Capture Expense

Capture Expense is a cloud-based expense management application built for organisations in the United Kingdom and Ireland, now offered as part of the Cintra portfolio of payroll and HR software. It addresses one of the most persistent administrative burdens in finance departments: the collection, checking and reimbursement of employee expenses, which in many businesses still relies on paper receipts, spreadsheets and manual approval chains. Those processes are slow for employees, error-prone for finance teams and difficult to audit, particularly where VAT recovery and HMRC mileage rules are concerned. Capture Expense replaces them with a digital workflow in which staff photograph receipts on a mobile device, optical character recognition extracts the key details, and claims are automatically assembled, categorised and routed for approval. Its core approach is to encode local tax and policy rules directly into the software so that claims are validated at the point of submission rather than corrected after the fact.

Key capabilities include receipt scanning, mileage tracking with approved mileage allowance rates, multi-level approval workflows, policy enforcement with configurable spending limits, VAT reclaim support and corporate card reconciliation. Managers can approve claims from a mobile app, while finance teams gain dashboards and reports that show spending by employee, department, project or cost centre. Because the product sits within the Cintra ecosystem, approved expenses can flow directly into payroll for reimbursement, and exports are available for common accounting packages such as Xero, Sage and QuickBooks, reducing double keying. The system is delivered as software as a service, requiring no local infrastructure, and is designed to be deployed quickly with configuration handled around the customer’s own expense policy. It is aimed chiefly at small and mid-sized businesses, charities, professional services firms and multi-site organisations operating under UK and Irish tax regimes that want tighter control over employee spend without adding headcount in finance. Pricing starts from around GBP 6 per user, and both a free trial and a free version are available.