Skip to content

IOP case study header image

Locations:

Applications:

Industries:

IOP is a global leader in providing publishing opportunities for scientific research and studies, stretching across the entire industry. With such a presence, they felt it was time to update their expenses process to best match the needs and requirements of their employees to ensure internal expense management was as streamlined as their publishing offerings.

We had the chance to speak to Debbie Peach, Accounts Payable Manager at IOP about her experience before, during and after deciding to choose Webexpenses.

What process was being used for the management of expenses before Webexpenses?

An excel form was used which was typed or handwritten, then printed so it could be manually signed by the approving manager and then given to the Accounts Payable team to check and process. This was time-consuming for the claimants to complete and for the Accounts Payable team to check as they would just be given a paper form with a pile of receipts (in no order) attached, which made checking them very time-consuming.

What ultimately made you start to look for an expense solution?

We were looking to streamline the process and make it more efficient by reducing the amount of time required by the claimants to submit claims and reduce the amount of paper going around the office with the risk of getting misplaced. We also wanted to make it easier for Accounts Payable to check, automate the entry into our ERP system, have full visibility of all claims and their status and to run more detailed reports.

Why did IOP Publishing select Webexpenses over any other solution?

We had a project team who were looking at various solutions and this team independently rated each solution following the demonstrations. Webexpenses was rated the top solution by all members of the project team as it was user-friendly, had good reviews and we were able to customise it to fit our accounting requirements.

How did you find working with Webexpenses’ sales team?

The sales team were very good and easy to work with, providing us with all the information we needed, carrying out a demonstration and working with us to customise the fields we needed to use to ensure our accounts were charged correctly.

How was the implementation of Webexpenses?

The implementation went extremely smoothly for both our project team and for our users. We have also added on another entity since the initial implementation and again this went smoothly with the team helpfully preparing everything they could for us in advance.

How have you found the customer service support from Webexpenses?

Customer service support is excellent. The whole team are always friendly, helpful and efficient and are very quick at investigating and resolving queries. One aspect we particularly like are the different contact methods available, especially the live chat facility.

How do you find our ongoing communication to you about Webexpenses?

We receive regular support from our Account Manager which is beneficial as this gives us the opportunity to discuss ideas and feedback from our claimants and get updates on whether these ideas are on the road map.

General communication comes via emails for any scheduled upgrades and I regularly check the update page on the Webexpenses support hub, so I can check for any updates that may affect/benefit our users, so I can then advise them accordingly.

Which key benefits have Webexpenses brought so far?

Claimants submit their claims much quicker, especially since the introduction of the full mobile app, as this has made it easier for them as they can prepare claims whilst travelling instead of waiting until they are back in the office with a pile of receipts to sort through. This has resulted in improved monthly accounting as we have fewer costs to accrue for.

It has also eliminated paper, preventing claims being misplaced and eradicating the need for manual filing as well as saving time for the Accounts Payable team by automating the input to our ERP system.

Browse Other Case Studies

All
  • All
  • Area | Americas
  • Area | APAC
  • Area | EMEA
  • Area | Global
  • Consulting & Services
  • Consumer Goods & Entertainment
  • Education
  • Finance & Insurance
  • Food & Hospitality
  • Manufacturing & Equipment
  • Medical & Bioscience
  • Natural Resources & Environment
  • Non-Profit
  • Retail
  • Supply Chain & Logistics
  • Technology & Software
  • telecommunication
  • Video

Raleigh UK

Prior to using Webexpenses, Raleigh UK were using a manual process for managing their expenses process.

Read More

Procure4

Procure4 is a team of supply chain management specialists working across Europe, USA and UAE to deliver cost base reduction...

Read More

Mountain Warehouse

Webexpenses explores the main expense-related issues the business was having prior to using Webexpenses for their expense management solution, with...

Read More

VTCT

VTCT are a Government-approved awarding organisation, with a focus on the advancement of education.

Read More

White Stuff

Sociable and ethical clothing retailer, White Stuff has stores all over the UK and Europe.

Read More

Inspirations Paint

The paint supply specialist introduced Webexpenses in 2017 and immediately saw improvements in the managing of their expenses.

Read More

Scottish Swimming

Scottish Swimming, a national body for the sport, felt it was time to migrate their manual expenses operations towards a...

Read More

SHE Software

Locations: Applications: Industries: When SHE Software’s finance team found they had one less member available, they decided to review their…

Read More

Arrow Business Communications

Arrow Business Communications have offices across the UK, Managing expenses efficiently is important to them with many approving managers working...

Read More
Circa logo

CIRCA Contemporary Circus

Circa Contemporary Circus is one of the world’s leading performance companies. Since 2004, from their base in Brisbane, Australia, they...

Read More

The Workforce Development Trust

Locations: Applications: Industries: What was the process for managing expenses before Webexpenses? Our old process for expenses was very admin…

Read More

Konica Minolta Marketing Services

Locations: Applications: Industries: Konica Minolta Marketing Services (KMMS) is the product of three highly successful businesses: Charterhouse, Ergo, and Indicia….

Read More

Henry Schein

The UK based arm of Henry Schein is split into four divisions and approximately 400 employees make expense claims on...

Read More

Coronation Fund Managers

London-based Coronation Fund Managers is an independent, specialist fund manager founded in 1996 providing sophisticated investment solutions to institutional clients.

Read More

USAlliance Financial

Serving over 90,000 members worldwide, including the employees of American Express, PepsiCo, and IBM, USALLIANCE Financial is a multi-faceted $1+...

Read More

Miele

Miele was behind the curve with adopting new systems, this was also the case for our handling of expenses. There...

Read More

Coleg Cambria

Locations: Applications: Industries: Coleg Cambria was established in August 2013 as a result of the merger of Deeside College and…

Read More

Swiss Post

In line with its desire to be a highly sustainable company, Swiss Post Solutions Ltd. in the UK made the...

Read More

Pongo Power

Pongo Power, INC. is a Brooklyn based physical fitness company that provides physical education about anatomy, physiology, and sports science...

Read More

Alzheimer’s Research UK

Prior to using Webexpenses, Alzheimer’s Research UK were using a highly manual process that wasn’t able to keep up with...

Read More

Woolmark

Woolmark was founded in Australia in 1937, and has since grown to become a truly global organisation.

Read More

Pets at Home

Pets at Home is the UK’s leading pet care specialist, providing pet owners with everything they need.

Read More

Gamma Solutions

Locations: Applications: Industries: Gamma Solutions Pty Ltd is a national organisation which is 100% Australian owned and operated. Formed in…

Read More

Underground Coffee Roasters

New Zealand based coffee company, Underground Coffee Roasters provide cafés, shops and barista training – they have a passion for...

Read More

Smart Training and Recruitment

Locations: Applications: Industries: Smart Training and Recruitment is a national training company providing apprenticeship and foundation learning programmes. Established in…

Read More

Tom James

Locations: Applications: Industries: Since coming to market in 1966, Tom James has continued to deliver an outstanding tailoring and retail…

Read More

Uzin Utz UK Ltd

Prior to using Webexpenses, Uzin Utz UK Ltd were using a manual process for managing their expenses process.

Read More

Merz Pharma UK Ltd

With an expanding product range supported by active research and development, Merz Pharma UK Ltd. has a passion for pushing...

Read More
Marshalls plc logo

Marshalls plc

Locations: Applications: Industries:   Marshalls plc, the UK’s leading manufacturer of stone and concrete hard landscaping products, has been helping…

Read More

Adecco Group

The Adecco Group is the world’s leading provider of HR solutions.

Read More