webexpenses Reviews

Pros

WebExpenses is so easy to use, the taking photos and uploading of receipts is a superb feature.

Cons

I cannot think of any missing features in this software.

Pros

Easy to configure to your companies requirements, and simple for users to create expense claims

Cons

Would like to be able to do everything on the app that can be done on the web based version from an admin point of view

Alternatives Considered

Selenity Expenses and Zoho Expense

Reasons for Switching to webexpenses

Most user friendly, simple reporting, integration with Sage 200

Pros

I can drag and drop my invoices into the receipts area as a batch and they all upload. Then I can apply the selection of a dropdown field to all my reimbursement lines at once, which saves time. I can also see a preview of the receipt before I commit to attaching it to the reimbursement item. Finally committing reimbursements for approval is fast and can handle the selection of all rows or a selection.

Cons

The user interfaces are difficult to use and navigate. Attaching receipts to reimbursements lines is straightforward initially but if the approver rejects the request receipts are difficult to adjust from subsequent screens. Also, the description field on reimbursement lines is too small and makes reading invoice numbers and other important details difficult.
These are just two examples where the interfaces seem thoughtless and clunky. Feels like this software is designed to do a thousand things but because I'm only using a few of its functions I have to put up with bad interfaces. It should be way simpler, given the simplicity of the task I am performing.
Additionally, forwarding receipts from emails don't often appear correctly in the system.

Pros

I like the overall ease of use and simplicity of the software. Anyone should be able to get the hang of using it in a short/reasonable space of time.

Cons

I have not found anything I don't particularly like so far.

Pros

I really like how this product makes it possible to automate a lot of the expenses process. Before a lot of my time was wasted on duplicating data entry, but now we are able to be completely paperless which both saves money on postage for the company and is good for the environment, and saves me time whilst making audits easier. It integrates to Xero as well which also saves time

Cons

We have multiple organisations in Xero but we can only integrate with one of them. This isn't terrible because I am still saved a lot of time, but it would be even better if this functionality was available. As a very minor point it would also be good if the receipt was maximised when I click on it.

Pros

Getting notified when a submission is awaiting approval saves time.

Cons

The auto-route generated by mileage submissions can be inaccurate at times

Pros

I like the drag and drop features of the receipts it makes it very easy to do credit card expenses and the set up and reporting of expenses is very easy and straight forward to do.

Cons

The expense type is a not efficient, as it only does the popular ones until you click list all. Then you can search the entire list. Would be nicer to just have a complete list always.

Pros

Since we have had to work from home due to the global pandemic, Webexpenses has made tracking our team's expenses easy. We are simply reminded each month to add them, rather than sending all receipts to one person to do it all.

Cons

At first, the navigation is hard to get used to - it is not overly user-friendly.

Pros

easy to use and clever software receipt tracking made easy

Cons

slightly dated user platform compared to others

Pros

This software does exactly as advertised and is easy to use. It simplifies the expense process.

Cons

I have not tried the mobile app and think that would help make the process even easier.

Pros

Customer support is really good. And the software is very user friendly

Cons

Reporting ability is very limited, and had serious issues in the past (which we are still facing now with past credit card transactions). The credit card reports are the most problematic as we can't fully rely on some statuses. Some features are poorly developed, such as ability to disable approver changes to the claimants, ability to add specific fields customized for each client, archived credit cards can still receive transactions upload, etc

Pros

Easy to use with all technology, mobile, laptop and tablet.

Cons

Unable to label receipts before uploading, only 2 VAT codes, failed transfers can only be reloaded by support

Alternatives Considered

NetSuite and SAP Concur

Reasons for Switching to webexpenses

Price, simplicity and quick implementation

Pros

Webexpenses is an ideal solution that simplifies expenses claims. The process is quick and easy to do and does away with the need to store lots of paper receipts as pictures can be uploaded to the server quickly.
This saves the user and managers time when submitting and approving claims on a regular bass

Cons

Theres not a great deal that I can think of that I dislike apart from the odd time where it slows down or doesn't work. This is a rarity however.

Pros

Its ease of use and transparency. Very clear to the user/administrator where they need to navigate to on the system

Cons

Sometimes crashes when you are trying to generate reports especially if there are large amounts of data

Pros

The most valuable part of webex is that since our users are primarily salesmen and are constantly on the go, there is an app they can use while they are out and about. They can instantly take a picture and upload their receipts, which reduces the risk of losing them. It also allows the users to turn in their reports on time with minimal prodding from me. All I do is send out a notification that their charges are uploaded and when their reports are due back to me. I am also able to run a report to see where the most spend was for the month.

Cons

I would prefer when you split an expense between multiple GL accounts that the receipt image would remain with each line item. When I run a report and sort by GL I have to search for the line item (other GL account number) where the receipt stayed to see an image of the receipt. At first glance it appears as if you are missing the image completely.

Pros

Easy to use, it allows to include pdf copy of the receives and exchange rates.

Cons

It lacks of flexibility as it is not possible moving expenses up/down within the same claim.
This makes it impossible keeping a chronologic order of the receives when it takes time to get one receive/invoice (e.g. emailed by the rent a car or the hotel or you find it in a different folder/wallet, etc.) and you want to stablish a sequence in the expenses as they were made.

Pros

I'd say the mileage claim where you can see on a map the route that has been chosen for the journey.
The mobile app is easy to use.

Cons

You should be able to have the option of showing more claim items on a page.

Pros

Its Simple to Use. The OCR on the Mobile app is great and makes this easy.

Cons

The mileage rate is isn't intuitive enough to add 5p per passenger. So we have to create two lines 1 at normal rate and one with the passenger rate. Not a Big Deal but could be simpler.

Alternatives Considered

SAP Concur

Reasons for Switching to webexpenses

Cost, Overall Value for money.

Pros

The ease of use of the programme is what i liked the most, i use it for tracking personal expense each month and find it very straight forward to use.

Cons

The only part is the adding receipts, sometimes it's not always clear if they have been added correctly, but generally this isn't a problem.

Pros

Easy to use to train our staff. Staff really like the mobile application. The platform has helped us save time in terms of processing expense claims for staff. The money saved is substantial.

Cons

Some minor features missing such as ability to rotate or crop receipts but have been advised this will be included in a future release

Pros

It is very easy to use and pretty self explanatory. I also appreciate how quickly the customer service reps get back to you when there is ever an issue with the website or if I need any technical advice/help.

Cons

Nothing, I really like this software. The only thing I would suggest to improve would be to make ease of moving into other tabs a little easier as the tab seems to bounce back sometimes. It would also be handy to have a warning when it is about to log you out so you can have chance to stay logged in before being chucked out.

Pros

As an administrator, I find the reporting tools to be the most useful aspect of webexpenses. The reports are generated very quickly and it is easy to modify them if required.

Cons

The time-out period is a little too short for when using the offline reporting module, as when I return to the webexpenses site from Excel I always have to log back in.

Pros

User feedback is good with users saying it is easy to follow and convenient that there is a mobile app.

Cons

The reports for the SAGE ledger are very time consuming to produce as the raw ledger files from Webexpenses don't have the necessary columns for uploading into SAGE. We've had one issue where we tried to delete a duplicate transaction from a credit card upload but were told by support that only they could do it - would like to see more ability for the admin to be able to carry out things like this.

Pros

Easy to use.
Plenty of guides on how to use the system.
Makes reconciling company credit card statement much simpler.

Cons

Sometimes runs slow which can be a nightmare if there are a large number of claims to authorise.
No function to remind employees that they have outstanding credit card items to upload.

Pros

The interface is very easy to use, and customer support are quick to respond and helpful on when contacted by phone or by email. The app is great for our employees out on the road.

Cons

There are some small bugs to be resolved when processing and some of the reports are a little complicated.