built to automate the entire expense lifecycle, from receipt capture through to reimbursement and reporting. Powered by conversational AI, it integrates directly into the tools your teams already use, including WhatsApp, Microsoft Teams, and Slack, so employees can raise claims with a photo or a text message without downloading anything new. For finance and operations teams, Capture Expense delivers granular spend controls, automated approval workflows, and a Finance Copilot that generates custom reports instantly through a natural language interface. Smart Audit uses AI to review claims against your policy rules before they reach a manager, auto-approving, rejecting, or escalating as appropriate. Core functionality includes: OCR receipt capture and automatic data extraction; vehicle mileage tracking with distance API, HMRC-approved fuel rates, and carbon footprint reporting; credit card reconciliation via Open Banking with real-time transaction feeds; business expense cards (physical, virtual, and single-use) with per-user spend limits; travel management with time-based subsistence rates and interactive route mapping; and multi-currency support across 100+ currencies with real-time exchange rates. Capture Expense integrates with 50+ platforms including Xero, Sage, QuickBooks, Salesforce, SAP, Microsoft Dynamics, and leading payroll and HR systems, pushing approved expense data straight through to reimbursement with no manual re-entry. Data can be exported via CSV, PDF, or direct API feed. Security and compliance: Capture Expense is HMRC recognised, Cyber Essentials Plus accredited, and part of the Payroll Software and Services Group (PSSG). Deployment is cloud-based with dedicated onboarding support from day one. Recognised with Capterra Best Value and Best Ease of Use 2026, and Software Advice Most Recommended and Best Customer Support 2026. Typical customer outcomes include a 75% reduction in manual processing time, a 60% drop in repetitive admin tasks, a 34% increase in VAT reclaim success, and savings of 44% on out-of-pocket expenses.
