GOV.UK
Travel and Expense Management
Expense Once is a leading provider of 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
- Automated Travel and Expense management
- Integrates with your ERP, Finance and payment systems
- Expense claim approval workflows for simple sign-off and error checking
- Configurable policies, enforcing your business rules and compliance
- Mobile application for raising, tracking and approving expenditure
- Reporting and dashboard analyitics for accurate spend analysis
- Built-in HMRC compliance and VAT recovery
- Credit Card integration with all major banks
- Distance automatically calculated for miles/km travelled
- Real-time currency exchange rates
Benefits
- No more paper processing or having to hold onto receipts
- Improved control and audit of expenses
- Reduced business costs, through enforcement of policies and compliance controls
- Reporting for clear insight and better decision making
- Expense automation greatly reduces administration, saving time and money
- Multi level approval workflow, highlights out-of-policy claims
- Quicker reimbursement of expenses, clear policies reduce invalid claims
- Intuitive and user-friendly for fast roll-out and adoption
Pricing
£3 to £5 per transaction
- Education pricing available
Service documents
Framework
G-Cloud 11
Service ID
942940652829377
Contact
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 | |
| 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 |
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| 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 |
| 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 |
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| 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 |
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| Other data export formats |
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| Data import formats |
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| 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 |
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| 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 |
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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 | £3 to £5 per transaction |
| 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.co.uk/free-trial |