Expense Once

Expense Management Solution

Expense Once is online expense management software. We offer a fully integrated and intuitive Travel and Expense platform that's available to any device. Expense Once manages the entire process, from receipt capture to reimbursement, greatly reducing your administration costs whilst enforcing company expense policy and HMRC compliance.

Features

  • Policy & spend controls based on Role, Department, Costcentre
  • Real-time integration with all major accounting and payroll systems
  • Multi-level approval process tailored to your organisational structure
  • Configurable spend control, enforcing your business policies
  • Mobile App allowing staff to raise, submit and approve expenses
  • Reporting and dashboards for complex spend analysis
  • Built-in HMRC advisory fuel rates and VAT recovery
  • Automate Corporate card expenses through Open Banking
  • Automatic mileage calculator for travel claims
  • Fully multi-currency with real-time exchange rates

Benefits

  • Full digital storage of receipts from desktop and mobile
  • Managed HMRC Approved and Advisory Fuel Rates
  • Reduced over-claims through automatic policy enforcement
  • Reporting for clear insight of spend and data analysis
  • VAT Compliant for accurate VAT returns
  • Approval notifications and reminders and highlights out-of-policy claims
  • Quicker reimbursement of expenses, clear policies reduce invalid claims
  • Designed to rollout with minimal costs and training
  • Improve system use and staff engagement
  • Authorised for Open Banking, integrate card expenses directly

Pricing

£2 to £3 per user

Service documents

Framework

G-Cloud 11

Service ID

9 4 2 9 4 0 6 5 2 8 2 9 3 7 7

Contact

Expense Once

David Turner

020 7461 9014

hello@expenseonce.com

Service scope

Software add-on or extension
No
Cloud deployment model
Public cloud
Service constraints
To date we have not had any downtown of our platform or service. However on occasions there maybe planned maintenance, where the system would be unavailable. This would be planned outside normal business hours for minimal disruption to our service.
System requirements
Access through supported internet browsers on desktop, mobile or tablet

User support

Email or online ticketing support
Email or online ticketing
Support response times
Response times vary depending on the support plan in place, priority calls are responded to within 1 hour.
User can manage status and priority of support tickets
No
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
No
Onsite support
Yes, at extra cost
Support levels
For enterprise or clients with 100 or more users, we provide a dedicated technical account manager who is responsible for the clients on going support requirements. We provide email and telephone support to all our clients.
Support available to third parties
No

Onboarding and offboarding

Getting started
We provide initial provisioning of the service, for help with setup and configuration, this is provided remotely. We have a document support system which users have access to.
Service documentation
Yes
Documentation formats
PDF
End-of-contract data extraction
Data can be exported through the standard interface, we can also provide the clients data on-request in a number of formats.
End-of-contract process
Access is disabled for all users relating to the data and service and we provide a copy of your data on-request.

Using the service

Web browser interface
Yes
Supported browsers
  • Internet Explorer 9
  • Internet Explorer 10
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari 9+
Application to install
No
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
Mobile has the following features which are present in the desktop version:
- Raise and submit expenses for approval
- Approve expense
- View expense history
- View expense approval process

Desktop has the additional features not present in mobile:
- Credit card integration
- Expense integration to 3rd party systems
- Employee onboarding
- System configuration and setup
Service interface
No
API
Yes
What users can and can't do using the API
Our API service allows system records to be provisioned and modified, such as employees, projects, costcentres, VAT and mileage rates. The service uses a public/private key arrangement for authentication.
API documentation
Yes
API documentation formats
Open API (also known as Swagger)
API sandbox or test environment
No
Customisation available
Yes
Description of customisation
All system administrators can configure the software to meet the requirements of their organisation. This includes setting up Categories, Tags, Departments, Users, Projects, Tasks, Policies, Credit cards, Vat rates etc. Each claim can have its own set of rules based on the user. This level of customisation can be achieved using the standard interface.

Scaling

Independence of resources
We automatically scale our infrastructure requirements to ensure users are not affected as demand increases. This is constantly monitored allowing resources to be automatically increased before any degradation of service

Analytics

Service usage metrics
Yes
Metrics types
Number of active users and claims raised
Reporting types
Reports on request

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
None

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
Yes
Datacentre security standards
Managed by a third party
Penetration testing frequency
At least every 6 months
Penetration testing approach
‘IT Health Check’ performed by a CHECK service provider
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
  • Scale, obfuscating techniques, or data storage sharding
Data sanitisation process
Yes
Data sanitisation type
Explicit overwriting of storage before reallocation
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
Directly via the product through the export interface and in a number of custom formats including CSV, XLXS, XLS and delimited text.
Data export formats
  • CSV
  • Other
Other data export formats
  • XLS
  • XLSX
Data import formats
  • CSV
  • Other
Other data import formats
XLS

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

Guaranteed availability
99.9% Availability
Approach to resilience
Available on request
Outage reporting
Email alerts

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
Our solution allows organisations to assign each user a security profile, allowing and restricting access to various areas of the software.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

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
PCI certification
No
Other security certifications
No

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
No
Security governance approach
- Document processes and risks, define and document controls, access effectiveness of controls, remediate issues
- Identify and categories risk, asses risk, mitigate risk, report on containment of risk
- Document process and risks, define and document controls, asses effectiveness of controls, disclosure and certification of compliance, remediate issues
Information security policies and processes
We use a 3rd party to perform penetration testing every 3 months to our software, ensuring any additional enhancements do not introduce vulnerabilities.
Only certain support staff have access to clients data, they have to sign a data protection act.
Sensitive data is always encrypted, some information can not be reversed such as passwords.
We use 128-bit SSL encryption when passes data across any network.
We are flexible about of where an organisations data is stored, based on an organisations requirements
Our data is backed-up daily as well as incremental backups several times a day to ensure minimal loss of data could occur

Operational security

Configuration and change management standard
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Configuration and change management approach
This is available upon request
Vulnerability management type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Vulnerability management approach
We use Cyber essentials and other industry standard schemes to protect ourselves from online threats. Patches are deployed typical within 2 weeks depending on risk and severity.
Protective monitoring type
Conforms to a recognised standard, for example CSA CCM v3.0 or SSAE-16 / ISAE 3402
Protective monitoring approach
Our Azure hosting platform includes Log Analytics and Application Insights, providing sophisticated tools for collecting and analyzing telemetry that allows us to maximize the performance and availability of our service. Any incidents are reviewed within 24hrs and a response is planned based on priority defined in our SLA.
Incident management type
Conforms to a recognised standard, for example, CSA CCM v3.0 or ISO/IEC 27035:2011 or SSAE-16 / ISAE 3402
Incident management approach
We operate a robust incident management process where staff follow pre-defined process, available upon-request. Incident reports can be provided following closure.

Secure development

Approach to secure software development best practice
Conforms to a recognised standard, but self-assessed

Public sector networks

Connection to public sector networks
No

Pricing

Price
£2 to £3 per user
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
A free one month trial with access to all software
Link to free trial
https://www.expenseonce.com/free-trial

Service documents

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