Improved efficiency and accuracy with Webexpenses
Updated June 23, 2023
Improved efficiency and accuracy with Webexpenses
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
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.
This is our first system.
Do you think Webexpenses delivers good value for the price?
Yes
Are you happy with Webexpenses's feature set?
Yes
Did Webexpenses live up to sales and marketing promises?
Yes
Did implementation of Webexpenses go as expected?
No
Would you buy Webexpenses again?
Yes
Webexpenses Feature Ratings
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
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
- Implemented in-house
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
Configuring Webexpenses
Not sure. We are new to the system and still tweaking it.
Not that I am aware.
Webexpenses Support
Pros | Cons |
---|---|
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
Pros | Cons |
---|---|
Like to use Well integrated Consistent 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
Yes - Very well
Webexpenses Reliability
Integrating Webexpenses
- ACS
We have to export reports from Webexpenses, then import into ACS. The export file has to be manipulated before import to ACS.
- None at this time
- File import/export
None
Develop a good understanding of the Webexpense report date range option and applicability to your method of GL management.