Quick start guide for new users

Capture Expense  |  Last updated: April 2026

Note Areas of this 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Warning As this document can be downloaded, edited, and redistributed, it may become out of date over time.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?

What expenses does it manage? (delete as appropriate)

Getting started

Sign in

 

For help with your welcome email and signing in, see 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.

 

Personal profile

You can change your password, set your bank details, and set your 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:

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 expense claims (replace with your organisation's procedure).

Mileage

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

(delete options that don't apply in your organisation):

For more information, see Raise a mileage claim.

Vehicle documents (delete any that don't apply)

Before submitting your first mileage claim, you'll need to upload copies of the following documents and have them approved:

 

See Submitting a vehicle document for more information.

Declarations

You will be required to provide a declaration when:

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 WhatsApp, and they will be automatically linked to your draft claim where you can edit them as required.

See How do I scan receipts for more information.

If you need to make a reimbursement claim, see Raise draft expense claims.

 

When will my transactions appear? (delete option not required)

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 Expenses > Drafts where you can rectify and re-submit if applicable, or delete it.

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.

For more FAQs, see the FAQs and troubleshooting area of the help.