June 10, 2021
Water Hygiene CentreEnvironmental Services, 11-50 employees
Score 9 out of 10
- Expense Management
Overall Satisfaction with Webexpenses
Webexpenses is used by all members of our team and helps to ensure we capture all time and expenses we spend working on behalf of our clients. This helps us to ensure no receipts get lost and we allocate all time spent against the relevant contracts. The ability of the system to calculate the travel costs when we input the postcodes prevents human errors from occurring.
- The app allows you to photograph receipts and allocate to contracts removing the risk of these receipts being lost.
- The app calculates travel costs by inputting the start and finishing postcodes.
- Sometimes it isn't clear when receipts have been attached.
- There are less opportunities for delays in returns and gives better awareness of where we are over running on contract time or expenses.
By using both the phone app and desktop application I have found these to be very usable. There appears to be no major flaws or significant differences between either of these, this makes it easier when switching between these when out of the office versus in the office. The user interface is easy to navigate through and the steps to add data is easy to use.
During my time using the applications I have not had any cause to need any specific support due to any problems being identified. There are useful guides on how to use Webexpenses for anyone new or for anyone who may have forgotten how to use the system or parts of the system.
Claim submissions are now much easier as they can be allocated quickly against individual contracts. The ability to photograph receipts reduces the likelihood of these being lost and they can also be allocated against the contracts. We have found it is much easier to track progress against the original quotes and this allows us to ensure that contract do not run significantly over or under our estimates.
Webexpenses was selected originally because of its ability to handle multiple staff members, multiple clients and multiple contracts for each client. The ease of use, especially for those who aren't fully computer or IT literate, means that the same submissions can be made from all team members quickly into each calendar month. This allows the senior management team to review submissions and ensure the contracts are not over running on either time or expenses spent.
All other systems I have used in the past with previous employers have been ones devised inhouse and typically used standard forms on either Microsoft Word or Excel. The lack of standard terminology and forms and the need for all expenses to be added separately meant that dedicated members of the team were allocated time to collate this information to be presented to senior management. By using Webexpenses this process is now mostly automated which helps to ensure better scrutiny of the data submitted and improves efficiency.
The ability to photograph receipts and calculate travel expenses and allocate these against individual contracts makes it easier to use and less likely to have things go missing. All time spent working on contracts can be allocated down to 15 minute periods with a notes section that allows you to detail what was carried out in that time.