Capture Expense Reviews

Pros

Very intuitive system, which will help massively in making sure that our expense policy is adhered to. When configuring the system, the development and sales team have been there every step of the way and even developed some bespoke features for us.

Cons

No complaints to speak of, really happy at the moment.

Alternatives Considered

Access PeopleHR and SAP Concur

Reasons for Switching to Capture Expense

User friendly, not all expense software have an app, but Capture does.

Pros

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.

Cons

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

Alternatives Considered

Spendesk and Expensify

Reasons for Switching to Capture Expense

As we already had an expense card in place, we decided to look at a product that could function with what we had. Capture Expenses mileage functionality also appeared to be slicker and better thought out.

Pros

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

Cons

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.

Pros

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.

Cons

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).

Pros

very easy to navigate, and all self explanatory

Cons

WE would like receipts to pull through to the accounting system so these can be viewed on the transaction

Alternatives Considered

ExpenseIn

Reasons for Switching to Capture Expense

Price and no discount/set up deal could be offered

Pros

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.

Cons

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.

Pros

OCR - we just upload the receipt and in a few seconds the expense is created ready for us to save.

It was highly configurable and yet easy to understand, I've never seen any other system achieve this level of features with such ease of use.

The speed of the solution is fantastic, our internet is not the best but their software runs perfectly.

If we require something they immediately have it in the software for us, there was no waiting for weeks, we can always rely on them if our business changes.

Our staff took to the system well, mainly because of the ease of use, but also because it's fresh, looks and feels modern.

Even with all this it came out as one of the cheapest systems.

Cons

Although we had a dedicated account manager, when they were on holiday we'd have someone else who didn't know us or our setups very well, which was frustrateing

Pros

It's easy to use, value for money and the support team are very helpful

Cons

Difficult to set up with the Barclaycard bank feed but this was mainly Barclaycard's issues

Pros

- Simplified the process for finance staff
- Clear authorization of expenses
- Receipts are clearly visible for audit purposes
- More accurate for VAT purposes
- Large changes can take place via an import
- Good integration with the bank & payroll software
- The support to encourage and try and resolve issues for customers

Cons

- The integration link between the bank and payroll system has to be refreshed. Rather than automatic.
- The reporting aspects could be developed further

Pros

Very user friendly and easy to use. Excellent reports and exports.

Cons

Mobile App is good, but could be better. I have been told they are developing more functionality which is good.

Pros

Easy to use and keep track of expenses. I like that mileage between two points is automatically calculated and there is prediction in the postcodes for destinations and end points - that is useful as I visit a lot of the same sites on a repeat basis. Also keeping a YTD track on mileage up to and beyond 10000 is good.

Cons

No downside compared to another system tried before and submission by spreadsheet and post before

Pros

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

Cons

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

Alternatives Considered

DocuWare

Reasons for Switching to Capture Expense

The layout and the ease of use for staff

Pros

As an assistant I am looking for a tool that can 'assist' me is 'simple' and can help me do my job in a 'timely fashion.' expenseOnce achieves all this. It takes away the 'faff' and 'time consuming' tasks most often associated with expenses.