A very useful way of automating and digitising the expense process
February 16, 2021

A very useful way of automating and digitising the expense process

Anonymous | TrustRadius Reviewer
Score 8 out of 10
Vetted Review
Verified User

Modules Used

  • Expense Management
  • Audit
  • Travel

Overall Satisfaction with Webexpenses

Currently in our organization we use Webexpenses to manage the expenses for all employees as well as for managing all of the company cards. It successfully addresses the problem we had before of a large chunk of employee hours being spent on duplicating data entry tasks. Now that we have the Webexpenses system this has been significantly eliminated
  • The OCR function for people to take a picture of a receipt and it log that information immediately is a great idea
  • The ability to flag items that are not in the company's expenses policy is also fantastic
  • The integration with the Xero API is extremely useful because it lets us pay people so much quicker, as well as saving a great deal of time on data entry
  • The user interface was somewhat clunky in the past but this has been addressed lately and is much improved
  • It would be helpful if the system could flag up when the OCR comes out with something that must be wrong, like -£1000 instead of £10 for example, sometimes users are not checking their company card entries thoroughly enough and it may be helpful for the system to nudge them in the right direction
  • It would be great if there could be two companies the Xero integration worked with instead of one. Not sure how feasible this would be in practice, in fairness
  • Probably has been positive overall, due to the time savings meaning a de facto saving on man hours, but the solution is more expensive than our previous system.
  • We save money on postage and are more productive on time, which are not super easy to measure, but the cost of the system is still low
As an administrator the system is quite clear and it is fairly intuitive to go through and change the settings for users, to approve and process expenses, and to transfer the expenses to our accounts software as needed. There have been some complaints from some of our less technologically able users about the system being a bit tricky to use, but this is probably attributable at least in part to change resistance, and the online help hub makes it quite clear how to use it.
It is helpful that someone from the Webexpenses team checks in with us regularly (probably 2-3 times a year) to see how we are getting on with the system; if we have anything we'd like to change or need any help with any of the system. The online help hub is also good.
We used to have a spreadsheet based system that would take ages to log into our accounts software and was incredibly inefficient. It was also inefficient for the approval process. Now this has been streamlined and partially automated it saves a lot of time on data entry and on wasted emails and postage as well.
We needed the system to automate the data entry for the accounts software, have a place we could capture all the receipts, streamline the process of expenses approval, check that expense claims were within the company policy, and have a place to capture the company cards as well. Overall it successfully does all of these things
The scenario we have found ourselves in for using the Webexpenses platform is definitely one I would recommend to other users as being well suited. We used the platform to transition from a manual expenses system, where people submitted their expenses in a spreadsheet and posted in their receipts, to making everyone use the Webexpenses online platform, this is very useful, but I figure it may not necessarily be a solution if someone already had an online expenses system