Item: Webexpenses
Rating: 7
Author: Verified User

Use Cases and Deployment Scope

We use Webexpenses to manage our personal expense reimbursements and credit card expenses reports. It allows us to store receipts prior to submitting, track employee mileage, and assign expenses to their respective accounts. Webexpenses helps us track travel expenditures, which are frequent in our industry, especially for our sales and PR teams.

Pros and Cons

Easy to submit and track the status of expense reports
Offers a mobile app to organize receipts on the go
Handy email notifications

Clunky interface on desktop and mobile
Auto-suggested receipts pull the wrong total or are matched to the wrong expense
Mileage tracking doesn't always attach as a receipt

Return on Investment

Streamlines submission process from submitter to final approver
Helps maintain standardized reporting process for transparency and consistency
Added convenience with mobile app for filing receipts on the go during travel

Usability

Honestly, Webexpenses has a pretty outdated and clunky interface. I've personally used Expensify for employee expense reimbursement in the past, and I much prefer it for ease of use and the layout of the receipt repository. When uploading receipts, I can't depend on the auto-suggestions to match the appropriate total or vendor, and sometimes receipts are duplicated. Webexpenses also tends to not always sync between mobile app and desktop versions.

Time Savings

I haven't used Webexpenses to automate my own activities, but it does help me organize receipts for both my personal reimbursement (cell phone bill and mileage) and credit card verification. The email notifications for new items to import to a claim and when my report has made it through certain steps of the approval process are very helpful and don't require me to log into Webexpenses to check the status every time.

Requirements

The workflow automation and policy compliance were factors in our organization deciding to migrate to Webexpenses. Prior to Webexpenses (which predates my time in this position), there was a manual and meticulous process of receipt scanning and tracking personal expense reimbursement and credit card report totals through an Excel spreadsheet.

Alternatives Considered

Expensify

I would have to say that Webexpenses does not stack up well in comparison to Expensify. If given a choice, I would choose Expensify for the best user experience and mobile / desktop being more seamless. It accomplishes the same thing but has a more modern, minimal, and streamlined feel to it.

Key Insights

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?

I wasn't involved with the implementation phase

Would you buy Webexpenses again?

Other Software Used

Google Analytics, Airtable, CrowdRiff

Likelihood to Recommend

I think Webexpenses is great for smaller organizations but maybe not for larger ones. It's also a good fit for positions that require travel that employees track and are reimbursed for mileage or personal expenses. I definitely would not depend on the mobile app if you can't also use Webexpenses on desktop. Sometimes it's glitchy and requires you to use both.

Webexpenses Meets Expectations (with a Little Frustration) but Doesn't Exceed

Modules Used

Overall Satisfaction with Webexpenses