Skip to content
Home » Expense Management » Expense Management Software Feature Set

Expense Software Feature Set

Configure your Webexpenses expense system from a range of features to meet your company's requirements

Automated policy compliance

We build your specific company expense policy into your Webexpenses system. Compliance for users is easy with policies defined at the point of entry. Out-of-policy claims are eliminated through active policy enforcement and automatic alerts.

automated-policy-compliance

Upload company policy

Admins can upload company policy straight to your Webexpenses system for all users to access. Before uploading, make sure your company policy is exported into PDF format and fits within your brand guidelines. Your policy will be accessible to all active users and can be viewed and downloaded when required.

A simple yet overlooked tool that can help reduce inaccuracies and concerns about what claimants can and can’t expense.

Improved accuracy

Pre-trip approval

Do you have an international business trip planned and want to estimate travelling costs? With Webexpenses pre-trip approval feature you can estimate spend before booking flight and accommodation and share visibility to your approver. This is a great way for finance teams to keep track of estimated expenditure - especially if it’s a higher cost.

To switch on this feature at no extra cost, get in touch with your Account Manager.

corporate-travel

Multi-approver: up to 6 approvers

Webexpenses allows businesses to set up a multi-approver process of up to 6 approvers per claimant. This can be beneficial for larger companies that have bigger teams and multiple authorizations required.

As an example, the claim can be based on threshold level i.e. £500 goes through to one approver and £700 goes to two approvers. If a claim is incorrect, the entire claim will be rejected at any stage of approval. This prevents fewer mistakes and tightens control over company spend.

To switch on this feature at no extra cost, get in touch with your Account Manager.

quick-delivery

Auto-approve

Auto-approve sends expense claims straight to your finance team. However, if a spend limit has been set on a category and a claimant has exceeded the limit, a claim will not go through. Auto-approve is particularly useful for smaller companies that do not require multiple approvers.

To switch on this feature at no extra cost, get in touch with your Account Manager.

hours-saved-per-month

Project Approval

Are you claiming expenses on behalf of a different department or cost centre? With Project Approval, claimants can add all expense items into one claim, select a department or cost centre against a claim, and submit to the department/cost centre’s dedicated approver.

Project Approval

Currency convertor

Travelling internationally and need to convert your expenses correctly? Webexpenses currency convertor automatically picks up the claimant's currency depending on what division they are in. Once submitting a receipt through the Webexpenses app, the currency converter will create an accurate conversion.

amount-saved-per-month

Custom spend categories

Custom spend categories provide finance teams with more control over expense spend. For example, you may want to include a maximum spend limit for client entertainment. To manage this, soft and hard rules can be included. A soft rule could be: spend limit exceeded but can still submit or a hard rule could look like: block spend limit. Unlimited categories can be created to fit within your businesses requirements.

Custom Spend Categories

Customized notices

Set up a notification reminder to notify claimants about important updates. The in-app notification will pop up once the user has logged in to your Webexpenses system.

Admins can switch on this feature on a division basis, or at parent level, to be viewed by all divisions.

Customised Notices

Client drop-down

Client drop-down feature allows finance teams to report on expenditure for specific clients, cost centres and projects. This feature can be renamed to reflect a project, cost centre or department and will appear on the dashboard, visible to all admins.

reporting

Restrict claim to cash or credit card

Restricting claims to cash or credit card provides finance teams tighter control over company credit spend. This is predominately used for credit card holders as it prevents businesses from paying credit card spend that may not be owed to the claimant.

expense-fraud

Submit claim for approval notification

Submit claim notifications are an easy way of reminding claimants to submit their claims for approval on time. Admins can specify a set date e.g. 1 day before a claim is due. Once set, the notification will appear on the claimant’s login screen and they will be notified via email.

Submit Claim for Approval

Duplicate claim checker

Duplicate claim check is a great way for businesses to combat fraud and reduce errors. Once a receipt has been added to a claim, duplicate claim checker looks at the date, category and total amount that already exists in claim items. If an item looks similar to another claim, 'possible duplicate item' will flag in the system and alert the user.

reduction-in-errors

Mileage Calculation

Webexpenses Mileage Calculation feature can be used via the Webexpenses App. It helps users to track and submit accurate mileage. The interactive map enables users to plot their journey by using waypoints or the drag and drop functionality. The drag and drop works particularly well if a claimant needs to include an alternative route because of e.g. a road closure.

If needed, offset mileage can be switched on by admins in just a few clicks.

mileage-tracking

Mobile Expense App

The Webexpenses App can be used by all users, approvers and admins. Benefits of using the App? All users can scan and capture accurate receipt data whilst out on the road. And approvers can approve expenses on the go. The app also syncs with desktop in real-time to ensure a quicker process between users and admins.

mobile-expenses

Intelligent Receipt Matching

Using Webexpenses’ Intelligent Receipt Matching feature, users can snap a picture of their credit card receipt and automatically pair it with the correct card claim already in the system. Credit card expenses will be visible in your Webexpenses system by using a secure, direct feed from your bank.

corporate-card-matching

Corporate Credit Card

Webexpenses allows businesses to automate credit card expenses using a 100% paper-free process. Choosing a corporate credit card enables easy reporting on company spend for admins, accurate claims for users, and a guaranteed secure, safe and PCI compliant process for the entire business.

business-payments

Carbon Tracking

Looking for ways of improving your carbon footprint? With Webexpenses, you can do just that. Including air, car and train journeys, Carbon Tracking is carried out using the latest DEFRA standards to ensure accurate, sustainability-driven travel expenses are claimed.

To switch on this feature at no extra cost, get in touch with your Account Manager.

Carbon Tracking