Staff capture spend on the move, mandatory fields stop incomplete claims, and finance gets clean, coded data first time.
Community teams spend the working day in homes and cars, so receipts sit in bags and claims wait until the end of the week.
Pharma and device reps drive a patch of the country, and mileage and subsistence are claimed in batches, from memory.
Spend on meetings and hospitality needs a clear record of what was spent and on whom, and that record is rarely in one place.
Finance chases the basics: the receipt, the category, the cost centre, before the claim can go anywhere.
Clinics, practices and divisions each run their own approvals, and central finance pieces the position together.
Every hour on expense forms is an hour not spent on the job the team was hired to do.
Out-of-pocket claims, mileage and card reconciliation. Policy applied as the claim is entered, and people paid without the chase.
Explore Expense Management →Requests raised in one place and approved against budget and policy before the money is committed. Nothing bought off-contract.
Explore Purchase Orders →Every agreement in one place, key dates in view, renewals flagged before the date. Spend checked against the terms you actually agreed.
Explore Contract Management →Invoices read as they arrive, matched to the order and the receipt, and routed to whoever can approve them. More volume, same team.
Explore Accounts Payable →*Expense Management is available today as a standalone Webexpenses product. Full integration with the platform is coming soon.
Capture. Receipts are scanned and mileage logged from the phone, wherever the work is.
Complete. Required fields, categories and receipts must be filled in before a claim will submit.
Approve. Managers approve from their phones, so nothing waits for a desk.
Check. Supplier invoices for sites and clinics are matched to the order and the agreed terms.
Post. Clean, coded data is written to your ERP.
GPS and postcode mileage applies HMRC rates, so there is no estimating and no argument over distance. If there is no signal, claims queue on the phone and sync when it returns.
*Expense Management is available today as a standalone product. Full integration with the platform is coming soon.
For the sites, clinics and divisions that buy their own supplies, Contract Management holds every agreement with key dates in view and renewals flagged before the date, so spend is checked against the terms you agreed.
Webexpenses processes expense claims, receipts and payment data, not patient or clinical records. It is GDPR compliant and PCI DSS v4.0 certified, with data encrypted in transit and at rest, and the Trust Centre documents exactly what the platform handles.
“It won’t let you submit a claim until you have completed all the mandatory fields. For me, that’s a big win. In terms of time saving, this has at least halved the old processing time.”
CuradenFinancial Controller“The main benefit has been the streamlining of the expense process. Thanks to Webexpenses there are fewer headaches, less staff time put into filling out expense forms and less repetition of data.”
Merz Pharma UKHead of Finance“It’s generally just so much more streamlined now and things will improve as more people start using digital receipt scanning option.”
SciensusPayroll ManagerNo. Webexpenses processes expense claims, receipts and payment data, not patient or clinical records. If your organisation needs assurance on that boundary for a procurement or security review, the Trust Centre documentation covers what the platform handles and how it is protected.
Yes. Expense cards can be issued to staff, and card transactions are imported and matched to receipts. Curaden issued 15 cards across its team.
Yes. Policies, approval chains and limits can be set by site, division, department or individual, with central finance keeping the overall view.
Webexpenses has native connectors for Oracle, Sage Intacct and Sage 200, and approved data posts without re-keying. For other systems, we scope it in the discovery call.
No. Expense Management is available today as a standalone product. Other modules start with a discovery call so we can scope what you need.
Expense Management is set up in five phases: onboarding, integration, presentation, testing and migration, then launch and hypercare, with our team alongside you throughout. Platform modules start with a discovery call, where we scope what you need and how it would be set up.
Spend captured where the work happens, and clean, coded data for finance.
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