Expense approval software

Q: Does Webexpenses expense approval software integrate with my accounting or HR software?

Yes, out-of-the-box integrations include Xero, Sage, Microsoft Dynamics, Oracle/NetSuite, Ciphr, Cezanne and more. A REST API is also available for custom integrations.

Every claim is checked against your policies as employees enter each item. In-policy expenses can skip manual approval and anything that needs a closer look gets flagged. You decide how much automation works for you.

Discover how Webexpenses automated expense approval can support your business.

Trusted by 2,000+ businesses

Your rules, automatically enforced

You set the rules, we’ll make sure every claim is checked against them.

Policy checks at data entry: Every item is validated against your rules, limits, and categories as the claim is built — so issues are caught before submission, not after.
Intelligent approval routing: Compliant claims can move through automatically. Anything out of policy gets flagged for review.
Less risk, less admin:Fewer manual checks, fewer errors, and no more chasing approvers.

Always know where every claim stands

From claim submissions through to reconciliation, our platform gives you full oversight on every step – with the reporting and audit trails to back it up.

Easy claim tracking: See the status of every submitted, approved, and reimbursed claim in one central view.
Built-in audit trails: Actions are automatically logged, giving you a clear, searchable record for compliance and reviews.
Reporting that works for you: Pre-built and customisable reports surface trends, exceptions, and risks early. So nothing catches you off guard.

An expense process your people will love

Expenses aren’t anyone’s favourite task. Clear guidance, fast approvals, and quick reconciliation make the whole process a lot less painful for everyone.

Know before you submit: Claims are automatically checked against your policies, so employees know straight away if something needs fixing.
Faster approvals, less chasing: Automated routing means claims move through quickly, without the back-and-forth that slows everything down.
Get reimbursed sooner: Fewer errors and less rework mean employees get their money back faster

Webexpenses saves you time and costs

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Better Expense Management

Available via app and desktop, Webexpenses’ easy-to-use, all-in-one automated expensive approval system includes:

Direct integrations for expense approval

By integrating with your finance system or ERP, expense claims flow smoothly through automated approval workflows, helping you reduce delays, maintain control, and keep everything running efficiently.

How it works

Make a payment

Spend as normal with your Webexpenses Card where every transaction is automatically synced. Or a bank card or out-of-pocket.

Snap your receipt

Capture it with your phone or easily share a digital receipt to the mobile app and it’s matched to your transaction automatically.

Done

Claims are processed, reconciled (and reimbursed when necessary) without the usual back-and-forth.

Automated Expense Approval FAQs

What stops non-compliant expenses getting approved?

Every claim is checked against your policies before it goes anywhere. Missing receipts, exceeded limits, amended mileage or exchange rates, and late submissions all get flagged automatically — nothing slips through unless you decide to let it.

Can I set up multi-level approvals?

Yes, claims can pass through up to six approval levels, set by role or spend threshold. In-policy claims can also skip straight to accounts without manual approval (if you prefer).

Does Webexpenses expense approval software integrate with my accounting or HR software?

Yes, out-of-the-box integrations include Xero, Sage, Microsoft Dynamics, Oracle/NetSuite, Ciphr, Cezanne and more. A REST API is also available for custom integrations.

How does it work with corporate cards?

Card transactions sync automatically — either via direct bank feed or import. The Webexpenses Card is included free with your subscription and earns 0.75% cashback on every transaction.

Can approvers approve individual line items?

Yes. Approvers can approve or reject individual claim items rather than the whole claim.

What happens when a claim is out of policy?

You decide! Hard rules block non-compliant claims outright. Soft rules flag them but allow approvers to override if needed.

What reporting is available?

The dashboard shows live claim status, top spenders, and category breakdowns. Templated reports cover claims, mileage, card transactions, CO2 emissions, and more. Plus, there’s a custom report builder and VAT reclaim analytics.