eCapEx is aimed at organisations seeking to replace manual, paper-based and disconnected processes with CapEx approval workflow software that provides greater visibility and tracking of CapEx spend.
Use a drag-and-drop interface to create your CapEx request form and submit it 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 approval 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 CapEx 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 CapEx approval workflow software offers several ways of building forms, with the 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 are 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 business process 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 CapEx 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 our CapEx approval workflow software 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.
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 with a rejection and clarification workflow process 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.
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.
eCapEx goes beyond simple capital expenditure approval with the ability to track post CapEx spending and provide analysis on the efficiency of CapEx spent.
eCapEx is accessible from any browser, operating system or mobile device with all major platforms (including iOS and Android) supported.
The CapEx request workflow software will automatically resize forms/web interfaces to render and work on smartphones, tablets and other devices.
eCapEx is a low/no-code platform, driven by point-and-click configuration, not complex programming efforts.
The CapEx management software enables you to create forms, workflows and new processes quickly in response to the ever-changing needs of your industry.
Our data centres are UK-based and fully compliant with UK GDPR.
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 can leverage the inherent security, scalability and reliability features within our CapEx workflow software.
Typically, the team at ePC can replicate your existing paper/Excel form and internal approval process within a few weeks to provide greater visibility, automation and tracking of your CapEx spend.
The unique low/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 CapEx request forms and model CapEx approval processes.
However, if you need to deploy quickly or have complex requirements, ePC can manage the project from concept to completion.
Typically, this involves spending time with you to understand what problems you are trying to solve, what the current “As Is” process is and what your “Future” desired state looks like. Once we have mapped out your CapEx approval process, we will build a fully operational bespoke solution allowing you 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.
You will have direct access to the delivery team for support during normal working hours (09:00 -17:30 GMT/BST) in the UK (excluding English public holidays), where you can liaise with a skilled and experienced support engineer by telephone and eMail.
Depending on the level of support provided, you will also have access to maintenance releases, version upgrades, remote access problem diagnosis and resolution, and remote server maintenance.
Minimise IT resource and infrastructure requirements with a cloud hosting subscription or maintain control with an on-premise implementation.
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Seeking to improve the controls around CapEx projects, Millennium and Copthorne (M&C) Hotels Plc implement cloud-hosted CapEx management software to manage their annual CapEx budget.
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