Expense management softwareClaims with their receipts, checked and approved in one place
Dev Soft UK designs and builds expense management software for you with DocView Capture, DocView Web and DocView OmniRead. Staff send receipts by photo or e-mail, claims are checked against your policy, and approved amounts go to payroll and your accounts.
| Claim | Employee | Receipts | Total | Status |
|---|---|---|---|---|
| EXP-3104 | Field sales 2 | 6 | 412.80 | Manager review |
| EXP-3101 | Service team 4 | 3 | 96.40 | Approved |
| EXP-3099 | Project lead 1 | 9 | 1,128.15 | Query |
| EXP-3096 | Field sales 5 | 2 | 58.00 | Approved |
| EXP-3092 | Service team 1 | 4 | 203.60 | Finance check |
Illustration with sample data.
Faded receipts, late claims and month-end chasing
Paper receipts fade or go missing. Card statements arrive with lines nobody has explained. Managers approve claims without seeing the receipts, and finance re-keys totals into payroll and the ledger by hand.
The result is slow reimbursement for staff, policy breaches spotted too late, and a lot of time spent asking people for the same receipt twice.
Receipt and claim, together
Every line on a claim keeps its receipt beside it, so the approver and the finance team look at the same evidence.
From till receipt to reimbursement
Send
A photo of the receipt, or an e-receipt forwarded to a mailbox.
Read
Receipt details are read from the image into fields.
Check
Lines are tested against your expense policy.
Manager
The line manager approves or queries the claim.
Finance
Finance reviews breaches and the claims you choose.
Export
Payroll and accounting receive the approved amounts.
What the products already do
These capabilities are documented parts of DocView Capture and DocView Web today.
Expenses and claims
In DocView Web, staff submit expenses and claims with their documents attached, and reviewers approve them in one place.
Receipt templates
DocView Capture has a ready-made setup for receipts and expenses, and clean-up profiles that include thermal receipts.
E-mail and upload
Capture collects files from IMAP, POP3 and Microsoft 365 mailboxes, or by drag and drop of PDF, JPEG and PNG.
Statement tables
Tables are read over several pages, with row and sum checks, which suits card statements.
Approval routes
The DocView Web workflow designer assigns steps to a user or role, with conditions on values such as amounts.
Ready-made exports
Capture sends data to Xero, QuickBooks Online, Business Central, SAP, SQL, REST, SFTP or folders.
Your policy, your approvers, your systems
Every organisation's expense policy is different, so this is where our work comes in. We agree the rules with you, then configure and build them around DocView.
- We build a simple phone-friendly way for staff to photograph and send receipts
- We configure your policy rules: category limits, receipt required above an amount, VAT receipt needed to reclaim VAT
- We build card statement matching, so each card line looks for its receipt
- We add missing-receipt chasers and a declaration form for lost receipts
- We build mileage claims using the rates you maintain, with journey details on each line
- We route manager, budget holder and finance approval, and stop anyone approving their own claim
- We connect payroll and accounting exports in the format your systems expect
Teams that pay people back
Field and sales staff
People who travel, drive and buy on the move, and want to be repaid without filling in spreadsheets.
Finance teams
Teams that review claims, reconcile company cards and post the results to payroll and the ledger.
Growing businesses
Organisations moving from paper forms or shared spreadsheets to a process with a record of every decision.
Expenses are part of a wider finance process. See purchase to pay for orders, suppliers and invoices.
Expense management questions
Is this an off-the-shelf product?
No. It is DocView Web and DocView Capture configured for your expense process and, where needed, extended by Dev Soft UK. Expense and claim approval is part of DocView Web; policy rules, card matching, mileage and mobile receipt capture are work we do for you.
Can staff send receipts by e-mail?
Yes. DocView Capture can collect documents from a mailbox, including Microsoft 365, and we set up the mailbox and the rules that attach each receipt to the right claim.
Does it know the current mileage and tax rates?
We do not build rates into the software. Your finance team keeps the rates you use in the system and updates them when they change.
Which payroll and accounting systems can it send to?
Ready-made exports include Xero, QuickBooks Online, Microsoft Dynamics 365 Business Central and SAP, plus SQL, REST, SFTP and folders. For other payroll systems we can build an export file in the layout they need.
Where is it hosted?
We can host it for you on Azure, AWS, Google Cloud or another provider of your choice, or you can run it on your own servers or cloud.
Make expenses the easy part of the month
Tell us how claims, receipts and company cards work today, and we will design an expense process around them.