The finance stack
Money flows through a defined chain of systems. Each step is designed to reduce manual work, improve accuracy, and maintain clear approval trails.
Capital on Tap
Company cards
Zapier AI
Email classifier
Dext
Receipt capture
Xero
Accounting
ApprovalMax
Invoice routing
Float
Cash flow
EVERYONE
Two things all of us need to get right
DO THIS
Receipts for Capital on Tap card purchases
If you've paid for something on your Zeal Capital on Tap card, submit your receipt in one of two ways:
Option A — Open the Dext app on your phone and photograph the receipt.
Option B — Forward the email receipt to your personal Dext address: firstname.lastname.zeal@dext.cc
Do this within 48 hours of the transaction. That's it — the system handles the rest.
Option A — Open the Dext app on your phone and photograph the receipt.
Option B — Forward the email receipt to your personal Dext address: firstname.lastname.zeal@dext.cc
Do this within 48 hours of the transaction. That's it — the system handles the rest.
NOT THIS
Do not send receipts to Steve, Vikki, or accounts@
Receipts for card purchases should never be sent to Steve, Vikki, or accounts@wearezeal.co. That inbox is for supplier invoices only — not card receipts. Sending receipts there creates duplicate work and breaks the system.
IMPORTANT
Supplier invoices not paid by card
If a supplier sends an invoice that hasn't been paid via a Capital on Tap card (i.e. it needs to be paid by the company), it should go to accounts@wearezeal.co. These should be rare.
If a supplier is sending invoices directly to your personal email, ask them to send all future invoices to accounts@wearezeal.co instead. Do not forward them yourself — ask the supplier to update their records.
If a supplier is sending invoices directly to your personal email, ask them to send all future invoices to accounts@wearezeal.co instead. Do not forward them yourself — ask the supplier to update their records.
SPECIFIC ROLES
How invoices are processed once they arrive
The following applies to those involved in raising POs, approving invoices, and managing supplier relationships. Once an invoice lands at accounts@wearezeal.co, here is what happens automatically — and where human review is required.
Invoice arrives at accounts@wearezeal.co
From a supplier — with PDF or document attached
Automatically processed by Dext
Supplier details extracted · coded · published to Xero as "Awaiting Approval"
ApprovalMax routes the invoice for review
Routed based on invoice type — see groups below
Group A
Freelancers · sub rental · trucking · couriers
Reviewed by Woody and / or Sarah
Group B
Warehouse crew · consumables · print & stationery · equipment repairs
Reviewed by Andy and Joe
Cross-reference PO number · confirm accuracy
Reviewers check invoice matches the PO · flag any discrepancies before approving
Final approval — Steve
Coding accuracy · VAT treatment check · sign-off
Automatically published for payment
No further action needed — system handles from here
EVERYONE
Mileage claims
DO THIS
Claiming mileage for work journeys
If you've used your personal vehicle for a work journey (not your regular commute), you can claim mileage at the HMRC approved rate.
Step 1 — Record the journey: date, start point, destination, purpose, and miles driven.
Step 2 — Submit your claim via the mileage form (speak to Vikki if unsure).
Step 3 — Claims are processed monthly alongside payroll.
Important: Your regular commute to and from the office is not claimable. Only additional journeys for work purposes qualify.
Step 1 — Record the journey: date, start point, destination, purpose, and miles driven.
Step 2 — Submit your claim via the mileage form (speak to Vikki if unsure).
Step 3 — Claims are processed monthly alongside payroll.
Important: Your regular commute to and from the office is not claimable. Only additional journeys for work purposes qualify.
IMPORTANT
What counts as a claimable journey
Claimable: Travelling to a venue, client site, or location that is not your normal place of work. Travelling between sites during a working day. Journeys to collect or deliver equipment when no company vehicle is available.
Not claimable: Your regular commute to and from the office or warehouse. Personal detours during work journeys.
Not claimable: Your regular commute to and from the office or warehouse. Personal detours during work journeys.
Quick reference
Card receipt? → Dext app or your personal Dext email address. Nowhere else.
Supplier invoice (not on card)? → Ask supplier to send to accounts@wearezeal.co
Getting invoices to your personal email? → Ask supplier to update their records to accounts@wearezeal.co
Not sure? → Ask Steve or Vikki before doing anything else.
Supplier invoice (not on card)? → Ask supplier to send to accounts@wearezeal.co
Getting invoices to your personal email? → Ask supplier to update their records to accounts@wearezeal.co
Not sure? → Ask Steve or Vikki before doing anything else.