A no brainer for improving your outdated expense procedure
February 17, 2021

A no brainer for improving your outdated expense procedure

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

Modules Used

  • Expense Management

Overall Satisfaction with Webexpenses

Webexpenses is used across the business to manage our expense claim process. Previously we used an excel paper based system that took a long time to process and created issues with reliance on physical receipts at the point of claim. The move to Webexpenses was smooth thanks to their customer support team who set our account up to our specific requirements. Staff are now able to claim on the road by simply taking a photo of their receipt instead of keeping the physical receipt in a folder/wallet/purse to then claim further down the line. This means less receipts go missing which means staff are happier and the accounts team have less hassle when processing the claims as all the receipts are present. This makes the process much easier and more efficient.
  • Ease of use
  • Customer Support
  • Cost effective
  • Can be tricky to adjust thresholds when having different authority levels (Senior/Parent etc)
  • Have experienced attached receipts going missing when using app on the road but this could be down to data/wifi
  • When coming out of attaching the receipt I would prefer to go back to the claim item instead of the entire claim
  • More efficient expense process
  • Happier claimants
  • Happier accounts team who process the expenses
Webexpenses is very easy to use from a claimant, approver and accounts perspective. It would be useful if accounts could add a receipt to the claim at point of payout if one is missed accidently instead of having to reject that item. The ability to add or remove different expense types helps improve reporting and the reporting system that is integrated is flexible so accounts can use it easily.
Customer support from Webexpenses is excellent, the response times are very good and in my experience they have always resolved my issue. Be it just by using their knowledge or looking at our system to identify where the error has occurred.
We use [Webexpenses] for claim submission and approval. Staff claim once a month but are able to update the claim throughout meaning they can just submit it when they get to month end. The approval system is very straightforward meaning managers are fully aware of what their team are claiming for. Very smooth, straight forward process.
Ability to record digital receipts, adhere with company compliance providing thresholds at the correct value and identifying those out of policy. Reporting ability was key too so that we could get some meaningful data from the system. Ultimately though, it came down to efficiency, the process needed to be quicker and smoother, which after a couple months of the team getting used to, it was.
It's been a while since I implemented this system, so can't remember the names of the other companies we looked at. When comparing I downloaded demo's and attended webinars to see the usability from the claimant perspective first hand. Webexpenses was very easy to use and at the price point was without doubt the best value for money.
I believe using a digital expense reporting system makes sense in all scenarios. Being able to claim on the road by simply taking a photo of your receipt is so much easier than relying on physical receipts. And the move to this type of system enables easier reporting and implementation into your accounting system.