Emburse Captio

Turn every taxi slip, hotel invoice, and kilometer into a clean record the moment it happens. In the Captio mobile app, travelers snap a photo and OCR pulls out currency, tax, and merchant data; categorize it, tag a project, and move on. Start mileage tracking when you set off; it stops on arrival and uses your company rate to calculate totals and IRS-compliant logs. If a purchase hits a linked card, the line appears automatically and the tool matches it with the right image, flagging duplicates or missing proof. No more boxes of paper or late-night spreadsheet cleanups.

When it’s time to submit, bundle items by trip or week, add notes, and preview totals across currencies using the day’s native rates. Hit send and your report follows a staged approval route—team lead, cost-center owner, finance—without email back-and-forth. Approvers see policy checks in context: per-category caps, weekend rules, and missing fields. They can approve, reject, or request edits in one tap, and add comments for the employee. Spend controls stop out-of-bounds claims before they enter the queue so managers focus on the exceptions that matter.

For finance, Captio centralizes reconciliation. A dashboard aligns card feeds and bank notifications with submitted receipts, shows unmatched items, and summarizes what’s ready to pay. Create reimbursement batches, export to payroll or AP, and post to your ERP with mapped accounts and tax codes. VAT/GST recovery is built in: identify reclaimable tax, compile jurisdiction-ready reports, and push supporting images. Audit trails capture every change, approval, and exception so month-end closes faster and reviews are straightforward. Multi-currency reports roll up global spend while preserving original exchange rates for accuracy.

Getting started is simple: connect HR for user provisioning, enable single sign-on, and link accounting, travel, and card providers. Configure categories, mileage rates, currencies, and multi-step approval flows by role or location. Set up notifications for overdue actions, define project-based time and expense rules, and choose which data fields are required. With these guardrails in place, employees spend less time filing, managers act quickly, and finance gains visibility to curb leakage and uncover real savings.