Item: Webexpenses
Rating: 6
Author: Verified User

Overall Satisfaction with Webexpenses

Use Cases and Deployment Scope

Our company uses Webexpenses to manage all staff expenses and credit card transactions.

We upload a csv file of the credit card transactions, that we get from logging into our bank.

We export expenses and credit card as a csv. report file and manipulate the data so it becomes a journal which we upload to Sage.

Pros and Cons

Pros

Customisable downloadable reports mean we can manipulate data to suit our business needs
Provide online training sessions so customers are aware of features

Cons

In my exerience, not end user friendly. e.g if an authoriser gets updated mid claim the claim needs to be re-done. The updated authoriser does not instantly update on a users account
In my experience, quite buggy. Can take few times to upload the credit card statement due to unknown issues
Support sometimes do not respond
System bugs such as vanishing fields after user inputs and saves an item is frustrating

Return on Investment

Automation is valuable for any business
Good for managing expenses for a large company

Usability

Some fields are customiseable which makes it user friendly. It would be good to have more features on this as users are not Finance or Tech minded to need to make things simple.

I get complaints from users that the system is buggy. E.g the fields are not shown on screen (zoom issues), filled in fields disappear etc. Sometimes the system kicks users out, not sure if too many people are logged in but this can be frustrating.

Support Rating

Not very helpful. The online chat was very good but they have stopped this. The best way to contact is by phone, so you cant show the issue as you could by say a screenshot. Emails are ignored, there seems no accountabilty.

Time Savings

The customisable export is useful for businesses as it can be tailored to individual needs. Some fields are not exportable which seems strange. As mentioned before it can be buggy. People often complain to me they can't see fields or their input disappears. Some issues are down to users not being organised, like uploading receipts at time of spend is good.

Requirements

Managing the authorisation of expenses and creating an output which can be uploaded to Sage. Automation and handling of large data is the main requirement for us using such a software. It is relatively inexpensive and does not charge for extras like other companies which is good. Sage has a feature where users can suggest ideas which would be good.

Key Insights

Do you think Webexpenses delivers good value for the price?

Yes

Are you happy with Webexpenses's feature set?

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?

I wasn't involved with the implementation phase

Would you buy Webexpenses again?

Other Software Used

Paperless, Sage 200 Evolution

Likelihood to Recommend

The system can be customizable - to a point. The system is used by non Finance minded individuals so need try and simplify things for them as much as possible. There are good features such as uploading receipts early, however this depends on users being organized which unfortunately is not usually the case. But there are good features.

Webexpenses Feature Ratings

Using Webexpenses

Users and Roles

35 - Users are from all departments across the company. The number of users vary from month to month. The credit card users are the same but the expenses vary, sometimes we can have as much as 400 claim items in the month for Expenses. Webexpenses helps handle this data.

Support Headcount Required

Business Processes Supported

Expenses
Credit Card
Authorisation and audit

Innovative Uses

None

Future Planned Uses

Not sure

Likelihood to Renew

It is a good system but there might be better suited for us that we can customize more.

Evaluating Webexpenses and Competitors

Products Replaced

Key Differentiators

Ease of Use

Evaluation Lessons Learned

Not sure

Webexpenses Implementation

Implementation Rating

I did not participate

Implementation Details / Implementation Partner

Implemented in-house

Implementation Issues

It was straightforward however getting users to provide exact info and not extra is an ongoing issue

Webexpenses Support

Webexpenses Customer Support Pros and Cons

Pros	Cons
None	Slow Resolution Poor followup Problems left unsolved Not kept informed Escalation required Difficult to get immediate help Need to explain problems multiple times Support doesn't seem to care Slow Initial Response