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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 a transaction

  • Education pricing available

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at Tell them what format you need. It will help if you say what assistive technology you use.


G-Cloud 13

Service ID

9 6 7 3 2 8 1 3 1 4 3 2 5 7 9


Webonboarding Andrew May
Telephone: 0800 1700 800

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
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

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
Online ticketing support accessibility
None or don’t know
Phone support
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
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

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
Documentation formats
  • HTML
  • PDF
  • Other
Other documentation formats
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
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Designed for use on mobile devices
Service interface
User support accessibility
None or don’t know
Description of service interface
The service interface is a simple, easy to navigate design. You can access the status dashboard to see where your invoices lie within the process.
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
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
API documentation formats
Open API (also known as Swagger)
API sandbox or test environment
Customisation available
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
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


Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance

Asset protection

Knowledge of data storage and processing locations
Data storage and processing locations
United Kingdom
User control over data storage and processing locations
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
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
  • 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 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
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
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

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
ISO 28000:2007 certification
CSA STAR certification
PCI certification
Cyber essentials
Cyber essentials plus
Other security certifications
Any other security certifications
Cyber Essentials

Security governance

Named board-level person responsible for service security
Security governance certified
Security governance standards
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

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

Approach to secure software development best practice
Supplier-defined process

Public sector networks

Connection to public sector networks

Social Value

Covid-19 recovery

Covid-19 recovery

Our Service helps organisations streamline their financial processes and reduce fraud within an organisation


£0.20 to £0.40 a transaction
Discount for educational organisations
Free trial available

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at Tell them what format you need. It will help if you say what assistive technology you use.