Webexpenses is a very good solution but some users may find it fiddly
June 14, 2021

Webexpenses is a very good solution but some users may find it fiddly

Anonymous | TrustRadius Reviewer
Score 7 out of 10
Vetted Review
Verified User
Review Source

Modules Used

  • Expense Management

Overall Satisfaction with Webexpenses

We use Webexpenses to capture the costs of business expenses being incurred by our employees personally. It allows users to compile and submit expense claims on the go, authorisers to authorise remotely and finance to pay without the need for paper claims. It is being used by all employed staff across the organisation claiming expenses such as travel and subsistence.
  • The greatest benefit of Webexpenses is the remote access. It can be accessed by the web or by an app. The setup is cloud based without the need for a physical server on site
  • Another strong point is that it is easy to set up. The team at Webexpenses are very helpful and will get you up and running in no time
  • For us, one of the big benefits is that it removes physical paper, especially receipts. It makes finding a receipt much easier as they are stored digitally and can be retrieved at any time
  • One of the main issues we find is that some users find it difficult to navigate. Large expense claims can take quite a while to complete so we recommend either compiling claims as you go, or submitting more frequent smaller claims
  • The system doesn't give a warning when fuel rates expire. This means that users are not able to claim mileage as they don't have a valid fuel rate associated with their vehicle. This is the single most common cause when people tell me the system isn't working.
  • It is not always clear when a receipt has been added to the claim as there are various ways of doing it. The save button could be more obvious on some screens.
  • We have found a positive impact as it has simplified the process thus has saved us time and money
  • We have not calculated the return on investment but the back office admin function has been greatly reduced
  • Some users who have found it difficult to use have reported a negative impact. They are in the minority but with every organisation having a range of abilities within their workforce, user interface experience is important
Overall it is a good system and works well. I like that it has the ability to capture and store receipts before you are ready to use them so paper receipts can be discarded at the earliest point.
However, at times the app is fiddly to use and not entirely intuitive. It is frustrating when you complete a claim, seemingly properly, only to have a list of errors pop up that need fixing before you can move on
As an organisation, we haven't had a need to use customer support that much so I am not in a position to comment fully.
On the odd occasion we have used it, the response has been very positive and issues resolved quickly.
As the system is very much controllable by the organisation itself, many of the issues that arise can be resolved in house - such as expiring mileage rates etc
We use the approval flow within Webexpenses to approve the expenses which works well. Finance then pick up approved expenses automatically and process without having to chase the users or approvers for paperwork.
We find this saves significant amounts of effort and enables us to complete the weekly expense pay runs on time every time
The system had to work well remotely (app and web), it had to be simple to use and it had to be broad enough to configure various different user types.
On the whole it has met these requirements and configuration is simple to set up and maintain. Aside from the users that have found it difficult to navigate, on the whole people like it.
We evaluated a number of different solutions on our search but many of them were app based only without the access to a web solution. This was a problem for us in terms of accessing the database and integration.
Webexpenses came out as being fairly unique in its field with some high profile clients. We had a personal recommendation for it which is why we looked at it in the first place.

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?

Yes

Would you buy Webexpenses again?

Yes

Windows Server, Microsoft 365 (formerly Office 365), Dropbox Business
It would be well suited to a tech savvy organisation used to working on app based solutions. It would suit any size organisation and could be integrated within existing systems.
It would suit organisations that are used to workflow approvals as you can approve remotely on the go.
It would suit organisations looking to modernise, become more efficient and reduce their paper usage