Science publisher adopts analytical approach to finding expense solution

As a subsidiary of the Institute of Physics, IOP Publishing works closely with researchers and partners worldwide to produce academic journals, books and events.

Covering the latest and best research in the physical sciences, they publish 85 different journals, partner with 41 prestigious societies and have around 400 staff located across the globe, with overseas companies in USA, Russia, China, India and Japan.

So, it’s fitting that IOP Publishing adopted a scientific approach when it came to searching for a more efficient and effective way to manage their employee expenses.

Creating a special project team, they began to independently test and rate a range of different solutions before opting for Webexpenses.

Previously, they had been using a traditional expense management approach with Excel spreadsheets being completed and physical copies of paper receipts having to be manually processed.

Moving to Webexpenses’ cloud-based system delivers a paperless process with the Accounts Payable team having full visibility of all claims and their status.

Independent assessment

Speaking to Webexpenses about the switch, Debbie Peach, Accounts Payable Manager said:

“We had a project team who were looking at various solutions and this team independently rated each solution following the demonstrations.”

“Webexpenses was rated the top solution by all members of the project team as it was user-friendly, had good reviews and we were able to customise it to fit our accounting requirements.”

Working closely with Webexpenses, the implementation of the new system was managed smoothly and has created a simpler, more streamlined process for both claimants and the Accounts Payable team.

Employees use a smartphone app to instantly convert any paper receipt they receive into a digital format, allowing claims to be created as and when costs are incurred. It removes the monthly flood of claims that occurs using a traditional approach. Read the full case study, here.

If you’re interested in finding out more about what Webexpenses does and how we can help you, contact us!