Introducing eCapEx

The No.1 CapEx Approval Workflow Software for Finance Teams

eCapEx is aimed at organisations seeking to replace manual, paper-based, and disconnected CapEx approval processes with workflow software that provides greater visibility, automation and tracking of CapEx spend.

Clients

  • Weetabix
  • Rentokil Initial
  • Millennium & Copthorne Hotels Plc
  • Leo Burnett
  • Multi-chem

How it works

Design

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.

Route

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.

Monitor

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

Archive approved requests for compliance and allow auditors to review information, including time-stamped approval decisions, documents and comments.

Features

Electronic forms

Digitalise your capital expense request form to eliminate paper handling and manual routing

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.

Electronic form features

capital expenditure capex authorisation form
Standardised CapEx approval templates

To ensure consistency and adherence to capital expenditure policy

Integrated sanity checks and rules

To automatically verify data on input or form submission, ensuring only accurate information is routed for approval

Display real-time financial data

To show current position information such as budgets, CapEx approved and remaining budget for the current period etc.

Configurable tabs

To logically group form sections such as current position, description of expenditure, justification, cost, history etc.

Multi-lingual

Automatic multi-lingual translation of capital expenditure requisition forms and user interfaces

Currency conversion

All figures automatically shown in local currency and your global currency

Submit form for approval

Common CapEx approval process for consistency across all business units, regions and departments

Attach files

Add document attachments of any format (XLS, JPG, DOC etc.)

Comment log

To enable any participant to add time stamped notes to a capital expense request

Create PDF of submitted form

Printable PDF generation of complete form, including attachments

Full audit trail

To include timestamps and usernames of all events/actions


CapEx approval workflow software

Workflow engine

Build, modify and execute your process with CapEx approval software

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 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.


Business Rules Engine (BRE)

Add users / rules

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:

  • Behaviour of a form
  • Path of a workflow
  • Users assigned to steps
  • Approval limit of individual users
  • Contents of a report
  • And many other aspects of your process
Business Rules Engine (BRE)

CapEx tracking software dashboard

Web workspaces

Web-based user interface for launching processes and task management

You will be assigned a bespoke web workspace tailored to your role (for example, Initiator, Approver, Manager, Administrator) where you can:

  • Initiate forms
  • View their task list
  • Find the current location of any in-progress requests
  • Search for and review historic requests

The web workspaces include a settings page for administrators to create, edit and delete user accounts for the platform.

Business activity monitoring (BAM)

Get real-time visibility into your CapEx approvals, discover bottlenecks and intervene

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:

  • My task list
  • My CapEx’s
  • CapEx’s I have participated in
  • My unit(s) CapEx
  • Workflow step times
  • Long running steps
  • Currently active steps
  • All CapEx’s

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.


Deployment

Cloud-based or on-premise options available

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.

Deployment

Features

capital expenditure capex authorisation form

Electronic forms

Digitalise your capital expense request form to eliminate paper handling and manual routing

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.

Electronic form features

Standardised CapEx approval templates

To ensure consistency and adherence to capital expenditure policy

Integrated sanity checks and rules

To automatically verify data on input or form submission, ensuring only accurate information is routed for approval

Display real-time financial data

To show current position information such as budgets, CapEx approved and remaining budget for the current period etc.

Configurable tabs

To logically group form sections such as current position, description of expenditure, justification, cost, history etc.

Multi-lingual

Automatic multi-lingual translation of capital expenditure requisition forms and user interfaces

Currency conversion

All figures automatically shown in local currency and your global currency

Submit form for approval

Common CapEx approval process for consistency across all business units, regions and departments

Attach files

Add document attachments of any format (XLS, JPG, DOC etc.)

Comment log

To enable any participant to add time stamped notes to a capital expense request

Create PDF of submitted form

Printable PDF generation of complete form, including attachments

Full audit trail

To include timestamps and usernames of all events/actions


CapEx approval workflow software

Workflow engine

Build, modify and execute your process with CapEx approval software

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 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.


Business Rules Engine (BRE)

Business Rules Engine (BRE)

Add users / rules

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:

  • Behaviour of a form
  • Path of a workflow
  • Users assigned to steps
  • Approval limit of individual users
  • Contents of a report
  • And many other aspects of your process

CapEx tracking software dashboard

Web workspaces

Web-based user interface for launching processes and task management

You will be assigned a bespoke web workspace tailored to your role (for example, Initiator, Approver, Manager, Administrator) where you can:

  • Initiate forms
  • View their task list
  • Find the current location of any in-progress requests
  • Search for and review historic requests

The web workspaces include a settings page for administrators to create, edit and delete user accounts for the platform.

Business activity monitoring (BAM)

Get real-time visibility into your CapEx approvals, discover bottlenecks and intervene

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:

  • My task list
  • My CapEx’s
  • CapEx’s I have participated in
  • My unit(s) CapEx
  • Workflow step times
  • Long running steps
  • Currently active steps
  • All CapEx’s

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.


Deployment

Deployment

Cloud-based or on-premise options available

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.

Benefits

Reduce paper use

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 electronic forms

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.

Visibility over the approval process

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.

Archive requests for regulatory compliance

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.

Application integration

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.

Robust security

eCapEx offers data security and stability with HTTPS (SSL) connection, audits logs, user permissions and form data encryption.

Cost savings

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.

Powerful technology

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 tool.

Adhere to governance procedures/capital expenditure approval policy

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.

Optimise user experience with mobile BPM

The platform 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:

  • Review, complete and submit forms
  • View dashboards and reports
  • Attach photos or record GPS data to forms
  • Complete tasks via eMail while offline

Reduce time to market with low-code/no-code BPM

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

Quick deployment

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.

Roll-out to other departments

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.

Professional services

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.

Bespoke training

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.

Case studies

Rentokil Initial automate capital expenditure processes with CapEx approval and tracking tool

Rentokil Initial automate capital expenditure processes with CapEx approval and tracking tool

eCapEx, a cloud-hosted capital expenditure request software tool for approving CapEx requests, offers Rentokil Initial centralised control, standardised processes, financial transparency and compliance over their CapEx approval processes in Europe, Asia, Latin America and the USA.

View case study
Millennium and Copthorne (M&C) Hotels Plc manage budget with CapEx automation software

Millennium and Copthorne (M&C) Hotels Plc manage budget with CapEx automation software

Millennium and Copthorne Hotels PLC (M&C) was looking to improve the controls around CapEx projects by implementing cloud-hosted capital expenditure approval and tracking software to manage their multi-million annual budget.

View case study

Testimonials

Stars
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.
Chris Broe
Chris Broe, Group Chief Information Officer, Rentokil Initial
Stars
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.
Hilton Hess
Hilton Hess, Finance Director, Rentokil Initial
Stars
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.
Nick Taylor
Nick Taylor, Finance Director, Millennium and Copthorne Hotels
Stars
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.
Jay O'Brien
Jay O'Brien, Chief Executive Officer, BP Logix

Product

Built with BP Logix 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.

Gartner Magic Quadrant for Intelligent Business Process Management Suites (iBPMS) 2018

Verified product reviews

Gartner Peer Insights logo

Stars

4.8 / 5

16 reviews

All the features we need, and easy to use!

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.

Read more

Capterra logo

Stars

4.5 / 5

19 reviews

A simple and easy to use software package that packs a big punch to solves unique business processes

Easy for a non-developer to develop a process from start to finish, yet has the tools a developer needs to develop complex scenarios.

Read more

G2 Crowd logo

Stars

4.6 / 5

13 reviews

Great tool to build, run, monitor and improve your business process

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.

Read more

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