Skip to content

IOP case study header image




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
  • 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
  • Video


Ryanair Holdings wanted an expenses solution that could improve the entire process when managing expenses - they chose Webexpenses.

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

Henry Schein

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

Read More


The Chartered Institute of Payroll Professionals (CIPP) was established as an official industry body in 1985 when the Institute of...

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

Allpress Espresso

Allpress Espresso is a coffee roaster and ‘espresso specialist’ business founded by Michael Allpress in New Zealand during the year...

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

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

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

Read More

Otsuka Pharmaceuticals

Peter Blott, finance manager at Otsuka, knew the existing way of handling expenses would not cope as additional products were...

Read More

Inspirations Paint

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

Read More

TransMedia Dynamics

Media asset management company TransMedia Dynamics are a worldwide organisation, they have offices in the UK, US, Australia and Malaysia.

Read More


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

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

Munster Rugby

Founded in 1879, Munster Rugby is one of the most successful and best supported rugby clubs in the world with...

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
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

Pongo Power

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

Read More

Admiral Insurance

Admiral Insurance are a worldwide organisation, they have branches in Europe, Canada and the USA.

Read More

Gift Universe Group

Locations: Applications: Industries: With the finance team processing up to 1,500 invoices in a single month, retail group Gift Universe…

Read More

Healthcare at Home

Healthcare at Home is the UK’s largest provider of home healthcare services with around 1,500 employees and caring for more...

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

Museum of London

The Museum of London, which tells the story of London from 450,000 BC to the present day, has recently adopted...

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

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

Swiss Post

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

Read More
City Beach Logo

City Beach

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

Read More

Global Action Plan

Global Action Plan is the UK’s leading environmental change charity and, since 1993, has helped businesses, schools and communities reduce...

Read More

Adecco Group

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

Read More