eCapEx replaces spreadsheets, inefficient manual processes, and unstable SharePoint solutions with capital expenditure approval software that provides greater visibility, automation and tracking of CapEx spending.
Our professional services team are here to make your implementation as smooth as possible.
While the platform is incredibly intuitive, we know that many clients do not always have the time or resources to build the solution themselves.
At ePC, we have a team of experts available to support you with requirements gathering, demonstration/proof-of-concept, statement of work (SOW), system development, externally accessible prototypes, testing/user acceptance testing (UAT), and training/support.
Whether you prefer to build the system internally or need our professional services team to deliver a customised solution, we can help you automate CapEx workflows – without lengthy development cycles.
Submit new ideas for capital investment for early consent before submitting a full request.
Create and collaborate on budgets for the next financial year; import and assign them to business units and asset categories.
Set up internal governance, such as procedures, approval limit setting, escalation procedures, and total spend authorisations to suit your corporate DOA.
Automatically route the capital expenditure requests upon submission through an approval, rejection, and clarification workflow.
Send notification eMails as each step starts and as periodic reminders when necessary.
Configurable web portals provide users with the tools they need to complete their tasks.
Dashboard widgets display data in chart/graph format for real-time analytics and KPIs.
On-demand/scheduled reporting available.
Conduct a post-investment review to evaluate the project and show return on investment (ROI).
Add the findings to the original request with information instantly available.
Show the current budget position by business unit and category, showing the amount approved/available for the current period.
Highlight to the initiator/approver if the requested amount exceeds the remaining budget.
Utilise approval, rejection, and clarification workflows with conditions based on asset category, business unit, budgets, and authorisation limits.
Add data integration steps to ingest data from other systems or export CapEx request data to onward ERP or purchasing systems.
According to McKinsey, CapEx delays can range from six months to two years.
The CapEx system can help reduce delays as the approval rules engine provides early notification that a task is predicted to be late and takes direct action, escalating or re-routing activities to account for the predicted delay.
Named user accounts or all users allow for granular security permissions and activity tracking to be applied.
Full auditing of account delegation for when a user is away from the office.
Create separate workflows and forms but link them together under one case\project.
Consolidating related processes (e.g., CapEx approval, new supplier onboarding, purchase orders, post-investment review) into a single case makes it easy to implement manageable processes individually – and yet for all the relevant parts to be viewed as a whole by the users.
From project activation and initiation to CapEx approval and project closure, eCapEx can map all stages of your CapEx project life cycle as standalone – but interlinked – automated workflows.
Centralised control, security, and management of documents.
Collaborate (document authoring/markup) simultaneously on documents, spreadsheets, and presentations.
Maintain control with an on-premise installation or host in the cloud (Public/Private cloud).
Our cloud-hosted option (with a 99.9% uptime guarantee) includes ongoing technical support and maintenance with system updates/enhancements automatically rolled out to users.
Our data centres are UK-based and fully compliant with UK GDPR.
If you prefer, we can host your capital expenditure software within the Microsoft Azure global infrastructure, allowing you to keep your business-critical data in any region and comply with relevant legislation.
The underlying technology runs on the well-supported and reliable Windows, IIS, SQL and ASP.NET platforms from Microsoft. This means we can leverage the inherent security, scalability and reliability features in the capital expenditure approval and tracking software.
The technology behind eCapEx can be deployed quickly within other departments/processes within your organisation.
From employee onboarding to contract approval, the CapEx approval software can automate any business process, allowing you to multiply your return on investment many times over.
The CapEx software supports direct integration, web services and REST\SOAP calls, giving you access to a huge variety of in-house and third-party services.
Its .NET-based Software Development Kit (SDK) enables near-limitless capabilities to create reusable custom tasks and integrations.
Additionally, data export to legacy systems through Robotic Process Automation (RPA) or file export (CSV, Excel etc.) is possible.
Track year-on-year spending (budget vs actual) and committed/accrued financials for capital projects.
Flexible business unit hierarchy allows for the easy addition of new business divisions.
Additional users can be added at any time, as can new forms and workflows for new processes.
A standardised CapEx approval tool and formalised capital expenditure policy and procedure will lead to process compliance across business units, departments, and geographies.
Automation can reduce paper-based processes, minimise risk, eliminate errors, and accelerate CapEx approval cycles.
Increase visibility of CapEx requests and approvals with real-time tracking of CapEx across the whole organisation.
Access to real-time financial data in a configurable dashboard supports quicker and more informed investment decisions.
Cost savings from centralised visibility, tighter spend control, eradication of procurement overlap, improved utilisation of existing equipment/capital, and the ability to leverage bulk-buying power.
Are you searching for bespoke or commercial off the shelf (COTS) software to automate your capital approval processes?
When evaluating vendors and software, executives and procurement teams will need to consider whether to purchase COTS, bespoke software, or a hybrid model to automate manual CapEx processes and better meet their current and future needs.
In this table, we look at each option and argue the hybrid model offers the best of both worlds.
|Commercial off the shelf software (COTS)||Hybrid model||Bespoke software|
|Example||Purpose-built software for CapEx||Workflow automation software (tailored to CapEx)||Software built from scratch by an internal development team or external company|
|End-to-end CapEx management (e.g., project ideation, budget approval and allocation, CapEx request approval, and post-spend review)|
|Bespoke to your unique requirements (not “One size fits all”)|
|Bloated with extra functionality/features (you may not need)|
|Onerous user training to cover functionality and best practices for unused features|
|Add CapEx-related processes (e.g., contract approval, payment sign-off, mergers & acquisitions, due diligence tracking)|
|Add additional business processes (e.g., staff leave, new product creation, procurement savings/benefit tracking)|
|Solid, well supported platform|
|Peace of mind from existing user testimonials|
|Cost-effective, quick deployment||
|Large support community||
|Risk of failure||
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.
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.
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.
Great working with you and would definitely recommend ePC going forward, which is a credit to your technical knowledge, customer service and patience.
Are you looking to automate CapEx approval processes?
To demonstrate the value of eCapEx to key decision-makers in your organisation, we invite you to book a free, no-obligation demonstration to showcase how the capital expenditure approval software can meet your requirements.
Alternatively, please call 03300 100 000 to discuss your requirements.
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