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.
- Automated data capture through OCR technology
- Maximum efficiency
- Quick delivery
- Integrated processing
- Multi-format support
- Anti-fraud checks
- 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.
£0.20 to £0.40 per transaction
- Education pricing available
- Free trial available
0800 1700 800
|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|
|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 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|
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
|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.|
|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
|Web browser interface||Yes|
|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.|
|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 formats||Open API (also known as Swagger)|
|API sandbox or test environment||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.|
|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.|
|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.|
|Supplier type||Not a reseller|
|Staff security clearance||Staff screening not performed|
|Government security clearance||None|
|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 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||
|Other data export formats||
|Data import formats||
|Other data import formats||
|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
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
|User authentication needed||Yes|
|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||
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
|ISO/IEC 27001 certification||No|
|ISO 28000:2007 certification||No|
|CSA STAR certification||No|
|Other security certifications||Yes|
|Any other security certifications||Cyber Essentials|
|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.|
|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.|
|Approach to secure software development best practice||Supplier-defined process|
Public sector networks
|Connection to public sector networks||No|
|Price||£0.20 to £0.40 per transaction|
|Discount for educational organisations||Yes|
|Free trial available||Yes|
|Description of free trial||.|