finance.
How money flows through Zeal. A defined chain of systems, checks and owners — designed to reduce manual work, protect margin and keep every invoice traceable from inbox to payment.
the short version.
Every pound that enters or leaves Zeal passes through six systems — six apps, six responsible humans, six checks. This document is the map.
If you only read one paragraph: receipts and mileage go to Dext, supplier invoices go to accounts@wearezeal.co, nothing is paid without sign-off through ApprovalMax, and Steve has final approval on every invoice. Everything else explains why.
Skip ahead to the section that applies to you using the role tabs above.
the finance stack.
how an invoice gets paid.
When a supplier invoice lands at accounts@wearezeal.co, this is what happens. Most steps run automatically; the human checks are marked where they matter.
Steps marked automated run without human input. If something goes wrong — a receipt doesn’t appear in Dext, an invoice stalls — flag it to Vikki; don’t try to re-enter it manually.
everyone: card receipts.
If you’ve paid for something on your Zeal Capital on Tap card, submit the receipt in Dext within 48 hours. Two options — pick whichever is faster for you.
option a · in the app
Open the Dext app on your phone.
Photograph the receipt — keep the full total, date and supplier name in frame.
Dext extracts the details and publishes it to Xero automatically. No further action.
option b · email forward
Forward the email receipt to your personal Dext address.
That’s it. Dext handles the rest.
Receipts for card purchases should never be sent to Steve, Vikki, or accounts@wearezeal.co. That inbox is for supplier invoices only — sending receipts there creates duplicate work and breaks the system.
everyone: mileage claims.
Mileage runs through the same Dext pipeline as everything else. No separate spreadsheet. No standalone form. The app calculates distance and applies HMRC rates automatically.
how to submit
Open the Dext app on your phone.
Select Mileage (rather than snapping a receipt).
Enter your start point and end point.
Add a brief description — project name or reason for the journey.
Submit. Dext applies the correct HMRC rate and routes the claim through ApprovalMax.
Claimable. Travel to and from client sites, venues and project locations. Trips to suppliers, equipment collections, or meetings outside the office. Any work-related journey that isn’t your normal commute to the Basingstoke office.
HMRC rates (current). Cars and vans: 45p/mile for the first 10,000 miles, 25p/mile thereafter. Motorcycles: 24p/mile. Bicycles: 20p/mile. Updated in Dext when HMRC changes them — you don’t need to calculate anything manually.
quick reference.
frequently asked.
I’ve lost a receipt — what now?
Flag it to Vikki as soon as you know. Small losses (under £25) can usually be written off with a signed declaration. Larger amounts need a duplicate from the supplier.
Can I pay a supplier directly from my personal card?
No. Use your Capital on Tap card, or ask the supplier to invoice us. Personal card payments can’t be reimbursed without prior approval from Steve.
A supplier wants payment upfront — what do I do?
Don’t pay it from your own card. Ask the supplier to invoice us at accounts@wearezeal.co with the project details. Steve or Vikki will handle the payment.
How long should an invoice take to be paid?
Standard terms are 30 days. Most invoices clear within 14 once approved. If a supplier chases you, point them to accounts@wearezeal.co — don’t chase finance on their behalf.
Who has approval rights?
Group A (freelancers, sub-rental, trucking, couriers): Woody and/or Sarah. Group B (warehouse, consumables, printing, repairs): Andy and Joe. Everything else: Steve. Steve has final approval on every invoice, regardless of group.
change log.
| version | date | author | summary |
|---|---|---|---|
| 1.0 | 26 Apr 2026 | Steve | Initial playbook published. |