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Protect your organisation from risk through making compliance an active part of the expenses workflow
Webexpenses provides the tools you need to ensure your organisation is compliant with the HMRC’s taxation rules.
Maximise TAX compliance
System caters for world wide tax – enabling separate VAT rules for each entity to adhere to local taxation rules and automatically calculates the tax for each expense claim.
VAT reclaims are made easier for overseas travel. Digital record of TAX receipts ensures organisations can complete the TAX reclaim process. Report on VAT, P11D and other tax-related reports by country.
In-built policy statements and reinforcement ensure users adhere to company policy, with out-of-policy alerts and duplication alerts to flag suspicious claims.
Duty of care
Ensures employees can easily and regularly verify their own cars are roadsafe and insured, therefore reducing any risk to the organisation.
Always stay compliant with HMRC taxation and VAT rules
Effectively manage worldwide VAT rates, and maximise overseas travel VAT reclaims
Eliminate expense fraud through active policy reinforcement
Beneﬁt’s of using the webexpenses mobile app
“For the accounts staff it’s the best thing to happen, before they were processing around 1,400 claims per month, in the Adecco Group alone. Now the company has merged with three companies and incorporated over 600 new staff, with no additional resources in the team – there’s no question that it is labour saving! “The issues we were experiencing before have gone, everything is electronic so receipts are no longer lost in transit, we no longer have issues reclaiming VAT and with everything saved in the cloud there is strong audit trail. “The processing of expense reports is a quicker, slicker process, as is dealing with queries and approval limits. There is much less checking and chasing and entry to completion time has greatly decreased. Claims are easier to read and approve or reject for managers, whilst revisiting and amending claims is easier for staff. “Policy reminders, mileage verification and currency converters meanwhile work together to reduce the admin required by staff making claims, minimising scope for mistakes and ensuring accuracy.”
“It used to take me at least a day to consolidate, analyse and process all the expenses claims for the company but now, using webexpenses, it only takes me a couple of hours. I can quickly ensure all the details are correct when I submit the claims to our Financial Controller before passing for payment. I already know that everything is correct so I can give my final approval with confidence. “It’s so easy to administer too. I have had experience of other expense systems that are far less intuitive or easy to learn and use.”
“It’s been really beneficial to have one central control area that enables overall administration of the company’s expenses as well as full back-up for all users of the system. It’s also very useful that certain members of staff can have administrational rights to their own division. This helps the line managers who can now see all the claims easily while claimants can also view their claim at any given stage; everything is very visible and transparent. The onus is on claimants now to ensure they have submitted their claim correctly and on time, which they can do easily and accurately from any computer, wherever they may be.”
“Webexpenses helps to avoid a lot of additional admin work because our representative offices are based in various countries in Europe. The central system eases the job for the European Finance department based in Germany. It also simplifies not only the submission of a claim for each individual employee but also the approval process with the approver sitting in the head office in Australia or in a different office in Europe.”
“The process is now very slick and the quality of expense reports is vastly improved.
“The streamlined approval process has allowed us to remove a headcount on expense processing, so the cost savings have been tangible and measurable. The reports functionality allows management to analyse spending patterns and to recharge expenses items to clients or projects, and we feel that the whole process is now under control in a way that it wasn’t previously.
“We demonstrated to the Inland Revenue that we maintained a proprietary system for managing expenses that allowed us to ensure that staff complied with our expense policy. This was sufficient to meet the requirements for dispensation.”
“When I joined Systagenix a year ago I had never used a web-based expenses system before – in all of my previous roles I had manually inputted the data. I was immediately aware of the increased efficiency of such a system, which has saved me a lot of time and made my life a lot easier. It’s easy to use, and if you do have any queries, the webexpenses support desk is responsive and helpful.
“Using the webexpenses system has greatly reduced the amount of admin across our company. I would definitely recommend it to others.”
“The new webexpenses package has been phenomenal! It’s really easy to see what’s been submitted and what hasn’t and now all the checks and balances are 100%. There are no inaccuracies or errors and I’m really happy that worry is off my plate.
“It’s also been really easy to learn and adopt. I took it upon myself to learn how to use the system and printed off little user manuals for other members of staff, but this really wasn’t necessary because the simple step-by-step guidelines mean you can go straight into the system and start using it with ease.”