Webonboarding

Webexpenses Invoice Processing

Webexpenses Invoice Processing provides greater control and faster processing by removing up to 90% of manual invoice handling. The result: simple, paperless invoicing.

Through simple automation, significantly reduce your invoice processing time, and enable your team to work more efficiently by eliminating resource overheads, paper chase, and manual data.

Features

  • Automated data capture through OCR technology
  • Maximum efficiency
  • Quick delivery
  • Integrated processing
  • Multi-format support
  • Anti-fraud checks

Benefits

  • Go paperless with an automated OCR and AI invoice process.
  • Template your tax code and approver settings for instant matching.
  • Deliver coded invoices to approvers for instant viewing and approvals.
  • Validated invoices are delivered directly into your accounting software.
  • Easily process, upload, and track a variety of invoice formats.
  • Automatic system checks bank accounts on invoices against supplier information.

Pricing

£0.20 to £0.40 per transaction

  • Education pricing available
  • Free trial available

Service documents

G-Cloud 11

262839680265834

Webonboarding

Andrew May

0800 1700 800

andrew.may@webonboarding.com

Service scope

Service scope
Software add-on or extension Yes, but can also be used as a standalone service
What software services is the service an extension to It is an extension to various different accounting systems.
Cloud deployment model Private cloud
Service constraints No.
System requirements
  • Use of the internet through the following browsers:
  • Internet explorer 11
  • Firefox 24
  • Safari 7
  • Chrome 34
  • Or any more recent web browsers

User support

User support
Email or online ticketing support Email or online ticketing
Support response times Our support is 24 hours, 5 days a week. Phone support response time is 30 seconds, online chat is 1 minute and email responses is 1 hour. We don't have reactive support at the weekend so users will be able to access our Support Hub which has user guides and training videos.
User can manage status and priority of support tickets Yes
Online ticketing support accessibility None or don’t know
Phone support Yes
Phone support availability 24 hours, 7 days a week
Web chat support Web chat
Web chat support availability 24 hours, 7 days a week
Web chat support accessibility standard None or don’t know
How the web chat support is accessible Web chat is available through our online 24/7 Support Hub. You will be able to speak to our support team online, however, if this is outside of chat hours (at the weekend), it will go through to Webexpenses support as an email ticket.
Web chat accessibility testing None.
Onsite support Onsite support
Support levels We provide support for all users on the system. We have a support desk with access to live chat, email and FAQs in addition to our support hub.
No cost involved (included in the active user model).
Support agents are not assigned to specific companies, all queries are handled by all desk agents. You do have your own Account Manager to answer queries your own account.
Support available to third parties Yes

Onboarding and offboarding

Onboarding and offboarding
Getting started Training is provided through several different means depending on the contract and the preference of the client. This can be either through pre-recorded training videos, live online demonstrations or onsite training. We do also have the Support Hub so that all users can access short training videos.
Service documentation Yes
Documentation formats
  • HTML
  • PDF
  • Other
Other documentation formats Video
End-of-contract data extraction You have several different options when your contract terminates. You can either ask us to host your data for you and pay an annual fee, we could give you your data on USB pen or download the data yourself as .csv, Excel or PDF and images JPEG.
End-of-contract process It's usually a rolling contract, you can continue using the system until you wish to terminate. At that point, you would give us a 90-day notice period before the end of the 12 month term.

Using the service

Using the service
Web browser interface Yes
Supported browsers
  • Internet Explorer 7
  • Internet Explorer 8
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
  • Opera
Application to install No
Designed for use on mobile devices No
Accessibility standards None or don’t know
Description of accessibility The solution is accessible on a web browser. This can be accessed 24/7 and you just need connection to the internet, an email address and password.
Accessibility testing None.
API Yes
What users can and can't do using the API The API is available to allow data to pass from Webexpenses and into other accounting systems. The organisation using Webexpenses with an API would need to set up the communication for the API to their own systems. Due to the fact the API is open, there are no limitations with it.
API documentation Yes
API documentation formats Open API (also known as Swagger)
API sandbox or test environment Yes
Customisation available Yes
Description of customisation The system can be customised to your business needs. It will mirror your own approval workflows, be set up with your account codes which match up to your accounting system. The administrator of the system is able to customise and make changes to the system.

Scaling

Scaling
Independence of resources Webexpenses is a scalable solution which starts with numbers from 3 users up to thousands. You will be able to add people as you grow and are able to scale the system up in accordance of this.

Analytics

Analytics
Service usage metrics Yes
Metrics types We have regular review calls with your Account Manager where we can talk about your usage, your support tickets and service up time reports. Plus the system has reporting suite where you can pull analytics from the system very quickly.
Reporting types
  • Real-time dashboards
  • Reports on request

Resellers

Resellers
Supplier type Not a reseller

Staff security

Staff security
Staff security clearance Staff screening not performed
Government security clearance None

Asset protection

Asset protection
Knowledge of data storage and processing locations Yes
Data storage and processing locations United Kingdom
User control over data storage and processing locations No
Datacentre security standards Managed by a third party
Penetration testing frequency At least once a year
Penetration testing approach Another external penetration testing organisation
Protecting data at rest Physical access control, complying with CSA CCM v3.0
Data sanitisation process Yes
Data sanitisation type Deleted data can’t be directly accessed
Equipment disposal approach Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data importing and exporting
Data export approach There are several different ways to export the data. This is either .csv, PDF or Excel and invoices are via PDF.
Data export formats
  • CSV
  • Other
Other data export formats
  • XLS
  • PDF
  • JPEG
Data import formats
  • CSV
  • Other
Other data import formats
  • TXT
  • JPEG
  • PDF

Data-in-transit protection

Data-in-transit protection
Data protection between buyer and supplier networks TLS (version 1.2 or above)
Data protection within supplier network TLS (version 1.2 or above)

Availability and resilience

Availability and resilience
Guaranteed availability At the point an individual's query is logged, it will be assigned one of the following priority levels.
Urgent - we aim to be in touch within 1 business hour.
High - we aim to be in touch within 2 business hours.
Normal - we aim to be in touch within 8 business hours.
Low - we aim to be in touch within 16 business hours.
Approach to resilience We have virtual and physical security in place to protect the system in addition to our SSLA commitments to the customer. These are available on request.
Outage reporting If there are any outages customers will be informed on our social hub and if they signed up to receive system updates, they would also get an email.

Identity and authentication

Identity and authentication
User authentication needed Yes
User authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
Access restrictions in management interfaces and support channels Role based administration rights granted to user.
Access restriction testing frequency At least once a year
Management access authentication
  • Public key authentication (including by TLS client certificate)
  • Username or password

Audit information for users

Audit information for users
Access to user activity audit information Users have access to real-time audit information
How long user audit data is stored for At least 12 months
Access to supplier activity audit information Users have access to real-time audit information
How long supplier audit data is stored for At least 12 months
How long system logs are stored for At least 12 months

Standards and certifications

Standards and certifications
ISO/IEC 27001 certification No
ISO 28000:2007 certification No
CSA STAR certification No
PCI certification No
Other security certifications Yes
Any other security certifications Cyber Essentials

Security governance

Security governance
Named board-level person responsible for service security Yes
Security governance certified Yes
Security governance standards Other
Other security governance standards We are Cyber Essentials Accredited and currently, the system is ISO2001 compatible and we are working through being ISO2001 accredited internally.
Information security policies and processes Best practice. Strong encryption (resting & in motion) & authentication (MFA if available). Full endpoint protection (anti-virus, anti-malware & anti-ransom-ware). Least privilege policy with periodic access control review.

Operational security

Operational security
Configuration and change management standard Supplier-defined controls
Configuration and change management approach Change request/requirement -> validation -> risk analysis (-> mitigation) -> plan change -> verify config backup -> plan execution -> assess effectivness -> config backup
Vulnerability management type Supplier-defined controls
Vulnerability management approach Access vulnerability impact -> Identify mitigating control -> Change control Patches deployed as soon as available where risk is high. Where vulnerabilities considered lower risk patches are scheduled to maximise availability. Information source: Cytenna, Team Cymru Research and general press.
Protective monitoring type Supplier-defined controls
Protective monitoring approach Server resource metrics and HIDS monitored in real-time. Response: Investigate, mitigate (change control), monitor We respond in real-time.
Incident management type Supplier-defined controls
Incident management approach Documented process for incident response. Users report via support. Response via email/phone/website. Whichever is most appropriate.

Secure development

Secure development
Approach to secure software development best practice Supplier-defined process

Public sector networks

Public sector networks
Connection to public sector networks No

Pricing

Pricing
Price £0.20 to £0.40 per transaction
Discount for educational organisations Yes
Free trial available Yes
Description of free trial .

Service documents

pdf document: Pricing document pdf document: Terms and conditions
Service documents
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