Expense management software feature set
Our expense management features allow you to configure your personalised Webexpenses expense management system to meet your company's requirements.
Expense management automation
Automated policy compliance
At Webexpenses, we build your company policies into your expense management software. Policies defined at the point of entry make compliance easy for users, and out-of-policy claims are automatically eliminated through active policy enforcement and automatic alerts.
Custom policy control
Admins can upload your company's expense policy to your Webexpenses system for all users to access. Before uploading, make sure your policy is exported in PDF format, and that it adheres to your brand guidelines. Your uploaded policy will then be accessible to all active users and can be viewed and downloaded as required.
Corporate credit card automation
Webexpenses allows businesses to automate credit card expenses using a 100% paper-free process. Choosing a corporate credit card enables easy reporting on company expenditure for admins and accurate claims for users. It also guarantees a secure, safe, and PCI-compliant process for the entire business.
Claim approval workflows
Multi-approver workflow
Webexpenses enables businesses to create multi-approver workflows with up to six approvers per claim. Low-cost claims may need only one approver, while higher amounts can require multiple. Claims can be rejected at any stage, enhancing control, reducing errors, and improving visibility of company and employee spending.
Project approval
Claiming expenses on behalf of a different department or cost centre? With project approval, claimants can add all expense items to one claim, assign the claim to a specific department or cost centre, and submit directly to the correct dedicated approver.
Expense claim auto-approval
Auto-approve cuts out the middle-man and sends expense claims straight to your finance team, streamlining the expense process. However there are circumstances in which the claim will not go through, for example if an agreed spend limit has been exceeded. Auto-approve is particularly useful for smaller companies that do not require multiple approvers.
Flexibility and customisation
Multi-currency
Webexpenses' business expense management software has a built-in currency converter. This multi-currency feature automatically picks up the claimant's currency depending on their in-system location. After submitting a receipt through the Webexpenses app, the currency converter will make an accurate conversion from an on-site location to an in-system location.
Custom spend categories
Custom spend categories give finance teams greater control over business expenses. For example, maximum spend limits can be set for certain categories, with rules defined as 'soft' (claims exceeding limits are allowed) or 'hard' (claims exceeding limits are blocked) to manage spending. Unlimited categories can be tailored to meet your business needs efficiently.
Custom notifications
Admins can set up a notification reminder to inform claimants about important updates. The in-app notification will pop up once the user has logged in to your Webexpenses system. Admins can switch on this feature for a single division, or at the parent level to be viewed by all divisions.
Interactivity and usability
Drop-down expense reporting
The client drop-down feature allows finance teams to report on expenditures for specific clients, cost centres and projects. This feature can be renamed to reflect these specific expenditures and will appear on the dashboard visible to all admins.
Expenses mobile app
The Webexpenses app can be used by all claimants, approvers and admins. Just scan a paper receipt and capture accurate employee expense data whilst out on the road, and approve expenses on the go. quickly and efficiently. The app also syncs with users’ desktops in real-time to ensure a quicker process between users and admins.
Intelligent receipt matching
Using Webexpenses’ Intelligent Receipt Matching feature, users can snap a picture of their credit card receipt and automatically pair it with the correct card claim already in the system. Credit card expenses will be visible in your Webexpenses system by using a secure, direct feed from your bank.
Claim management
Claim restriction
Admins can restrict claims to be made either by cash or credit card, providing finance teams with tighter control over company spending. This feature is predominately used for credit cardholders to prevent businesses from paying out expenses that may not be owed to the claimant.
Duplicate claim check
Webexpenses' duplicate claim check feature helps businesses to combat fraud and reduce errors. Once a receipt has been added to a claim, the duplicate claim check feature looks at the date, category, and total amount against any existing claim items. If a new claim looks similar to an existing claim, a 'possible duplicate item' will be flagged in the system and alert the user.
Claimant submission reminders
Webexpenses provides notification reminders for users to submit their claims for approval, helping users to submit claims on time, and helping finance teams keep on top of the books. Admins are able to specify a set date for notification, for example one day before a claim is due. Once set, the notification will appear on the claimant’s login screen and they will also be notified via email.
Travel expense management
Pre-trip approval
Have an international business trip planned and want to estimate travelling costs? With the Webexpenses pre-trip approval feature you can estimate spend before you book your flights and accommodation and share visibility with your approver. This is a great way for finance teams to keep track of estimated expenditure - especially if it’s a higher cost.
Mileage calculation
Our mileage calculation feature can be used via the Webexpenses app to ensure accurate mileage tracking and claim submission. The interactive map enables users to plot their journey using waypoints or the drag-and-drop functionality. Claimants can reconcile their true amount should they require an alternative route.
If needed, offset mileage can be switched on by admins in just a few clicks.
Carbon tracking
Looking for ways to improve your company's carbon footprint? With Webexpenses, you can do just that. Carbon footprint tracking covers cars, train and air travel, and is carried out using the latest government standards. Ensure all travel expenses are accurate and sustainability-driven.