Capture Expense Reviews

Super easy to use interface, includes all 8 currencies we use for our international business, intuitive new AI feature such as the WhatsApp integration, simple onboarding for our entire team almost on our own, saved us tons of efforts and time when looking back at manual expense management.

The fast that we did not discover it sooner.

Mileage tracker bespoke set up, ability to have many members in the group, ease of use for claimant and administrator, ability to follow on with the set up by adding new academies admin's end as well as adding categories etc, approvals are easy, expense uploads into a separate finance system are easy, reasonably priced, leaders/heads can see a console view of their staff and what has previously been claimed, updates pending/able to be implemented, we use 2 different finance softwares and both marry up with with CE - generally a well-rounded system

There has been the odd bug in the system which needed reporting such as mileage not calculating properly or a different vehicle defaulting, audit trail isn't the best.

From the administration side of things, the ease in which people, vehicles, tags, categories can be updated and amended is great.
From a user side, the creation of an expense is quick and simple and very user friendly. If there is something missing from the claim or someone is over limits, the errors are flagged and obvious. Attaching receipts to the claim is simple and effective and ties everything in together. Creating expenses via a mobile phone has been a big hit with all of our users for the convenience and simplicity of being able to create expenses on the go!
The approval process is easy and provides an audit trail. Our Line Managers are no longer bogged down with lots of documents being emailed to them, they can access everything in one place. Being able to divert expenses to another Line Manager via the out of office option prevents any expenses being stuck in the system for too long because of annual leave.

That the system does not automatically adjust claims to a limit where a limit is in place. (although it does prevent a submission so procedures are still in place to prevent overclaims).

The software is very adaptable and the mileage claims/tracker functionality works very well with our growing fleet. It was also very easy to implement with great support from the Capture Expense team. So far, the scalability of the product seems to be very good as we continue to grow.

Although expense data is available, it would complete the product if there were reports available to be able to allow further control of expenses.

The customer service has been very good, always feel like we have support from the team.

So far there is nothing we dislike, everything seems to be going smoothly.

The Expense Once desktop and mobile versions are the same, a key factor for us when choosing an Expense application as we have employees that will use both; everything you can do on desktop you can do on the mobile version too.
The support we have received from [SENSITIVE CONTENT] is fantastic; he always responds promptly with answers to any queries you may have. It is apparent how important it is to [SENSITIVE CONTENT] and the team to improve Expense Once continuously and so any feedback provided by us is taken on board and almost always implemented.
You are never waiting too long for new features to be released. If there have ever been any minor problems, then these are fixed extremely quickly.
The product does as much work as possible for the claimants to ensure submitting expenses are easy. Credit card transactions come through from the bank and display in the claimant's drafts, ready for them to add information. If the claimant has already taken a picture of a receipt within EO, then EO will attempt to match the receipt with the transaction, one less thing for the claimant to do.
Claimants can view their historical claims, submitted claims and it is easy to see any rejected items.
Approvers can review all expenses within a claim quickly and approve/reject only certain lines if required; notes can also be added to send back to the claimant. There is no back and forth between windows, receipts can be viewed from within each expense line.
As an Administrator, the product is simple to navigate.

Currently, there isn't a way to drill down on access permissions for admins/approvers. It would be great to have the option to provide levels of access so that you aren't giving someone new to using the system access to everything all at once but can gradually build upon what they have access to over time. Or even if you needed to give someone view-only access to obtain information, this could be very useful and ensure that no accidental changes were made. Permissions are however something that have been discussed with [SENSITIVE CONTENT] and have been noted as a requirement for the future.