Use a drag and drop interface to create your CapEx request form and submit for approval.
Add rich, interactive behaviours without coding and use logic to control the behaviour of the form.
Create the approval steps that the form will go through and specify business rules (for example, only send the form to the CEO if the request is above a certain threshold).
Send eMail reminders to prompt users to complete tasks or alert a manager if a task is running late.
Get real-time visibility into your CapEx processes and track user actions to know exactly who did what and when it was done.
Predictive BPM can even alert users if a workflow is estimated to finish late or a step has taken too long to complete.
Archive approved requests for compliance and allow auditors to review information, including time-stamped approval decisions, documents and comments.
In a point-and-click interface, you can rapidly create a capital expenditure form template to gather and display information about the capital expense e.g. project details, sponsors, quotes, risk assessments, justifications.
The platform offers a number of ways of building forms, with the end results appearing exactly the same to the end-users. These options include an eForm plug-in for Microsoft Word plus an Online Form Designer for easy drag-and-drop creation.
To ensure consistency and adherence to capital expenditure policy
To automatically verify data on input or form submission, ensuring only accurate information is routed for approval
To show current position information such as budgets, CapEx approved and remaining budget for the current period etc.
To logically group form sections such as current position, description of expenditure, justification, cost, history etc.
Automatic multi-lingual translation of capital expenditure requisition forms and user interfaces
All figures automatically shown in local currency and your global currency
Common CapEx approval process for consistency across all business units, regions and departments
Add document attachments of any format (XLS, JPG, DOC etc.)
To enable any participant to add time stamped notes to a capital expense request
Printable PDF generation of complete form, including attachments
To include timestamps and usernames of all events/actions
Graphically model an approval, rejection and clarification workflow for your CapEx processes in a point-and-click interface.
Simply drag user, notification or data integration steps into your workflow design and link with conditional branches. Add data integration steps to ingest data from other systems or to export CapEx request data to onward ERP or purchasing systems.
Where appropriate, multiple steps in your CapEx approval workflow that would traditionally be done sequentially, can be completed in parallel, massively shortening the overall process time to completion.
You can also set-up email reminders to prompt users to complete tasks or alert a manager if a task is running late.
In a graphical point-and-click environment, you can encapsulate your capital expenditure policies, procedures and processes as named, reusable business rules.
Once activated, the rule can be utilised in any number of forms and workflows to conditionally control how they should run and behave in various conditions. A business rule can be used to control the:
You will be assigned a bespoke web workspace tailored to your role (for example, Initiator, Approver, Manager, Administrator) where you can:
The web workspaces include a settings page for administrators to create, edit and delete user accounts for the platform.
Additionally, the web workspaces act as a management dashboard for accurate CapEx spend visibility. The dashboards contain information on many aspects of the system, such as numbers of requests, values, times taken etc. Some examples include:
Crucially, the dashboards provide management with real-time visibility into how in-flight processes are running. This means they can easily discover bottlenecks in the process and intervene, if needed, to keep things running smoothly.
Although eCapEx supports dashboards, as well as scheduled and on-demand reporting, we understand that for most finance users, a simple Excel spreadsheet is often the most flexible way of accessing data. Therefore, data can be automatically exported to pre-defined Microsoft Excel templates.
eCapEx fits perfectly into your technology infrastructure, enabling you to be up and running with a minimal disruption.
The On-Premise Edition packages come with unlimited users, unlimited workflows, unlimited Process Timelines and unlimited forms; basically, everything you need to get started within your own hosted environment.
If you are looking to minimise capital, infrastructure, and IT expenditure, our Cloud Edition combines the benefits of the cloud with the power of eCapEx, enabling your business to take advantage with little or no capital investment.
Capture accurate data and reduce the amount of paperwork circulating in an organisation by creating capital expense requests that work on any device from any location.
Automate the routing of completed forms through bespoke authorisation paths based on asset category, business unit, budgets and authorisation limits. Benefit from integrated rejection and clarification workflow loops and automated eMail reminders.
eCapEx offers real-time visibility into your global CapEx processes through bespoke web portals.
Users can instantly find out where in the process their request is and when it is estimated to complete the workflow. Managers and administrators can gain real-time insight into the financial position of their approved, rejected and in-flight requests.
eCapEx automatically archives all CapEx requests allowing you to quickly review information about any activity, past or present, including time-stamped approval decisions, documents and comments.
eCapEx includes built-in database connectors (e.g. web services and REST calls) to connect to, and exchange information with, your existing finance and order management software.
Export to legacy systems through Robotic Process Automation (RPA) or common file formats (CSV, Excel etc.) is also possible.
eCapEx offers data security and stability with HTTPS (SSL) connection, audits logs, user permissions and form data encryption.
Significant cost savings will be derived from tighter spend control, harmonisation of processes across departments and geographies, eradication of procurement overlap, improved utilisation of existing equipment/capital, and the ability to leverage bulk-buying power.
The underlying technology (BP Logix Process Director) runs on the well supported and reliable Windows, IIS, SQL and ASP.NET platform from Microsoft. This means we are able to leverage the inherent security, scalability and reliability features within our CapEx workflow software.
eCapEx can comply with your internal governance procedures including CapEx approval limit setting, approval escalation procedures and total spend authorisations.
In tightly regulated industries or publicly traded companies, the ability to guarantee authorised process was followed and prove it to auditors is an essential part of business that eCapEx can assist with.
The CapEx approval workflow software is accessible from any browser, operating system or mobile device with all major platforms (including iOS and Android) supported.
Using your mobile device, you can:
The low code/no-code CapEx management software enables you to create forms, workflows and new processes quickly in response to the ever-changing needs of your industry
Typically, we can replicate your existing paper form and internal approval process within a few weeks to provide greater visibility, automation and tracking of your CapEx spending.
Our unique no-code environment coupled with patented Process Timeline technology means we can implement quick-wins, rather than lengthy development processes.
The underlying technology behind eCapEx can be deployed quickly within other departments / processes within your business.
From contract approvals to purchase orders, Process Director can handle any data capture or workflow task, allowing you to double your return on investment many times over.
eCapEx is aimed at business users and requires no coding knowledge to create forms and model CapEx processes.
However, if you need to deploy quickly or have complex requirements, ePC can manage the project from concept to completion to enable your CapEx software development to be up and running much sooner with less reliance on your internal resources.
The end-user interfaces within eCapEx are designed to be familiar and intuitive to your users, so often no special training is required.
However, we have off-the-shelf training courses for system administrators to help transfer the skills needed to implement and run eCapEx.
If end-user training is required, we have found a train-the-trainer approach is best for disseminating the required skills to your end users throughout your organisation.
Our data centres are UK-based and fully compliant with UK GDPR.
eCapEx offers Rentokil Initial centralised control, standardised processes, financial transparency and compliance over CapEx approvals in Europe, Asia, Latin America and the USA.
Cloud-hosted capital expenditure request software offers Rentokil Initial centralised control, standardised processes, financial transparency and compliance over their CapEx approval processes in Europe, Asia and the USA.
Rentokil Initial is one of the largest business services companies in the world, employing more than 66,000 people providing a wide range of services in 56 countries. Its Initial Textiles and Hygiene services division is specialist in textile, hygiene and medical services, operating in 16 European countries.
Initial has historically operated a decentralised model with each country managing local processes for capital expenditure approval, mainly on paper forms. At Divisional level, there was a desire for greater visibility, smarter approval process and for forecasts to be tracked.
In addressing the business need for more visibility into its CapEx process, Rentokil Initial sought a tool that would incorporate workflow, business logic and reporting. Over the course of two months, they reviewed competitive products with their IT partner, Cognizant, and decided to implement a pilot program with a cloud-based solution to determine if it would satisfy the needs of their business users. In late February ePC was invited to implement a solution based upon BP Logix Process Director, to be presented to Initial’s finance team with a demanding go-live scheduled for April.
Upon completion of the pilot, being satisfied with its results, the company then deployed the product throughout its European Initial Textiles and Hygiene division on time, during April.
The capital expenditure request software, which is hosted in the cloud, can be accessed from any location and presents users with bespoke portlets, showing their assigned tasks and knowledge views. Users can initiate CapEx requests, which contain detailed budget, approved request and monthly cash flow data integrated in to the form. It applies logic rules to assist the users in completing the forms correctly, to ensure nothing is missing by the time the forms reach approval.
As an IT support group, we offer our business colleagues choices. The decision to select Process Director/Cloud Edition was made by the Divisional CFO, as the prototype of the CapEx process worked to his satisfaction. From an IT perspective we were also genuinely pleased with the pilotChris Broe, Group CIO, Rentokil Initial
Once submitted, the electronic forms are routed through the relevant workflow, based upon asset category, business unit, budgets and authorisation limits, often requiring approval from as many as six or more people. eMail notifications are sent, containing hyperlinks directly to the forms or if staff are away from their desk, they can simply send one word approve/reject replies with notes, directly from their smart phones.
The entire system is designed to be multi-lingual, with web-based eforms automatically translating in to the user’s local language. Flexible access to the user, unit, budget, limit and authorisation path data was also required, so ePC implemented an Excel import feature to allow end-user management of the backend data from within tools the finance team were already familiar with.
The system has generated significant cost savings from centralised control, standardised process, enhanced financial transparency and ensured compliance. Due to the clear benefits the system has delivered to the business, it has subsequently been rolled out across all European, APAC and US operations.
Millennium and Copthorne Hotels PLC (M&C) was looking to improve the controls around CapEx projects by implementing cloud-hosted CapEx approval workflow software to manage their multi-million annual budget.View case study
Millennium and Copthorne Hotels PLC (M&C), a global hospitality management and real estate group, was looking to improve the controls around CapEx projects by implementing cloud-hosted workflow software to manage their multi-million annual budget.
From new carpets in guest rooms to a major renovation worth millions of pounds, M&C process nearly 2,000 CapEx requests every year. Historically, the lengthy process involved completing a paper form which was signed locally at the hotel before being posted to regional management for approval and often then authorised by the Group centrally.
M&C initiated a competitive tender for a solution that overcame a number of challenges including routing CapEx requests – containing dozens of pages outlining amounts, justifications, ROI projections and different quotes from suppliers – around the world.
ePC worked closely with M&C to implement a capital expenditure (CapEx) approval software system. It links 118 hotels across the world and three central business units, into a real-time system where users can login and initiate CapEx requests.
ePC understood what we wanted. On a number of occasions, we described roughly what we would like in terms of capability but not in any great detail. They captured the simplicity of what was required without compromising on functionalityNick Taylor, Finance Director, Millennium and Copthorne Hotels Plc
To initiate a capital expendure request, the hotel-based user will open the electronic form and enter the relevant information. Once completed and all the rules are met, the user submits the eform for approval, they have complete visibility over the approval process.
We love the simplicity of the system. The actual form has not changed much. You now complete it online. It still captures all the same information. Crucially, the quality of submitted requests has improved as certain fields are auto-filled, calculated automatically or contain rules such as a mandatory field or display a warning if certain conditions are not met. We’ve made the process tighter and more consistent
During a workflow, at any stage, an approver can send the request to any other approver for comments or back to the initiator for clarification. At this point, the initiator can either simply respond, returning it to the point in the approval chain it had reached or if necessary they can modify any aspect of the request and resubmit it from the beginning of the workflow.
It’s in your inbox, anyone can see how long it has been there. We can run reports and automated eMails are generated after a week to remind users. It naturally speeds up the process. It’s very transparent
Once a CapEx request form has received final approval, each participant in the workflow is notified and a purchase order is created. By default, a CSV file containing the basic header information relating to the request will be supplied to the users, for importing into their local procurement system.
When a senior executive further up the chain authorises the request, they can see all the questions that have been asked; and the answers to those questions. It keeps everything in one place, and makes the approval much easier
To optimise efficiencies, the cpital expenduture approval and tracking software automatically archives processed CapEx requests and is underpinned by a central repository. This allows users to refer easily to time-stamped approval decisions, documents and comments and run reports identifying how much capital expenditure has been allocated, which hotels are spending their budget and highlight trends and patterns. Previously the business had to interrogate internal finance systems within each hotel to access the information.
One of the features we really like is ‘approve by eMail’. Users might receive an eMail with an approval request when they are out of the office, visiting hotels or in a meeting. The ability to send a one-word approve/reject reply on a tablet or mobile has expedited the approval process significantly. We were not particularly looking at implementing this feature but it was suggested to us by ePC and it has worked very well
The time taken to process CapEx requests from submission to approval has been significantly reduced.
M&C is able to quantify savings effectively and make decisions quickly with fact-based data as the system can highlight patterns around savings, competitive tenders and different quotes. The system offers greater visibility of CapEx requests and provides an improved audit trail.
Following this successful implementation, management has investigated the potential for additional applications for Process Director to help the Group manage other paper-based processes such as new supplier enrolment and contract approval, which has been successfully implemented.
As an IT support group, we offer our business colleagues choices. The decision to select Process Director/Cloud Edition was made by the Divisional CFO, as the prototype of the CapEx process worked to his satisfaction. From an IT perspective we were also genuinely pleased with the pilot.
I have been really impressed by the speed with which this capability has been developed and how flexible it has been to meet our requirements.
We love the simplicity of the system. The actual form has not changed much. You now complete it online. It still captures all the same information. Crucially, the quality of submitted requests has improved as certain fields are auto-filled, calculated automatically or contain rules such as a mandatory field or display a warning if certain conditions are not met. We’ve made the process tighter and more consistent.
ePC offers a strong technical knowledge of BP Logix Process Director, and the ability to understand complex business processes. We consider the company a premier resource for BPM implementations using Process Director.
eCapEx is based on BP Logix Process Director, a BPM software solution recognised by Gartner as a ‘Niche Player’ in the ‘Magic Quadrant for Intelligent Business Process Management Suites (iBPMS)’.
ePC is a certified reseller of BP Logix Process Director in the UK/Europe.
4.8 / 5
We purchased BP Logix Process Director to replace a home-grown electronic form-and-workflow tool. We have used the tool to automate over 200 processes across our global enterprise, and currently get 30,000+ new form instances submitted in the system each month. We have used it for a wide variety of processes, including human resources, procurement, accounts payable, engineering, and construction.
4.6 / 5
Easy for a non-developer to develop a process from start to finish, yet has the tools a developer needs to develop complex scenarios.
4.6 / 5
The Process Timeline model over the traditional and complex flowchart model is innovative and easy to use. Complex business processes can be implemented with a wide variety of custom tasks.
Please complete the form below and we will contact you to schedule your CapEx approval workflow software demo.
Please visit this page frequently as we may update the page occasionally. By submitting your personal data via our website, you agree to be bound by this Policy.
ePartner Consulting Ltd (“we”, “us”, “our”) is a provider of data capture and workflow automation solutions. Our company number is 05192543 and our office is: ePartner Consulting Ltd, PO Box 1578, Lightwater, Surrey, GU22 2UY, UK.
We collect information about you when you submit an enquiry on this website or place an order for products or services such as TeleForm or Process Director. We also collect information when you submit customer surveys, attend a training courses and request technical support. Website usage information is collected using cookies.
The type of information we will collect includes:
We will use your personal data for a number of purposes including the following:
The General Data Protection Regulation (GDPR) aims to strengthen and unify data protection laws for individuals across the European Union (EU) and simplify the regulatory environment for business.
Under the regulation, organisations must have a valid lawful basis in order to process personal data.
At ePC, we will process your personal data if you meet one (or more) of the following criteria:
If you do not want to receive information of this nature, please write to: ePartner Consulting Ltd, PO Box 1578, Lightwater, Surrey, GU22 2UY, UK.
We will write to you within 21 days of receiving the written notice of objection to confirm that the request has been complied with.
We respect your privacy and will not share your personal data with any third parties.
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please eMail us or write to us at: ePartner Consulting Ltd, PO Box 1578, Lightwater, Surrey, GU22 2UY, UK. We may make a small charge for this service.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
We may analyse your personal data to create a customer profile based on your interests and preferences. This will enable us to send you relevant information which you may have a legitimate interest in. Occasionally, we may use additional information about you, when it is available, from external sources.
If you submit an online form, your details will be transmitted over the Internet. Our website uses HTTPS to provide additional security. However, it can never be 100% secure and you submit data at your own risk.
Once we receive your personal data, we have processes in place to ensure your information is secure.
We will never transfer your data outside of the European Union. It will always be stored on servers in the UK.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
You can set your browser to not to accept cookies and the above websites tell you how to remove cookies from your browser. However, if you disable cookies, in a few cases some of our website features may not function as a result.
Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.
© ePartner Consulting Ltd 2004-2020 | Company registration number: 05192543. | VAT number: GB842064740.
Address: ePartner Consulting Ltd, PO Box 1578, Lightwater, GU22 2UY, United Kingdom. Tel: +44 (0)3300 100 000.
ePartner Consulting Ltd help you replace manual, paper-driven tasks with automated data capture and BPM software solutions that manage, automate and report on your business processes. Visit our website.