Introducing eCapEx

The No.1 CapEx Approval Workflow Solution for Finance Teams

eCapEx is a web-based CapEx approval and tracking workflow tool that allows you to easily create, route, and monitor capital expenditure requests within an intuitive graphical interface.

Clients

  • leo-burnett-logo
  • multi-chem logo

How it works

Design

Use a drag and drop interface to create your CapEx request form.

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).

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 forms and eliminate paper handling and manual routing

eCapEx allows you to design, deploy and route CapEx approval requests throughout your organisation.

You can rapidly create new forms or reproduce existing paper forms via a point-and-click form builder to make the forms familiar and intuitive for the users whilst maintaining strict data integrity.

Key features include:

  • Standardised CapEx approval templates
  • Integrated sanity checks and rules for entered data
  • Shows current position information e.g. period budgets, CapEx approved in current period, remaining budget available etc.
  • Configurable tabs highlighting current position, description of expenditure, justification, cost, history etc.
  • Automatic multi-lingual translation of CapEx forms and user interfaces
  • All figures automatically shown in local currency and your global currency
  • Common CapEx approval process across all business units/regions/departments
  • Attachments of any format (XLS, JPG, DOC etc.)
  • Comment log, for any participant to add time stamped notes to a request
  • Printable PDF generation of complete form, including attachments
  • Full audit trail including usernames and of all events/actions
capital expenditure authorisation form

CapEx approval workflow software

Workflow engine

Build, modify and execute your CapEx process

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.

Create the approval steps that the form will go through and specify business rules (for example, send form to 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.

Finally, add data integration steps to ingest data from other systems or to export CapEx request data to onward ERP or purchasing systems.


Web-based and mobile friendly

Expedite the lifecycle of forms processing with mobile BPM

The platform empowers users with tablets, laptops, and smartphones to participate in their CapEx approval process - even when out of the office. 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
mobile bpm

CapEx tracking software dashboard

Business activity monitoring (BAM)

Get real-time visibility into your CapEx process

The platform provides a CapEx approval tracking dashboard for accurate CapEx spend visibility.

You will be assigned a bespoke web desktop tailored to your role (for example, Initiator, Approver, Manager, Administrator) where you can initiate CapEx request forms, view tasks lists, search and/or review submitted forms, view live dashboard information, and build reports - without IT.

Although the 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, we also provide one-click access to real-time data automatically merged into pre-defined 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 authorisation form

Electronic forms

Digitalise your forms and eliminate paper handling and manual routing

eCapEx allows you to design, deploy and route CapEx approval requests throughout your organisation.

You can rapidly create new forms or reproduce existing paper forms via a point-and-click form builder to make the forms familiar and intuitive for the users whilst maintaining strict data integrity.

Key features include:

  • Standardised CapEx approval templates
  • Integrated sanity checks and rules for entered data
  • Shows current position information e.g. period budgets, CapEx approved in current period, remaining budget available etc.
  • Configurable tabs highlighting current position, description of expenditure, justification, cost, history etc.
  • Automatic multi-lingual translation of CapEx forms and user interfaces
  • All figures automatically shown in local currency and your global currency
  • Common CapEx approval process across all business units/regions/departments
  • Attachments of any format (XLS, JPG, DOC etc.)
  • Comment log, for any participant to add time stamped notes to a request
  • Printable PDF generation of complete form, including attachments
  • Full audit trail including usernames and of all events/actions
CapEx approval workflow software

Workflow engine

Build, modify and execute your CapEx process

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.

Create the approval steps that the form will go through and specify business rules (for example, send form to 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.

Finally, add data integration steps to ingest data from other systems or to export CapEx request data to onward ERP or purchasing systems.

mobile bpm

Web-based and mobile friendly

Expedite the lifecycle of forms processing with mobile BPM

The platform empowers users with tablets, laptops, and smartphones to participate in their CapEx approval process - even when out of the office. 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
CapEx tracking software dashboard

Business activity monitoring (BAM)

Get real-time visibility into your CapEx process

The platform provides a CapEx approval tracking dashboard for accurate CapEx spend visibility.

You will be assigned a bespoke web desktop tailored to your role (for example, Initiator, Approver, Manager, Administrator) where you can initiate CapEx request forms, view tasks lists, search and/or review submitted forms, view live dashboard information, and build reports - without IT.

Although the 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, we also provide one-click access to real-time data automatically merged into pre-defined 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 electronic forms 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 Robot Process Automation (RPA) or simple CSV exports are also possible.

Security

eCapEx supports authenticated and anonymous users and uses SSL encryption, the same technology used by banks and online merchants, to ensure safe reliable transactions. The product is firewall friendly and works with most packet-filtering firewalls and proxy servers.

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 eCapEx solution.

Adhere to governance procedures

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.

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 tasks, allowing you to double your return on investment many times over.

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 process Timeline technology means we can implement quick-wins, rather than lengthy development processes.

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.

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.

Case studies

Rentokil Initial automate capital expenditure processes with eCapEx workflow software

Rentokil Initial automate capital expenditure processes with eCapEx

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 Hotels (M&C) manage CapEx budget with eCapEx software

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

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

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, Group Chief Information Officer, Rentokil Initial
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, Finance Director, Rentokil Initial
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, Finance Director, Millennium and Copthorne Hotels
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, 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 2017 'Magic Quadrant for Intelligent Business Process Management Suites (iBPMS)'.

Gartner Magic Quadrant for Intelligent Business Process Management Suites (iBPMS) 2017
Gartner Peer Insights logo
Browse Gartner Peer Insights for product comparisons and the latest reviews on Process Director, the BPM software behind eCapEx.

5/5

14 reviews

Capterra logo
Read real Process Director user reviews, compare products, and get the latest software research to find the right solution for your business.

4.5/5

18 reviews

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)'.

Gartner Magic Quadrant for Intelligent Business Process Management Suites (iBPMS) 2017
Gartner Peer Insights logo
Browse Gartner Peer Insights for product comparisons and the latest reviews on Process Director, the BPM software behind eCapEx.

4.7/5

15 reviews

Capterra logo
Read real Process Director user reviews, compare products, and get the latest software research to find the right solution for your business.

4.5/5

19 reviews

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