Point Progress

MyExpenses - Employee Expense Management Software

Point Progress have been helping companies transform tedious tasks associated with expenses for 20+ years, focusing on service.
As an established, innovative software provider we have a unique product selection which can work together intelligently.

My Expenses, our complete employee expense management system, will significantly streamline your expense management process.

Features

  • Snap, save and scan expense receipts with OCR Technology
  • User friendly mobile app, available on Android, IOS and Windows
  • Accurate mileage expense calculation using GPS or Google Maps
  • Our signature multi-level approval workflow
  • Automatic VAT reclaim calculation for expenses
  • Ensure HMRC compliance with quarterly mileage rate updates
  • Upload and reconcile credit card statements
  • Ability to manage cash advances, petty cash and fuel card
  • Easily interface with all finance/ ERP/ payroll systems
  • Custom reporting with over 90 templates available

Benefits

  • Prevent lost expense receipts, maximising HMRC compliant VAT reclaim
  • User friendly for fast roll-out and adoption
  • Access to our friendly and knowledgeable award winning support team
  • Improve overall operational efficiency while saving time and money
  • Enforce company expense policy and spend limits
  • Dramatically reduce errors and fraudulent or duplicate expense claims
  • Average 10% saving on mileage expenses by preventing over claiming
  • Simplified P11D expense reporting
  • Increased visibility of your expenses identifying trends and reduction opportunities
  • Manage employees driving for the company

Pricing

£3.50 to £5.00 per user per month

  • Education pricing available
  • Free trial available

Service documents

Framework

G-Cloud 11

Service ID

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

Contact

Point Progress

Sarah Bolton

01270611800

sarah.bolton@pointprogress.com

Service scope

Software add-on or extension
No
Cloud deployment model
Private cloud
Service constraints
No
System requirements
  • Microsoft Internet Explorer v11+ , Microsoft Edge, Mozilla Firefox 16+
  • Google Chrome 26+, Apple Safari 6.1+, Opera 12.1+
  • IOS 8.0 or newer and Android 5.0 or newer

User support

Email or online ticketing support
Email or online ticketing
Support response times
Between Monday - Friday 9 am - 5.30 pm
Response time:
Urgent, Response time 1 hour
High, Response time 4 hours
Normal, Response time 8 hours
Cosmetic / Requests, Response time 24 hours
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
Web chat
Web chat support availability
9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard
None or don’t know
How the web chat support is accessible
Accessible via our web site. It will connect with sales, but can be passed to support as required.
Web chat accessibility testing
None
Onsite support
Yes, at extra cost
Support levels
Service Levels:

Urgent
The system has failed, or an error is preventing a live process from working, and there is no workaround available.
Response time 1 hour Time to fix 1 day

High
A serious error has been identified in the live system, where a workaround is available.
Response time 4 hours Time to fix 2 days

Normal
An issue has been identified that is not preventing processes from running but is causing an annoyance.
Response time 8 hours Time to fix 10 days

Cosmetic / Requests
A non-essential request that would improve the system in some way.
Response time 24 hours Time to fix No fixed time

Support levels listed included in the Finance and admin support. End user support provided at extra cost. All queries handled by our technical helpdesk staff who will liaise with other members of the team if required.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
Project Implementation
1. From agreement signature your site will be setup immediately and details will be sent out with the Design Record.

2. We will then have a call to discuss your data and interface requirements.

3. Once we receive your data, this will be loaded within 48 hours and you will be notified of completion and provided with a testing checklist.

4. At the same time as data is being loaded and you are testing we will specify your interface requirements and either activate current interfaces or produce new ones to meet your requirements.

5. Once data has been loaded we suggest an on site meeting with the key administrators and some users of the system to run through the setup and as a training session to provide information on the main areas of the system, we find this session very useful and that it speeds up the testing phase accelerating and giving confidence to go live.

6. On completion of the testing phase, use our template emails and wiki help site to notify claimants of how to get started using the system.
Service documentation
Yes
Documentation formats
HTML
End-of-contract data extraction
Using our DataXtract tool you can export all claim and user information with attachments.
End-of-contract process
Once cancellation has been confirmed, our standard process is as follows:
At midnight, on the end of the notice period, the MyExpensesOnline site will be taken offline. Please note that after the cancellation, you will lose access to your MyExpensesOnline site, including any inclusive services and features.
14 days following the site being taken down, the site, all data contained in the MEO database and all receipts will be deleted.

Using the service

Web browser interface
Yes
Supported browsers
  • 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
Yes
Differences between the mobile and desktop service
No difference in functionality, the site resizes to suit any device.
Service interface
No
API
No
Customisation available
No

Scaling

Independence of resources
We use highly scalable data centre resources, allowing automatic increasing of computing and storage as required.

Analytics

Service usage metrics
Yes
Metrics types
https://status.pointprogress.com/

Overall uptime for the past 7, 14 and 30 days
Support response times
Satisfaction to support queries
Reporting types
Real-time dashboards

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
No
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
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 SSAE-16 / ISAE 3402
  • Encryption of all physical media
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
In-house destruction process

Data importing and exporting

Data export approach
With our ReportManager tool which is an Excel addin.
With DataXtract, html zip file.
Data export formats
  • CSV
  • Other
Other data export formats
  • HTML
  • .txt
Data import formats
  • CSV
  • Other
Other data import formats
  • HTML
  • Text

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
Service Availability
Core hours are defined to mean 9.00am to 5.30pm.
The standard availability of MyExpensesOnline is 24x7x365
Planned maintenance for upgrades or infrastructure changes are communicated in advance and are all performed outside of core hours.
Target - 99.6%
Achieved in past 12 months - 100%
Approach to resilience
Resilience information available on request.
Outage reporting
https://status.pointprogress.com/ - public dashboard
Text alerts to support staff
Email alerts to administrators within each organisation

Identity and authentication

User authentication needed
Yes
User authentication
  • 2-factor authentication
  • Username or password
Access restrictions in management interfaces and support channels
Access levels assigned to user profiles, limiting which areas of the system users have access to.

Our helpdesk system has a login screen, individuals can only view tickets relating to them.
Access restriction testing frequency
At least every 6 months
Management access authentication
  • 2-factor authentication
  • Dedicated link (for example VPN)
  • 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
User-defined
Access to supplier activity audit information
Users have access to real-time audit information
How long supplier audit data is stored for
User-defined
How long system logs are stored for
User-defined

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

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
ISO/IEC 27001
Information security policies and processes
All reporting lines ultimately end with Richard Coope (Managing Director) who has responsibility for the company Data Protection policy.
The office manager manages our policies, keeping them up to date and uses i-Comply-GDPR software to ensure heads of departments are complying with the policy requirements within their department.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
Specification of new development and impact assessment on the whole system. Development meetings to review new releases during testing. Developer logging system for all aspects of the software, tickets and results stored for 7 years.
In house software to test system vulnerabilities constantly.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Annual penetration testing minimally consists of network-layer and application-layer penetration tests.

Exploitable vulnerabilities noted during penetration testing are corrected and an adequate retest performed to demonstrate that identified exploit is addressed.

Patches for vulnerabilities are deployed as soon as they have been developed and tested as small support releases so they do not wait on any other functionality.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Using log files and warnings from our anti virus software and firewall.
Warnings are responded to as soon as they are flagged, the warning will be investigated and any updates will be implemented as soon as possible.
Incident management type
Supplier-defined controls
Incident management approach
Call to helpdesk
Nature of change
Ticket raised
Impact assessment
Specification if required
Scheduling
Development
Testing
Release with other items

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
£3.50 to £5.00 per user per month
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
Full system functionality, for 3 active users for 1 month.

Service documents

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