Excel stays the interface
Upload cost plans and ERP actuals from templates. Export the summary back to a formatted workbook. Nobody has to learn a new way to enter numbers.
CAPEX planning, allocation and reporting
Capital expenditure software — built by a Real Estate CFO. Made for everyone.
Your capex plan lives in Excel, for you to easily manage. CAPEXdesk holds what was budgeted, committed, uncommitted and spent, and checks it against what your ERP and contract management system says is committed and spent. It sits alongside accounting and contract management systems such as SAP, Oracle and Unifier, read-only, and never overrides or replaces them.
Booking opens your email client with the details filled in — nothing is sent until you press send.
No card required to create a company.
Committed and incurred stay separate columns — never merged.
CAPEX Summary
Approved budget£0.0m
Forecast£0.0m
Variance−£0.0m
| Project | Committed | Incurred | Paid |
|---|---|---|---|
| Tower A — substructure | 12,400,000 | 9,880,000 | 8,210,000 |
| Tower A — façade | 7,150,000 | 3,020,000 | 2,400,000 |
| Podium retail fit-out | 4,900,000 | 4,900,000 | 4,455,000 |
| Infrastructure & utilities | 6,300,000 | 2,140,000 | 1,980,000 |
| Professional fees | 2,050,000 | 1,760,000 | 1,760,000 |
Illustration of the CAPEX Summary. Figures are examples.
What it is
A capex system of record that keeps Excel in the loop.
Your ERP is the system of record for what was spent. It was never designed to hold a capital plan, a phasing, a commitment that has not been invoiced, or an approval chain. That work goes into spreadsheets — and stays there. CAPEXdesk is where it lives instead.
One-way beside your ERP Read-only
Integration runs in one direction. Nothing CAPEXdesk does can alter your system of record, so adopting it risks nothing you already rely on.
Committed, incurred and paid stay apart
Never merged into a single "spent." A single "spent" figure lies by omission — it counts a purchase order you've committed to, but not started, as money already gone.
Why this exists
As a senior finance professional working in real estate and infrastructure for the past 15 years, I've always found it hard to report well on capital projects, large and small. Accounting ERPs and contractor ERPs can be difficult to pull whole-of-life capex from in a way a CFO can pick up and actually use to manage the company's capital simply. Both do their intended job well — accounting for actuals, or managing contracts — and forecasting tools fall short on simple capital reporting too. CAPEXdesk doesn't replace any of these systems; it fits in the gap. You bring data in from them using Excel, and manage and report your capital projects on a timing basis, with minimal training.
— Our Founder, an experienced real estate, investment and infrastructure CFO
The summary
Every project, one page, any level of detail.
Budget against forecast against actuals, across the whole portfolio or down to a single asset. Expand any level of the work breakdown in place.
- Approved budget, forecast and variance side by side
- Committed, incurred and paid as three separate columns
- Cash or accrual basis — chosen once, and it locks when actuals arrive
- Export the whole matrix to Excel as it appears on screen
How it works
Seven steps, each approved before the next.
The lifecycle every capital programme already runs on, made explicit — with a name and a date against every approval, and versions that supersede rather than get edited.
- Nothing moves to the next step without a recorded sign-off
- An approver cannot approve their own submission
- A superseded version is never overwritten, so history stays intact
- Every figure traces back to the document it arrived on
1 WBS structure — the work breakdown
2 Budget — the approved baseline
3 Commitments — committed vs incurred
4 Uncommitted — forecast less committed
5 Actuals & forecast — ERP actuals, re-phased
6 Cashflows — the budget, expanded into months
7 Adjustments — reclassify or amend, with a reason recorded
Commitments and Uncommitted report correctly today; direct entry is on the roadmap.
Control
Close a month and mean it.
A period lock stops anything committing into a closed month — including an upload validated before the lock and confirmed after it. A stage gate freezes the plan of record so a later variance is measured against what was actually agreed.
- Locks apply portfolio-wide or per project
- Only an approver can close a period, and it is recorded against them
- Stage gates copy the plan, so the frozen version holds real figures
- No silent unlock. A closed period stays closed, permanently — and the screen says so upfront
January 2027 Closed
February 2027 Closed
March 2027 Open
April 2027 Open
May 2027 Open
Reporting
The board pack, generated from the approved version.
Generated straight from the approved numbers — not rebuilt by hand each month, and never stale by the time the board sits down.
Report packs
Generated against a chosen version, as a formatted workbook your directors already know how to read.
Version compare
What moved between two versions, decomposed by cause, with the residual shown rather than quietly absorbed.
Audit log
Every change, who made it and when — filterable, exportable, and hash-chained so a record cannot be quietly altered.
Security
Built the way an auditor would build it — including admitting what isn't certified yet.
We are early, and we say so. These decisions were made on day one, because retrofitting them is how capex platforms end up untrustworthy.
Tamper-evident audit log
Hash-chained, and the database itself refuses updates and deletes on the log. A constraint, not a policy.
One database per client
Isolation is the database boundary, not a column in a shared table. Your data is not co-mingled with anyone else's.
Multi-factor enforced
Required on privileged access rather than offered as an option. Encrypted in transit and at rest, with short-lived sessions.
Regional hosting
Web-based, hosted in the EU (Frankfurt), lawful for UK customers under data adequacy. Integration with a country's or company's own servers — including in-Kingdom for Saudi Arabia and the wider GCC — is on our roadmap, not available today.
SOC 2 Type II In progress
Not certified yet, and we will not pretend otherwise. Ask and we will send the current security overview.
Your data stays yours
Export the whole company — every version, line and audit record — to a file at any time, without asking us.
FAQ
Questions we are actually asked.
Does it replace SAP or Oracle?
No. It sits alongside them and reads from them. Your ERP stays the system of record for what was spent.
Can it write back to our ERP?
No, by design. Integration is one-way, so adopting CAPEXdesk cannot affect the systems you already depend on.
Do we have to stop using Excel?
No. Cost plans and ERP actuals come in as workbooks, and the summary and report packs go back out as workbooks.
Where is our data held?
In its own database, not a shared table with a tenant column. Web-based today, hosted in the EU (Frankfurt), lawful for UK customers under data adequacy. Integration with your own country's or company's servers — including in-Kingdom for GCC — is on our roadmap.
Can a figure be changed after approval?
Not silently. Versions supersede rather than get edited, the audit log is hash-chained, and a locked period refuses new commitments.
How do we start?
Create a company, build the work breakdown, and upload a cost plan. Or book a call and we will walk through it on your numbers.
Start today, or have us walk you through it.
Create a company and load a cost plan yourself, or book a call and we will show you the product on your own numbers rather than a demo dataset.
Booking opens your email client with the details filled in — nothing is sent until you press send.