DATABASICS Expense Software


 

DATABASICS Expense is a cloud-based accounting and expense management solution suitable for businesses in a variety of industries. Key features include expense reporting, policy enforcement, receipt management, automatic reimbursement and reporting and analytics.

DATABASICS Expense is able to handle employee reimbursement and vendor remittances. The solution can designate multiple fund sources based on business unit, location, or other criteria. It distributes customer-approved payments to the designated beneficiaries and beneficiaries receive an email notification of impending payment. It can also process approved expense reports from company cards and generate remittance reports.

DATABASICS Expense also offers an audit module that enables users to access complete audit trails, automatically match receipts to transactions, manage ad hoc investigations and more. The solution gives users the option to create automatic transaction feeds and manage customized approval workflows and compliance rules.

 

DATABASICS Expense - Dashboard
 
  • DATABASICS Expense - Dashboard
    Dashboard
  • DATABASICS Expense - Receipt Express
    Receipt Express
  • DATABASICS Expense - My Expenses
    My Expenses
  • DATABASICS Expense - Mobile App
    Mobile App
  • DATABASICS Expense - Mobile Approval Queue
    Mobile Approval Queue
  • DATABASICS Expense - My Expense Reports
    My Expense Reports
Supported Operating System(s):
Mac OS, Web browser (OS agnostic), Windows 8, Windows 10

17 Reviews of DATABASICS Expense

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Renee from The Co-operators
Number of employees: 1,001-5,000 employees Employees number: 1,001-5,000 employees

June 2017

June 2017

Great software, easy to administer and support staff are amazing, always willing to help.

Ease-of-use

Functionality

Product Quality

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Support

Staff are responsible for inputting their own reports and the automation of the approval process.

Pros

The product is easy to use and administer and the functionality has come a long way since we started using DATABASICS. They are constantly improving their software and their procedure documentation. They are always willing to help us deal with situations or new configuration requests, coming up with solutions or adding them as a future enhancements. I love working with their employees, they are always willing to listing and meet with me to discuss items. DATABASICS started to provide webinars so that you can learn new things about the software as well as using them as a refresher.

Cons

My least favorite thing about the software is the reporting, within DATABASICS admin and Jasper. Jasper reporting is something that I don't use all the time so I have to familiarize myself with it when I do go in and use it. However they have had some webinars on Jasper reporting which has been helpful as well as documenting what's included in the domains. Within the admin console there are some admin audit data that is hard to understand but they are working on improving these.

Source: Capterra
 

Nancy from Aerovironment, Inc.
Number of employees: 501-1,000 employees Employees number: 501-1,000 employees

June 2017

June 2017

Our company has been using Databasics for over 9 years. We have been very happy with this software.

Ease-of-use

Functionality

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Expenses are posted into our accounting system which saves the company so much time compared to the manual process prior.

Pros

I like that the credit card transactions feed into the system. The government per diems calculate automatically.

Source: Capterra
 

jon from The Trust for Public Land
Number of employees: 201-500 employees Employees number: 201-500 employees

June 2017

June 2017

The product works and functions as needed for this organization. Customer support is top drawer.

Ease-of-use

Functionality

Product Quality

Customer Support

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1. Automated time and expense tracking with solid interfaces to/from various other applications.
2. Improved (over the course of many years) end user time and expense interface.
3. Hosted environment with the database custody proviso.
4. Top drawer customer support

Pros

I like most:
1. Customer Support through the Databasics support website/portal
2. Application stability - little to no downtime
3. Application functionality
4. Ease of administration
5. End user experience

We have a 360+ employee user pool who all use the time sheets with a good portion of that total also using the expense reporting. We have used Databasics since version 4x, through the years upgrading to version 5x and now version 6x in the hosted environment.

The application is generally easy to use, in most cases, requiring only a brief initial orientation and from there, minimal end user support for the application. Many employees have taken advantage of the mobile application to enter either time or expenses while traveling and this was a welcome functional addition received with version 6x. Receipt imaging and organization was another welcome addition.

We extract and interface expense data (weekly) and time sheet data (semi-monthly) from Databasics to our accounting application. We also import and interface organizational data (employee information, accounting structural data, etc...) into Databasics from both our accounting and HRIS applications. While managing these interfaces requires some training, assistance is always available if needed.

Cons

User feedback indicates that the time sheet form could be improved. The one recurring complaint/suggestion sine version 4x is that time sheet lines cannot be drag-n-drop managed for user sorting preferences.

As an administrator, I dislike the fact that I no longer have physical custody of the database for other analysis or reporting needs. All ad hoc reporting must be done through the embedded Jasper reporting application. This generally meets the needs but is sometimes inconvenient to use.

Source: Capterra
 

Cynthia from The Performance Group of Northern CA
Number of employees: 51-200 employees Employees number: 51-200 employees

June 2017

June 2017

DB has solved our issues with managing utilization, labor billing and expense reports

Ease-of-use

Functionality

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Support

HR compliance for hourly employees, time off management, electronic expense reports that seamlessly upload to our financial software, labor utilization by employees, departments and projects

Pros

Integration with Microsoft Dynamics/Solomon Project Controller and Financial Accounting is seamless and easy to manage

Cons

I think the report writing can be a little challenging and output not always pretty but it does work

Source: Capterra
 

Dyanna from The Performance Group
Number of employees: 11-50 employees Employees number: 11-50 employees

June 2017

June 2017

Time saver, easy to use

Ease-of-use

Functionality

Product Quality

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Value for Money

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Information at your finger tips, easy to use.

Pros

Leave Management has been such a great add for our company. It allows each employee to see how much PTO they accumulate per pay period, how much they used and when they would max out. It makes each employee responsible for managing their own PTO.
We can customize it to our needs. We have different accrual rates for length of service, as well as exceptions to the rule. Set them up once, assign them to the employee and it all works!
Customer support is amazing and responds very quickly when you need assistance.

Source: Capterra
 

Mark from Tampa Armature Works Inc
Number of employees: 501-1,000 employees Employees number: 501-1,000 employees

June 2017

June 2017

An easy to use expense tracking system that provides approval levels needed to manage your expenses

Ease-of-use

Functionality

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Value for Money

Ease-of-use
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Support

Moving from a paper tracking system to an electronic system has saved us money, allowed for better expense approval processes and increased the reimbursement turn around for our users. Using the mobile app and website allows approvals to happen from anywhere as long as an internet connection is available.

Pros

The software is easy to manage and setup. It is easy for the users to use. Mostly the Customer Support team is excellent in assisting when you have a problem. Individuals goes out of his way to get you a quick response to any problem or question you may have. It is great to have that kind of support behind you.

Cons

There are only a couple of cons I find about the program. When you want to delete a user you have to go to many different areas and delete the person before you actually delete the user profile. It would be nice from the employee record to click delete and the system asks if you want to delete all correlating records. The system is more designed to just make the user inactive versus actually deleting the individual completely. The other area is AD Hoc reporting. I feel the Jaspersoft report creation is not as easy as the rest of the program. You really need separate in-depth training on how to get the full benefits from the AD Hoc reporting portion.

Source: Capterra
 

Sean from Pilot Catastrophe
Number of employees: 1,001-5,000 employees Employees number: 1,001-5,000 employees

June 2017

June 2017

I work with this product everyday and incorporate new employees into its use.

Ease-of-use

Functionality

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Value for Money

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We are now able to keep up with reports and receipts per manager in one secure location.

Pros

The software is user friendly. We are able to train managers within an hour on how to use DB. Being able to adjust a report before reimbursing is a breeze and the validation makes it much easier to keep up with per diem for our managers.

Cons

The reporting. I would like easier was to extract information from the system as well as receipts. If there were ways to mark them so I could pull all of them up when I generate a report to provide support for the charge.

Source: Capterra
 

Matt from Cenduit

June 2017

June 2017

Great system for time keeping and reporting

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
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Pros

Easy to input time sheet data and submit time sheets. Great reporting functionality and ability to design and customize reports.

Cons

Administrative capabilities are not straight forward and difficult to navigate. Custom reports take significant time to run and load.

Source: Capterra
 

Suraj from Databasics, Inc.

June 2017

June 2017

The app (desktop and mobile) is quick, easy to use and the promptness of the support team is crazy.

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

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I can easily submit my reports.

Pros

I have been using the app since almost a year now, and I still don't find it tedious to submit my time every day. The reason being -- how quick and simple it is to use the app. I have added the clients and time codes I frequently use to my favorites, and in literally 4 clicks I can submit the time.

If I need any assistance, an email or call to the support team has always been helpful. The promptness and the flexibility of the team is applauding. If you like traveling, then the cover pictures will make you wonder what are you doing in front of that screen.

The app that my previous employer used for time tracking would make me wait until Friday to do my time-sheets or until the deadline was approaching, but with Databasics I can do it every day with so much ease.

Cons

In the last one year I have never come across anything major. The only problems I had to deal with were few glitches, which would stop after restarting the app.

Source: Capterra
 

Cooper from JJCT, Inc

June 2017

June 2017

The ability to give employees access to see PTO in realtime is great!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

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Con: I didn't hear about it sooner!?! There's really nothing to change about it, honestly. We get the view, we get the report... it's great.

Pros

Everything's automated. We set it up and it tracks and provides views to employees with me doing anything. It's a huge time saver and big benefit for our team members.

Source: Capterra
 

Jen from RayNoldsAccounting, LLC

June 2017

June 2017

It's just a really easy software to use. One place to go for timesheets and PTO

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
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Quality
Value for Money
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Pros

I have to track my time to projects. Now that we use DATABASICS it takes me half the time to do my timesheet

Cons

Not sure... we haven't begun using all of the modules yet. We're supposed to implement Expense module next quarter.

Source: Capterra
 

Dave from Oldcastle
Number of employees: 1,001-5,000 employees Employees number: 1,001-5,000 employees

May 2017

May 2017

DataBasics Mgmt and Staff have been wonderful to work with. They really are very customer focused.

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
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Quality
Value for Money
Value
Support

Value, Reliability, Good support and customer service. Management that works hard to develop what you need.

Pros

Reliable, Intuitive, and well supported. This product is always up and running. The service team is in front of all issues and communicates well with the user base. The product is intuitive after the first introductory training. May online help tools.

Cons

Back End Reporting. There is an Ad-Hoc tool for creating back end reporting but it is not the best reporting tool. Have had issues getting what I needed and having it run without help from their DB team. They usual come up with a solution and do the work for you or help you get something to fit the need.

Source: Capterra
 

Roxanne from Bostik, Inc.
Number of employees: 501-1,000 employees Employees number: 501-1,000 employees

May 2017

May 2017

Excellent Customer Service

Ease-of-use

Functionality

Product Quality

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Pros

Ease of use Very intuitive Easy for the Administrator to us and update/make changes quickly
New User Training is short or not even required in some cases.

Cons

Reporting through Jasper some reports are available through DataBasics Creating reports through Jasper is more difficult

Source: Capterra
 

Jennifer from DATABASICS

May 2017

May 2017

Quick & Easy

Ease-of-use

Functionality

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Pros

ProsI like that it's easy to use. I have used other time and expense systems in the past and it would take forever to file my expenses. I like that I can quickly do my expenses and I get reimbursed fast.

Cons

What I like least about the software is that it's meant for mid-size and enterprise businesses and not for personal use.

Source: Capterra
 

Tom from SONY MUSIC
Number of employees: 1,001-5,000 employees Employees number: 1,001-5,000 employees

May 2017

May 2017

Databasics is the most user friendly T&E application we have used in the past 15 years!

Ease-of-use

Functionality

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Customer Support

Value for Money

Ease-of-use
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Pros

User friendly! The admin functionality is very easy to navigate. The application flags policy exceptions for offshore audit team as well as approvers in the 4 level approval flow. Split screen capabilities allows audit team and approvers to view receipt attachments at the line item level. The application handles ALL interfaces/feeds from Amex, HR, PRS system and SAP. The Jasper reporting tool used for budgeting, T&E Spend and exception reporting. Helpdesk is actually VERY HELPFUL!!

Cons

Nothing really bad to say about the application it self, the help portal at times is a bit cumbersome.

Source: Capterra
 

Raj from IEWC Corp.

May 2017

May 2017

User-friendly, easy, great support help

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
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Pros

User-friendly, mobile capabilities, ability to capture receipt on phone and email to an expense report

Cons

The inability to choose more than one expense to upload to an expense report, and then categorize and add them all to an expense report (instead of adding them one at a time).

Source: Capterra
 

Missy from Tarkett
Number of employees: 1,001-5,000 employees Employees number: 1,001-5,000 employees

May 2017

May 2017

I have had only good since we moved to solely Databasics- the service is wonderful!

Ease-of-use

Functionality

Product Quality

Customer Support

Value for Money

Ease-of-use
Usability
Functionality
Functionality
Product Quality
Quality
Value for Money
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Support

The ability to pull our payment to our drivers at any time. This will and has helped in rare instances that we missed a holiday deadline or someone was unable to submit expenses on time. We have enjoyed a better support system with troubleshooting.

Pros

The ease of use and training for our users. Most all of our drivers transitioned easily to the new system and have had very minimal issues since. Any time we have had any trouble Support is always ready and willing to help out at a moments notice.

Cons

the fact that I haven't been able to learn every aspect of its capabilities yet. Not due to any fault of Databasics but of my own - just taking the time to learn/attend a webinar.

Source: Capterra