June 11, 2021
Score 7 out of 10
- Expense Management
- Invoice Processing
Overall Satisfaction with Webexpenses
We use the expenses system for our employees to submit their claims remotely and we use the purchase ledger system. It is used across the whole organization and all staff uses the expenses part and the Accounts department mainly uses the invoicing system. Some managers and directors have access to make authorizations. The expenses system seems a bit crazy like too much info at some points but does what it needs to. The accounts system works but sometimes invoices are initially input wrong.
- Keeps an online version of all our invoices for reference.
- Invoices and expenses can be authorized anywhere.
- Can import information to our SAGE.
- Suppliers can email invoices directly.
- Coding can be done automatically.
- The imports for our expenses still don't work.
- Currency often input wrong.
- Expenses have a funny layout and could look simpler.
- Expenses submitted easier and authorized easier, staff happier.
- Invoices can be authorized easier.
- Helped accounts work remotely and will continue to do so.
The system is very simple to use once you get the hang of it and set up all the customer defaults. It makes life a little easier without all the paperwork around. I am a tidy desk, tidy mind person so I can think a lot clearer if I have a clear desk. I can refer to old invoices to check who authorized them.
They will open a case straight away so you always have a specific reference relating to your query. They will normally get back pretty quickly and will also follow up afterward to make sure you are happy and that your query was resolved. The ask before closing the case reference as well just in case you are not happy.
Everyone is working remotely so being able to submit expenses without bringing receipts and paperwork into the office has been essential. Mainly because the office is closed and no one is there. The same is said with the authorization; it's very hard to get people in the office to sign piles of paperwork, but getting them to just lgin and click authorize seems to be a lot easier.
The basic requirements were all we needed really, we needed staff to be able to figure it out themselves and to be able to attach receipts to their claim. Being able to set our own account codes and departments kept it in line with how we post our claims and setting limits and authorization restrictions kept it in line with our company policies.
We have in the past used printed claim documents and staff would fill them out and attach physical copies of receipts to them. We would then have to chase physical signatures from the managers and directors before processing them, so this is our first proper expenses system.
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With the pandemic, it has helped us with being able to do a lot online, like authorizations. For me personally, it helps sometimes to have physical invoices in front of me so I know if I have missed stuff. I don't get this anymore and I have missed processing payments as I didn't realize it was on the account but missing some info—this is my fault really though not the systems.