When every penny has to be justified, you need more than a receipt folder and a prayer. We make sure every expense is captured, coded, and compliant – before it even reaches your desk.
Your staff capture receipts instantly, approvals route to the right budget holders automatically, and everything syncs directly with your finance system. Less paperwork for teachers, complete oversight for you.
Allocate expenses to specific departments, funding sources, or projects, so you always know exactly where money’s going. Spot budget overruns before they become a problem, and make sure every pound lands against the right funding stream.
Webexpenses handles the routine work – routing approvals, flagging policy breaches, matching receipts to claims – so you can get on with everything else. No lost paperwork, no compliance surprises, no exceptions slipping through before audit.
Average review
Build a claim in seconds
Snap a receipt and upload via our mobile app.
Automatic checks
Our system checks against policy and spend category.
Make fast payments
Approve and 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
and reporting
Policy
enforcement
Simplified
VAT reclaims
Seamless
integrations
Corporate card
management
Reimburse
employees faster
Reduce errors
and cost
Flexible and
easy approvals
You set spending limits by department, cost centre, or individual – and our system enforces them automatically. Finance teams get a real-time view of where budgets stand across the whole institution, so there are no surprises at month-end. Heads of department can see their own spend without needing to call finance and ask for a report.
Yes. You can ring-fence each grant with its own cost code, approval rules, and spending limits. So when reporting time comes around, everything you need is already there.
Our platform is built for exactly this kind of structure. Each department or campus can have its own budget codes, approvers, and spending rules, while your central finance team keeps a consolidated view across the whole institution. Approvals stay local, meaning no bottlenecks back at HQ.
Staff submit claims via our mobile app – snap a receipt, fill in the details, submit. Once approved, reimbursements go directly to their bank account. The whole process is faster and more transparent than a paper-based system, and staff can see exactly where their claim is at any point without having to chase anyone.
Your people log their mileage claims directly in the app, either by entering a journey manually or using the built-in mileage tracker. We apply the correct HMRC rate automatically and flag anything that looks unusual. All mileage data is stored and fully auditable, which matters when you’ve got a lot of staff making regular inter-site trips.
Most institutions are fully live within a few weeks. We support you through configuration, integration with your finance system, and initial training. It doesn’t need to be a big IT project – most of the setup happens with our onboarding team working alongside your finance lead.
Absolutely, we handle both. Petty cash can be tracked digitally with balances updated in real time. Corporate or departmental card transactions are imported automatically and matched to receipts submitted by the cardholder, so reconciliation doesn’t require a spreadsheet and a pile of paper at month-end.
