1. Home
  2. Expense Management Software
  3. Webexpenses Reviews
  4. User Review of Webexpenses
Early experience, old expectations, long term hopes
November 08, 2021

Early experience, old expectations, long term hopes

dominique donzelot | TrustRadius Reviewer
Score 7 out of 10
Vetted Review
Verified User

Modules Used

  • Expense Management

Overall Satisfaction with Webexpenses

The system is used across the whole organization, implemented by departments and individuals, replacing an MS Excel system in place for decades. The system is used to manage staff expenses occurring during their activities, including especially travel expenses, mileage, foreign trips, and purchases, reflecting automatically the credit cards expenses as well as helping to manage cash expenses when occurring. A system for capturing digitalized receipts is also in place, combined with the process of claiming.
  • Reflecting credit cards movements.
  • Sending reminders in due time.
  • Capturing receipts while on a trip.
  • Simplifying the authorisation process.
  • The creating of a claim, with heading etc... still require a bit of attention from the user.
  • The mileage calculation could be complex when carrying passengers.
  • The attachment of receipts to an expense is not the most natural.
  • The different approach between credit cards claim and cash claim is adding a level of complexity.
  • Saving time.
  • Getting things done in time.
  • Faster treatment of the data.
  • On the negative side, to have an extra space to manage to accommodate all documents which are not fully integrated into the accounting system.
Well, as already described, to have a significant different approach between cash and credit card treatment, is creating a special request for attention and a double work (one for each type) when reporting and claiming expenses. Most basics are good and understandable enough although one need to remember to create an heading before allocating transactions.
Automatic reminders are quite good, uploading of transactions from the credit cards is really a plus and help to get things coherent and accurate. the approval tool, with all checkings in place is also saving time, detecting automatically the possibly missed elements as well as keeping receipts and documents available for consultation.
Integration with bank transactions, managing currencies, capturing receipts on the go, integration with the accounting system of the company, to be suitable with the tax authorities. To handle mileage, credit card and cash transactions. To have an easy but accurate approval system in place, keeping all level informed of the processes and their current status.
Cost and practicalities have been considered when evaluating products. the MS Excel workbook has been developed in-house over decades and used various techniques like pivot tables, dropping list, security locks and checkings, compilation of information, formatting before transfers to accounting system, and proved to be quite good although still requiring manual intervention especially from the users and the bookkeepers having to attach manually the receipts to the transactions. Webexpenses brought in a good integration (although not fully integrated with accounting) and a coherent system of approval.

Do you think Webexpenses delivers good value for the price?

Not sure

Are you happy with Webexpenses's feature set?

Yes

Did Webexpenses live up to sales and marketing promises?

I wasn't involved with the selection/purchase process

Did implementation of Webexpenses go as expected?

Yes

Would you buy Webexpenses again?

Yes

The automated upload of credit cards transactions is especially good and effortless. This is helping a lot not to forget any and have the transactions ready as soon as charged to the bank. To have two different approaches in place for cash or card, although understandable, is requesting an extra effort of learning and attention (and a few returns/cancellations) before getting use to.