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ExpenseWatch Suite Features

No matter which of the ExpenseWatch products your organization uses – Expense Reports, Purchasing, Payable Invoices, or the full Spend Management Suite – you’ll find many robust features shared by each.

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Manage Spending Against Budget Information in Real Time

Incorporating budget planning data into ExpenseWatch empowers you to make intelligent and informed decisions about spending before commitments are made, enabling true accountability. You can see exactly where you stand against your planned spending by company, business unit, department and G/L account.

With monthly and annual Budget vs. Actual information incorporated into every purchase requisition and expense report, managers can approve/disapprove spend based upon real-time information without having to wait for post-period spending reports.

  • Budget vs. Actual Reporting
    Budget vs. Actual reports keep you up to date on company spending in real time, enabling you to adjust spending to prevent budget overruns. Whether you use all the ExpenseWatch modules or just one to control a specific area of spending, you can track spending as fiscal periods progress without having to wait for post period reports.

Customer Satisfaction

At ExpenseWatch, we believe our customers are our strongest partners. We are motivated every day to ensure our technology and our people are aligned to empower your organization to Spend with Confidence.

Our four pillars of customer satisfaction—implementation, training, support and usage—are designed to support your organization throughout the lifetime of your relationship with us. When you join ExpenseWatch, we start by giving you one point of contact for implementation and support – Your Customer Satisfaction Engineer. This person is your main point of contact, retaining the knowledge of your implementation to be more efficient and effective in resolving any issues that may crop up for you or your user community.



During implementation, we work to gain a clear picture of your business, including structure, approvals, accounting processes and more. We ensure your data and policies are built into the ExpenseWatch system and there is a virtually seamless integration with your accounting and other relevant financial systems.



We provide professional, live training to all of your users and administrators before your system goes live, ensuring your team can utilize ExpenseWatch to its maximum potential.



Next, the same Customer Satisfaction Engineer who got you up and running now becomes your main contact for ongoing support.



As your partner in Spend Management, we want you to get the most out our system. We regularly perform web page usage analyses, including examining how your company is using the system and the feature request/issue submissions from users and administrators within your organization.


Integrate With Business Applications Your Organization Uses Most

ExpenseWatch works with the business applications your organization uses, enabling you to create an end-to-end system to control, reduce and report on all company spending; and empowering your employees for the roles they take in your spending processes.

  • Business Accounting or ERP system
    ExpenseWatch customers currently integrate their spending information with more than 50 different accounting and ERP systems. Once online expense reports and purchase orders are reconciled and invoices are approved, data is easily imported and exported between our web-based spend management system and your accounting system of choice.
  • ACH Payments
    You can pay for transactions from within ExpenseWatch using our ACH partner. Once payments are complete, you can export records to your accounting system.
  • Payroll and Other Payment Providers
    You can import approved employee expense reimbursements into your payroll provider’s system to include in your regular payroll run. Likewise, payable invoices can be imported into your accounts payable accounting module and paid using any payment method your accounting system supports.
  • Travel Management Systems
    Travel booking information from leading travel management companies easily flows into ExpenseWatch, enabling expense report filers to quickly reconcile booked travel with business travel expenses.
  • Credit Card Transactions
    Daily credit card feeds from major card companies flow into ExpenseWatch and personal credit card charges can be uploaded from electronic statements. This speeds expense report creation and processing for business travelers and approvers, and simplifies corporate card statement reconciliation and management for accounts payable staff.
  • Customer Relationship Management Systems
    ExpenseWatch spend management information can be combined with revenue and sales data from a customer relationship management system, enabling customers to manage and report on sales profitability. In doing so, they gain real-time visibility into contribution margins by company, business unit, region, employee, customer, opportunity and campaign.
  • Budgeting Tools
    Company budget information derived from budget management and planning tools or spreadsheets can be imported into ExpenseWatch. The ability to see budgets by company, business unit, department and general ledger account at the point of spend approval means that budget owners have visibility into where they stand against planned spending before commitments are made, enabling true accountability.
  • Online Purchasing Catalogs
    ExpenseWatch’s shopping cart experience simplifies the process for companies to order products and services. Through the Purchasing module, companies shop for goods and services online using their specific internal catalogs and preferred ecommerce vendors accessing their negotiated products and prices. As a result, companies can be sure that purchases comply with company spending policies and that preferred vendors are used.

Answers are a click away

Every ExpenseWatch subscription includes access to our comprehensive knowledgebase. Accessible from within the application, the knowledgebase includes answers to many commonly asked questions, such as “How do I Reset My Password?” and “How Do I Retract an Expense Report?” All training materials, such as our Quick Start Guides and Video Library are available, as well as tips and tricks to make it easier for you to use the system.

It’s easy to search for information. You can select categories, or search by words or phrases, attributes, such as type of content or role, and more. Don’t worry, if you can’t find your answer, you can always reach out to your customer support engineer who will get back to you with the answers you need.


Next Generation ExpenseWatch Mobile Application

Now you can take ExpenseWatch with you on the road, with ExpenseWatch Mobile App. Expense report submitters can easily create, submit and track expenses from their smartphone. Approvers are empowered to approve any ExpenseWatch transactions from their smartphone, including expense reports, requisitions and invoices. Watch our overview video (3 minutes) to see the ExpenseWatch Mobile App in action, and explore highlighted features below or more in-depth information on how ExpenseWatch Mobile App works here.


Reporting: Comprehensive Insight into Company Spending

A key benefit to automating your spending is the visibility you gain by analyzing the information captured within ExpenseWatch. You finally have complete visibility into all spending BEFORE it occurs and can make informed spending decisions, dynamically changing the course of upcoming spending as situations change in your organization.

Because every business is unique, ExpenseWatch offers numerous ways for you to access your company information and report on it in the way you need. This flexibility ensures you gain control, while optimizing your resources.

  • Pre-Built Reports – included with your ExpenseWatch subscription
    ExpenseWatch offers a wide range of pre-built reports, providing numerous ways for you to view and analyze company spending. For many customers, these reports provide the level of visibility they need to understand company spending.
  • Data Export – quarterly exports included with your ExpenseWatch subscription
    Your spending data can be exported to use with the reporting tools you may already use.
  • Custom Reporting Module – additional module subscription
    ExpenseWatch Custom Reporting module enables you to create custom reports and dashboards specific to the needs of your organization. Custom reports can target any transactional data and measure any key metrics important to the operation of your business. The Custom Reporting module introduces three optional subscriptions to the ExpenseWatch system: Builder, Viewer and Scheduler. Most companies will need a few people to build reports and dashboards, while a larger group will want to view and interact with the information. As a third option, you can subscribe to a scheduling feature that allows reports to be delivered automatically via email.
  • Custom Reporting – Professional Services – additional charge to your ExpenseWatch subscription
    Should you want custom reports and dashboards, but not have the time, expertise or resources to build them on your own, you can engage ExpenseWatch to help you design and deliver the custom reports and dashboards your company needs. With your Customer Satisfaction Engineer, you determine the reports you need, the frequency you want them and the format in which you want to receive them.

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