AP/AR Automation
Capture Expense Integration
Zynk's Capture Expense integration moves approved expense claims out of Capture Expense and into your accounting or ERP system, already coded with nominal accounts, tax codes and cost centres. Once a claim is posted, Zynk marks it as processed in Capture Expense or records why it failed. It suits finance teams on Sage 50, Sage 200, Xero, QuickBooks or Business Central.
Capabilities may differ depending on the product.
Benefits
Why businesses connect Capture Expense
Only approved spend reaches the ledger
Zynk exports expenses once they have passed approval in Capture Expense, so finance posts what managers signed off and nothing that is still being drafted, queried or reviewed.
Coding that travels with the claim
Each exported transaction carries its nominal account, tax code, cost centre, net and tax amounts and currency. It arrives in the ledger already coded, instead of being recoded by hand from a printed expense report.
No expense posted twice
After posting, Zynk updates each transaction in Capture Expense as processed. Processed claims are left out of the next export, which stops the same receipt or mileage claim reaching the accounts a second time.
Failures explained where they started
If a claim cannot be posted, for example because its nominal account does not exist in the ledger, Zynk writes the reason back to the transaction in Capture Expense so the right person can see what needs correcting.
Quicker repayment for staff
Claims reach accounts payable soon after approval rather than waiting for someone to key in a weekly batch, so employees are repaid sooner and fewer unposted expenses are left over at month-end.
Capabilities
What you can do with Capture Expense
Every task the Zynk Capture Expense connector can run, grouped by the direction data moves.
Export out of Capture Expense
Data Zynk reads out of Capture Expense
1 task
- Transactions → out of Capture Expense
Actions in Capture Expense
Tasks Zynk can automate in Capture Expense
1 task
- Update transactions → in Capture Expense
Need something that isn't listed?
Most Capture Expense projects include at least one custom step. Our team builds it for you.
The problem
Why integrate Capture Expense?
Capture Expense makes claiming straightforward, but approved claims still have to reach the accounts. Without integration, someone exports a report, rekeys each line into the ledger with the right nominal and VAT codes, then keeps a separate list of what has been posted. It is slow, error prone and hard to audit.
Without integration
- Approved claims rekeyed line by line into the accounting system
- Nominal and VAT codes chosen again by whoever does the posting
- Claims posted twice because nobody knew which had already gone through
- Failed postings discovered weeks later during month-end checks
- Staff chasing finance to find out when they will be reimbursed
With Zynk
- Approved claims export from Capture Expense and post to the ledger automatically
- The coding set in Capture Expense stays with each transaction
- Posted claims are marked as processed and skipped by the next export
- Posting errors are written back to the claim as soon as they happen
- Claims land in accounts payable shortly after approval
How it works
How the Capture Expense integration works
Step 1: Connect Capture Expense
An administrator generates an API key in Capture Expense under the organisation's integration settings. Zynk uses it to read approved claims and connects to your accounting system alongside it.
Step 2: Match the coding
Map Capture Expense nominal accounts, tax codes, cost centres and employee or supplier references to the codes in your ledger, and choose whether claims post as purchase invoices or journal entries.
Step 3: Post and confirm
Each run exports newly approved claims, posts them and sends the outcome back to Capture Expense, marking successes as processed and attaching a message to anything that failed.
Step 4: Schedule it
Run the workflow hourly, daily or at the close of each approval cycle. Zynk can email a summary when something fails, so finance only steps in for exceptions.
Integrations
What can you connect to Capture Expense?
Example use cases for Capture Expense integration
Capture Expense and Sage 50 UK
Post approved claims to Sage 50 as purchase invoices or nominal transactions, coded with the supplier account, nominal code and VAT rate recorded against each expense.
Capture Expense and Sage 200
Create Sage 200 purchase invoices from approved claims, with cost centres carried across so spend reported by team in Capture Expense matches the ledger.
Capture Expense and Xero
Send approved expenses to Xero as bills against the claimant's contact, so reimbursements appear in accounts payable ready to be paid with other supplier bills.
Capture Expense and QuickBooks
Create QuickBooks Online bills from approved claims, keeping the expense account, tax code and description chosen in Capture Expense on every line.
Capture Expense and Microsoft Dynamics 365 Business Central
Import approved expenses into Business Central as purchase invoices or general journal lines, depending on how your finance team prefers to post reimbursements.
View the Microsoft Dynamics 365 Business Central integration →
Capture Expense integration FAQs
How do I get Capture Expense claims into Sage 50?
Can approved expenses post to Xero as bills?
Is there a Capture Expense API for accounting integration?
Which Capture Expense claims does Zynk export?
What happens if an expense fails to post?
Will Capture Expense work with Dynamics 365 Business Central?
Do expenses still need approving in Capture Expense?
See what Zynk can automate for your Capture Expense setup
Book a 20-minute call. We'll review your systems, flag the quick wins and outline a practical route to going live.
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