Store managers, area managers and head office work from the same live position: supplier invoices, card spend and claims, coded to the right store.
Supplier invoices pile up at the store support centre, and the only people who know whether the goods arrived are in the store.
Store-level cash gets spent on the day, and the receipts end up in an envelope that reaches head office a month later, or not at all.
Project spend and capex get coded to the wrong store or the wrong line, so the store P&L tells you the wrong story.
Seasonal colleagues join and leave in waves, and access, approvals and claims lag behind the roster.
Visual merchandisers and area managers travel between stores and claim mileage, hotels and subsistence weeks afterwards.
Spend on goods not for resale is scattered across the estate, so nobody can see what the business spends with one supplier.
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 →Requests raised in one place and approved against budget and policy before the money is committed. Nothing bought off-contract.
Explore Purchase Orders →Budgets structured the way your business is, with every commitment measured against the right one before it is approved.
Explore Budgets →Out-of-pocket claims, mileage and card reconciliation. Policy applied as the claim is entered, and people paid without the chase.
Explore Expense Management →*Expense Management is available today as a standalone Webexpenses product. Full integration with the platform is coming soon.
Request. A store raises what it needs, approved against that store’s budget before the money is committed.
Read. The supplier invoice is read as it arrives at the support centre, line by line.
Match. It is checked against the order and the receipt, and coded to the right store.
Approve. The area manager approves within their patch. Head office sees everything.
Post. Coded data is written to your ledger, so the store P&L is current at period close.
Ten stores or two hundred. Store managers spend against their own store, regional managers approve within their patch, and head office sees the whole estate in one place. Approval routing follows your organisation structure, and if an approver is unavailable, claims escalate after a set period.
Connect Webexpenses to your HR system and new colleagues get access as part of their onboarding, and leavers lose it when they go. You pay for active users, so you are not paying for Christmas temps in March.
Expense cards can be issued to store managers for petty cash and operational spend, and card transactions are imported and matched to receipts, so there is no spreadsheet to reconcile.
*Expense Management is available today as a standalone product. Full integration with the platform is coming soon.
“We have effectively cut the time it takes to approve and process claims in half, freeing up colleagues and payroll time to better serve our customers and the business.”
Pets at HomeFinance Director“We have full visibility of our supplier invoices process which is fantastic. Another key factor for us was to be more sustainable. Now, having a paperless process, we’ve made a massive step towards this.”
Gift Universe GroupFinancial Controller“There’s no need to chase on receipts or manually attach them to claim forms or spreadsheets, users simply email receipts through, or upload them via the Webexpenses mobile app. As it’s cloud-based software, users can view their account on any device at any time.”
Yes. Policies, approval chains and spending limits are configurable by team, role or location, so head office and store staff each work under the rules that suit them. Central finance keeps oversight of everything.
VAT is captured from submitted receipts and categorised against the correct rate, so the reclaim data is clean without a manual review step.
Approval routing follows your structure, so a store manager can approve their team and an area manager can approve across their stores. Limits are set per role.
Webexpenses has native connectors for Oracle, Sage Intacct and Sage 200, and approved data is posted 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.
Store managers spend. Head office sees it the same day.
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