Webexpenses is your digital tool to manage education expenses at scale.
Capture receipts instantly from campus or home, allocate spending by department or grant, and maintain full visibility over staff expenses as your institution grows.
Webexpenses lets your people captures receipts instantly from anywhere, routes approvals automatically to the right budget holders, and syncs directly with your finance system. Teachers and staff spend less time on paperwork while finance maintains complete oversight of spending against grants and budgets.
Allocate expenses to specific departments, funding sources or projects, so you see exactly where money’s going across your institution. Spot budget overruns early, reallocate resources quickly, and ensure every pound is accounted for against the right funding stream.
Webexpenses automates the routine work – routing approvals, flagging policy breaches, matching receipts to claims – so your finance team can focus on what matters. Digital receipt capture means no more lost paperwork. Customisable workflows ensure expenses follow your funding requirements and internal policies. And automated compliance checks catch errors before they become audit issues.
Average review
Build a claim in seconds
Snap a receipt and upload via the mobile app.
Process automatically
Accelerate approvals with expense automation.
Make fast payments
Reimburse directly to employee bank accounts.
At Webexpenses, we’re here to make managing expenses simple from start to finish. Whether it’s submitting a claim, processing it, or handling reimbursements, our software works with your finance system or ERP to keep everything running smoothly and efficiently in your education institution.
Capture receipts, approve claims, track against budgets and grants—all in one system. Less admin for staff, complete control for finance.
Use it on your phone or desktop. Webexpenses includes:
Real-time tracking
& reporting
Policy
enforcement
Simplified
VAT reclaims
Seamless
integrations
Corporate card
management
Reimburse
employees faster
Reduce errors
& cost
Flexible &
easy approvals
You’ll transform finance operations across the entire organisation with enterprise-grade automation, real-time visibility across all departments and regions, and advanced controls that scale with your business. Our software eliminates manual processes, integrates seamlessly with your ERP, and frees up your finance team for strategic work while ensuring consistent policy enforcement globally and maximising VAT reclaims across multiple jurisdictions.
Our system automates everything end-to-end across your organisation. Employees snap receipts, data extracts automatically, and claims build in seconds. Multi-level approval workflows route expenses through complex organisational hierarchies automatically, and enterprise reporting that once took days now happens in real time. Two-way
Yes. Webexpenses integrates with Making Tax Digital-ready accounting systems and maintains the complete audit trail HMRC requires. We help with VAT calculations by automating receipt capture and using policy enforcement to ensure receipts are accurate. You can add and manage VAT rates for different countries, and built-in policy checks stop non-compliant expenses before approval.
You get real-time dashboards showing spending as it occurs across all departments, cost centres, and geographies. Set granular spending limits by category, project, or employee level, create sophisticated approval workflows that mirror your organisational structure, and use advanced analytics to track trends and identify issues immediately. Automated policy checks flag problems before expenses are approved, giving you enterprise-wide control.
Yes. We integrate seamlessly with 50+ accounting and ERP systems including SAP, Oracle, Microsoft Dynamics, NetSuite, Sage Intacct, Workday, as well as Xero, QuickBooks, and Sage. The integrations are two-way and enterprise-grade, eliminating manual data transfer, reducing errors, and ensuring your financial data stays synchronised across all systems.
The system includes sophisticated automated compliance checks that flag out-of-policy spending, duplicate claims, and matches receipts with corporate card transactions. You can set hard spending limits that block non-compliant expenses before submission. Real-time visibility across the entire organisation means suspicious patterns are identified immediately, and comprehensive audit trails deter fraudulent behaviour.
Absolutely. Our cloud-based system is built for global, distributed workforces. Employees capture receipts instantly via mobile, track mileage, and submit expenses from anywhere in the world. Managers review and approve from any location, and everything syncs in real time between mobile and desktop. It’s ideal for organisations with thousands of employees across multiple offices and regions.
You see spending as it happens across the entire organisation rather than discovering costs weeks later when claims are finally submitted. This real-time visibility lets you forecast cash requirements accurately at scale and avoid surprises. Automated approvals speed up processing whilst blocking out-of-policy spending before it impacts your accounts, giving you much tighter control over working capital.
Webexpenses is PCI DSS v4.0 certified and GDPR compliant. Our platform uses enterprise-grade security including two-step verification (text, fingerprint, or facial recognition), end-to-end encryption during transmission and storage, and is protected via Amazon Web Services. Regular third-party audits and penetration testing ensure the system maintains the highest security standards for your financial data.
Additionally, you can contact our sales team directly to schedule a personalised demo or get answers to specific questions.
Most enterprises see payback within three to six months. The time savings from automation at scale, combined with eliminated errors, prevented fraud, maximised VAT reclaims, and freed-up finance capacity means the returns add up quickly. The larger your team and the more complex your operations, the more substantial the ROI becomes.
