Spend is captured wherever the team is, the same rules apply to staff, players and volunteers, and the board gets a live view without anyone compiling it.
Travel, meals and kit are paid for on the road, and the receipts come home in a bag.
Distances get reconstructed from a map after the event, on paper forms, and every claim is a small argument.
Card statements and receipts in several currencies pile up, and processing them takes weeks.
One policy doesn’t fit everyone, and a small finance team is the only thing standing between a claim and a breach.
Boards, committees and trustees want a clear answer, and there is no finance department to produce it.
Casual and seasonal staff come and go with the calendar, and so does the admin.
Out-of-pocket claims, mileage and card reconciliation. Policy applied as the claim is entered, and people paid without the chase.
Explore Expense Management →Budgets structured the way your business is, with every commitment measured against the right one before it is approved.
Explore Budgets →*Expense Management is available today as a standalone Webexpenses product. Full integration with the platform is coming soon.
Capture. The receipt is photographed on the phone. If there is no signal, the claim queues and syncs later.
Log. Mileage is logged by postcode or GPS at HMRC rates.
Code. Each cost goes to the right cost centre, such as first team, academy or a tour.
Approve. The approver signs off from a phone, wherever they are.
Pay. Approved claims are paid to the claimant’s bank account where that is set up.
Claimants submit in local currency, Webexpenses applies the exchange rate, and the claim posts to your accounting system in your base currency. Card transactions are imported and matched to receipts, so a statement is a check, not a typing exercise.
*Expense Management is available today as a standalone product. Full integration with the platform is coming soon.
Policy rules, spending limits, receipt requirements and approval routing are set by role or group, so players, coaches, crew, staff and volunteers each work under rules that suit them.
Real-time dashboards show spend by category, individual or cost centre as it happens, so a board, committee or trustee can check in without anyone compiling a report.
“Other businesses that are struggling with manual finance processes, I would say, bite the bullet and go for automation.”
West Ham UnitedFinance Manager“I never want to go back to a manual process, it was an unmitigated disaster previously and now its brilliant!”
Munster RugbyFinance Manager“Our Webexpenses system is like having another pair of hands in the finance office. Manually processing voluminous amounts of statement and transaction data used to take us weeks.”
CIRCA Contemporary CircusFinance ManagerYou pay for active users, so people who claim only occasionally do not add a permanent cost.
Yes. Cards can be issued to the people who buy for the team or the tour, and card transactions are matched to receipts. Scottish Swimming uses expense cards.
Yes. Webexpenses has connectors for Sage and Xero, and for the cloud accounts systems clubs and venues use. For others, we scope it in the discovery call.
No. It does not need a dedicated IT resource. Our onboarding team works with your finance lead on configuration and set-up.
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 wherever the team is, and a live view for the board.
See how your purchase-to-payment controls score →Platform
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