Improved efficiency and accuracy with Webexpenses
Updated June 23, 2023

Improved efficiency and accuracy with Webexpenses

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

Modules Used

  • Expense Management

Overall Satisfaction with Webexpenses

We will be using Webexpenses expense management features across our entire company. Webexpenses streamlines employee expense capture and tracking, and creates uniformity and consistency for the approving supervisors and accounting staff. This process offers flexibility for the end-user to process each expense. The multiple approval levels ensure policy compliance.
  • Optical receipt capture.
  • Receipt matching to bank card statement line items.
  • Claims dashboard for easy review.
  • I'd like to see improved functionality for intra-departmental account code selection.
  • The report writing is limited
  • The claim item processing for split expenses is glitchy and we often need support to complete the split
  • Customer service responses can be slow.
  • Staff time and cost savings moving from a manual expense management system to Webexpenses.
  • Improved accuracy with GL code capture
  • Improved accountability with the approving supervisors
Great product, but it is a bit limited in its intra departmental capabilities. We run into glitches from time to time attaching receipts to claims, splitting receipts. Support ticket resolution is slow. Assigning Chris Turnbill to our account has been a good improvement.
Slow response times unless Chris Turnbill is working the ticket.
We've moved from a manual expense management system of spreadsheets, credit card statements, and receipt originals to real-time, on the fly, expense capture with account coding, and an easy submission/approval process.
We have some expenses that are shared across departments which Webexpenses does not manage well. The system is glitchy.
This is our first system.

Do you think Webexpenses delivers good value for the price?


Are you happy with Webexpenses's feature set?


Did Webexpenses live up to sales and marketing promises?


Did implementation of Webexpenses go as expected?


Would you buy Webexpenses again?


This program may be complicated for older employees who are less tech savvy. During onboarding, many staff had difficulty with the steps for marking an expense as credit card vs. personal spend. Webexpenses is a significant improvement over a manual reconciliation process.
Certain situations with split credit card expenses seem to cause the system to hang-up, often requiring tech support to correct.

Webexpenses Feature Ratings

Employee Expense Reporting
Corporate Card Reconciliation
Customizable Approval Policies
Financial Document Management
Payment Status Tracking
Duplicate Bill Detection
Advanced OCR

Using Webexpenses

34 - purchasing for all ministries
2 - Two finance staff support the process. The Webexpenses administrator has limited background in IT processes.
  • Efficiency
  • Accuracy
  • Accountability
  • None that I can think of
  • Mileage reimbursement
It is a great improvement from our previous manual reconciliation process.

Evaluating Webexpenses and Competitors

  • Price
  • Product Features
  • Product Usability
  • Product Reputation
Price and Product Usability are tied for the most important factor. As a church, we have limited financial resources. Our prior manual system was very time consuming, and error prone.
I don't think I would change the process.

Webexpenses Implementation

Diving in to more detail on the reporting capabilities would have been beneficial earlier on.
Yes - The two admin staff were trained initially, to learn the complete functionality of the system. Next, 3 pilot users were trained, followed by the entire group.
Change management was a small part of the implementation and was well-handled
  • Challenges integrating the Webexpense workflow and our internal workflow with GL codes
  • Managing the various Webexpenses date-related processes. Expense date? Receipt date? Credit Card transaction date? claim date? This makes report writing complicated.
  • The design of our internal ministry departments was different from the Webexpenses company and department management, so we had to develop some work-arounds

Webexpenses Training

Our trainer spoke very quickly and went through the training material quickly. Since this process was new to us, we missed some important information. We would have benefitted from further training with report generation as well. She did provide a recording of the training, but again, she went through the material very quickly.

Configuring Webexpenses

Too limited. The Webexpense company structure didn't match our internal structure, so we had to create some work-arounds
Not sure. We are new to the system and still tweaking it.

Webexpenses Support

Quick Resolution
Knowledgeable team
Problems get solved
No escalation required
Support cares about my success
Not kept informed
Difficult to get immediate help
Need to explain problems multiple times
Slow Initial Response
I am not aware of this feature.
Our implementation specialist, Rita, quickly answered a complicated questions related to how our church uses the product.

Using Webexpenses

Like to use
Well integrated
Quick to learn
Feel nervous using
Lots to learn
  • mobile phone app for expense capture
  • proxy user functionality
  • Switching receipts from personal spend to credit card
  • administrative level report writing

Webexpenses Reliability

The Webexpenses multiple department management was not a perfect match for our internal structure. We developed work-arounds.
There was an unexpected system issue that caused us to have to postpone a user training session at the last minute. Our Webexpenses trainer was not aware that it was going to occur.
The performance is great. Pages and reports load quickly.

The data export/import from Webexpenses to our financial software, ACS, is not user friendly, mainly due to ACS import steps.

Integrating Webexpenses

The export/import process requires a good bit of manual data manipulation before import into the other system. The various Webexpense report date range options actually make the report generation complicated.
  • ACS
We have to export reports from Webexpenses, then import into ACS. The export file has to be manipulated before import to ACS.
  • File import/export
Develop a good understanding of the Webexpense report date range option and applicability to your method of GL management.

Relationship with Webexpenses