Webexpenses

Score8.7 out of 10

1,361 Reviews and Ratings

What is Webexpenses?

Webexpenses is a global provider of spend management solutions, combining integrated Expense Cards with cloud-based software for businesses of all sizes across 70+ countries. Serving industries such as retail, finance, technology, construction, and not-for-profit, Webexpenses gives businesses control over company spending by automating processes, proactively enforcing policies, and controlling costs.

Features

The Webexpenses platform includes both desktop and mobile apps, offering cross-platform auto-sync and tools such as:

Integrated Cards (physical & virtual) with proactive spending controls
Market leading Card Cashback offering - unlimited 0.75% cashback (GBP accounts only)
Google Vision-powered OCR receipt scanner for out-of-pocket claims
Petty cash management
Automated policy compliance engine
Automatic reconciliation for all corporate card and Expense Card transactions
Integrated mileage tracking and verification
ERP system integration for financial workflows

Benefits

Saves hours per claim by automating data entry for both claims and card spend with AI
Increases real-time visibility and proactive control over spending with live card transaction feeds
Reduces errors and fraud with configurable policies and included auditing tools
Achieves ROI with system payback in as little as three months

Selling propositions of Webexpenses include:

Unlimited claims submissions for active users
24/7 digital in-house support via chat, email, or phone, included for all users globally
Over 100 software and app feature upgrades per year at no extra cost
Fully customisable configurations to meet any expense policy needs

Beyond expense management

Webexpenses also offers solutions for automated invoice processing, corporate travel management, payments and auditing. These integrate with the core expense management system and our Card program to provide a single, comprehensive platform for managing all company spend.

Categories & Use Cases

Media

Screenshot of the Webexpenses mobile app, that captures receipts instantly.

Screenshot of Webexpenses, accessed through a desktop, iOS, Android or Windows device.

Screenshot of mileage tracking with Webexpenses.

Screenshot of a display of expense-related spend, reported and tracked with customisable reports.

Screenshot of the mobile app, where users' expenses can be built, submitted and approved.

Screenshot of Webexpenses payments and expense reimbursements.

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Screenshot of the Webexpenses mobile app, that captures receipts instantly.

Payment Status Tracking
Tracks what stage payments are at in the process, from approval to receipt.
Category average: 8.8
Payment Audit Trail
Allows admin users visibility into the entire payment process, from receiving the expense claim or invoice to the payee receiving payment.
Category average: 8.6
Electronic Funds Transfer
Funds can be transferred via EFT as opposed to paper checks.
Category average: 8.6

Duplicate Bill Detection
Detects duplicate invoices or expense reports to prevent double payments.
Category average: 8
Advanced OCR
Automatically imports information from invoices, receipts, expense reports, and other scanned documents into the platform.
Category average: 8.3
Financial Document Management
Invoices, expense reports, and associated documents are stored within the platform for any future needs.
Category average: 8.6

Most Frequent Users

Top 3 industries using Webexpenses.

Based on HG Insights installation data

View all Reviews

#1 most frequent

Professional, Scientific, and Technical Services

13.3%

10 installations of 75

“We use it for all staff to submit expense claims, including mileage, CPD accommodation, equipment and catering. We used to use excel spreadsheets which staff had to individually submit via email to a single person in the business. This wasted a large amount of administration time so using a purpose built piece of software is much better.”
— Senior Veterinary Surgeon, CVS

#2 most frequent

Educational Services

8.0%

6 installations of 75

#3 most frequent

Finance and Insurance

6.7%

5 installations of 75

“It is very intuitive, easy to find the buttons where to open and submit”
— Business Customer Support Associate, Wise

Pros

Intuitive and user-friendly interface for expense submission
Efficient mobile application for on-the-go claim logging
Robust receipt management with photo capture and storage

Cons

Clunky and dated user interface with confusing navigation
Mobile application instability and lack of feature parity with web version
Confusing receipt handling and limited automated data extraction

Verified User

Consultant in Quality Assurance (51-200 employees employees)

Use Cases and Deployment Scope

To my knowledge, the organization is using Webexpenses for reporting expenses and getting reimbursements across the organization. If there are other aspects of the software that they are using, I am not yet aware of these.

Pros

Easy to add receipts.
Easy to add expenses as they occur.
Easy and quick to submit the reimbursement request at the end of the month.

Cons

I had difficulty at first figuring out how to get to the page that had the drop-down box with the type of expense. Apparently I had started a request without having chosen that item, and couldn't get back to it. Eventually I figured out the difference between adding a new claim and adding a new claim item, but it wasn't obvious at first.
After adding a receipt, you have to look hard to find the back button which is the only way back to add more items, and might be the only way to complete the addition of the receipt to the claim

Return on Investment

It seems way more efficient than the spreadsheets we used before.

Usability

Alternatives Considered

Salesforce Essentials (formerly SalesforceIQ)

Other Software Used

Wave Accounting

Dhiren Shah

Implementation Engineer in Information Technology at Bottomline Technologies (1001-5000 employees employees)

Use Cases and Deployment Scope

We are using Webexpenses at Bottomline in order to submit our expenses for any official purpose. This includes office equipment setup, customer onsite, company onsite meetings, team dinners, etc. Webexpenses is a very user friendly and simplified application which is quite user friendly with straightforward workflows. You can set multi level authorisation for verification and approvals. Each contributor/reviewer can view and provide his/her comments, visible to everyone related. This helps in maintaining transparency and reduce delays or back and forth between different departments. It also has a different area to save receipts if you just want to upload them and use it later, which comes handy if you don't have to submit the report but don't want to lose the receipt. The status changes are notified to the submitter via email whenever there is any update. It also has good validations in place, in case of missing receipts. It can also handle cross currency, and you can set the conversion rate as per your actual rate on that day. All in all, it is a great application at an organisation level, to make the claim process easier and transparent for everyone. I would highly recommend it.

Pros

Validation if receipts are attached
Multiple authorisation for reviewing the expense
Email notification on status updates

Cons

UI can be upgraded to have a more modern look
Option to have a chat function
Saving templates for frequently used/submitted expenses

Return on Investment

Made claim process transparent
Easily manageable
Efficient and reliable

Usability

Other Software Used

CamScanner, Adobe Acrobat Reader, Microsoft Excel

Matthew Mills

Operations Technician in Engineering at CLP Envirogas (51-200 employees employees)

Use Cases and Deployment Scope

I use Webexpenses daily to manage my expenses and mileage. It it fast, easy to use and simple. Occasionally the app is not as intuitive as it could be, but the website is easy and fast. Highly recommend it. Tracking mileage is a doddle, especially when some mileage is paid and some is not. Also adapts to use of personal vehicle and company vehicle with ease. Five minutes at the end of each day and I am done. Expenses logged and I know the finance team will reimburse quickly.

Pros

Automatic recognition of receipts
Tracking of mileage
Ease of use

Cons

Offline mode in the app.

Return on Investment

My expenses are easy to do

Usability

Other Software Used

Microsoft Excel, Microsoft Windows, Microsoft 365 Copilot

Joe Jobling

Service Technician in Professional Services at Pharmagraph (51-200 employees employees)

Use Cases and Deployment Scope

We use Webexpenses at our company as an easy way to keep track of individual finances for the company. This service is quick and easy to use with a clean easy interface. It is useful for a range of financial tracking, from plotting routes for mileage too track lunches and dinners.

Pros

Clean and easy interface to navigate
Can plot routes for mileage
Tracking my financial history

Cons

The mobile app does crash infrequently
The milage is sometimes hard to input for multiple stops
Delays on approval of expenses

Return on Investment

Easy tracking and management of finances

Usability

Daniel Prest

Head Of Procurement at Bizspace Ltd (201-500 employees employees)

Use Cases and Deployment Scope

I use it for both expense payment and staff approval, plus reporting. As the Head of Procurement for the company I require the annual travel mileage (cars) and rail travel for the green house gas emission reports.

In terms of the problems it addresses, it simplifies and speeds up the entire expense process both for the payer and payee.

Pros

Customized Reports
Drag and drop receipts
Applying category limits

Cons

I've struggled to apply the rail CO2 feature

Return on Investment

Faster and easier payment and approval process
Less laborious to complete (inputting expenses)
Happier staff (due to simpler process)
Easily applied expense policy (due to description/pop-ups when entering)

Usability

Alternatives Considered

ExpenseIn

Other Software Used

REPropMan, Microsoft 365 Copilot

SAP Concur

Expensify

Emburse Certify

Webexpenses

What is Webexpenses?

Categories & Use Cases

Media

Webexpenses Key Features

Top Performing Features

Payment Status Tracking

Payment Audit Trail

Electronic Funds Transfer

Areas for Improvement

Duplicate Bill Detection

Advanced OCR

Financial Document Management

Who Buys & Uses Webexpenses

Most Frequent Users

Professional, Scientific, and Technical Services

Educational Services

Finance and Insurance

Most Frequent Users

Small Businesses

Mid-sized Companies

Enterprises

Most Frequent Users

United Kingdom of Great Britain and Northern Ireland

Australia

United States of America

Most Frequent Users

Finance

Admin

IT

Webexpenses Reviews

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