DATABASICS Expense software


24 reviews(4.5/5)
24 reviews(4.5/5)

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.

Supported Operating System(s):
Mac OS , Web browser (OS agnostic) , Windows 8 , Windows 10

24 Reviews of DATABASICS Expense

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  • Chris from ALTA IT Services

    Specialty: Payroll Services

    Number of employees: 51-200 employees

    February 2018

    Easy to cut down on expenses

    Ease-of-use
    Functionality
    Quality
    Support
    N/A
    Pros

    Very easy for our staff to submit time and expenses. Administrators love this because it is also easy for them to gather the information.

    Cons

    The only challenge is you need to navigate through multiple screen to review and confirm information (dates and times entered)

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source
  • Verified Reviewer

    Number of employees: 201-500 employees

    October 2017

    I use Databasics on a weekly basis, it serves my needs well.

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

    I like that you can email receipts directly to your expense report. It is easy to navigate and reconcile.

    Cons

    It would be great if it was easier to see a past expense report - currently I have to export a file to review the line items.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    October 2017

    Thank you for your review! We're happy to hear that emailing receipts is easy and quick. Concerning your note about the ability to see all past expense report line items, it is currently possible to search all past expense report transactions in one screen without having to export. However, this is a feature that must be turned on for your specific site. This is called the "admin read only module," which we can enable, but we will need to confirm it with your administrator. To initiate this process, please email us at support@data-basics.com. We can then provide next steps and communicate with your administrator. Thanks again for the review and the opportunity to work with you! --DATABASICS Support

  • Rohit from The Trust for Public Land

    Number of employees: 201-500 employees

    October 2017

    I use DATABASICS for my weekly time cards.

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

    I like how I can save the time code and activity, so I don't have to locate the same codes every pay period. I also like how I can easily the time sheets from the last few pay periods right after logging in, without any additional work on my side.

    Cons

    I think it is hard to see the dates/times for the entire pay period in one screen. Meaning I have to scroll right and left to view all the times i have entered, when I am still in draft mode. It would be nice if the entire pay period displayed on the screen without having to do this.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    October 2017

    Thank you for your review! We're happy to hear that logging your time is easy. Concerning the Con you noted: It is possible to change your view. Here's how: Click on your name in the top right corner. Click on My Preferences. Look for a section titled Time Preferences. In that area, you can adjust the percentage of your screen taken up by your timesheet. If you enter "30%," for example, then the timesheet will adjust to fit into one screen in draft mode. Then, click "Apply Changes" at the bottom of the screen. Try entering different percentages to see what you prefer. We hope that this fixes the concern you noted. If we can help, just reach out at support@data-basics.com. Thank you for the opportunity to work with you!

  • Anne-France from Dentsply Sirona

    Number of employees: 10,000+ employees

    August 2017

    Quite good overall. This software could be more intuitive to use

    Ease-of-use
    Functionality
    Quality
    Support

    Harmonized way to do expense reports

    Pros

    What I like most is the fact that it is possible to use it anywhere, on multiple devices. I also like the receipt express.

    Cons

    As an admin, I don't like the fact that the different tables are not linked together (example: it is not possible to have WBS in the same file as the employees, when exporting Employee file in Data Piping). And VAT treatment is still very poor.

    This reviewer was invited by the software vendor to submit an honest review.
    Review Source: Capterra
  • Claudia from NCP

    August 2017

    great

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

    We are very please with it. It is very straight-forward and easy to use and meets our company needs.

    Cons

    This reviewer was invited by the software vendor to submit an honest review.
    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    August 2017

    Thank you for your review, Claudia. We're very appreciative that you took the time to write about DATABASICS and we're thrilled to hear that we're meeting the needs of your company. Please reach out if we can do anything to help in the future!

  • Hardeep from CACI

    Number of employees: 10,000+ employees

    August 2017

    System that was provided is Travel Expense system. We were looking for Purchase Card Program.

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    we were able to implement this software as Purchase Card reconciliation system for CACI. This system will allow users to reconcile transaction and attach back up documents, those will be stored in the system up to 7 years. The need to be able to store documents online for 7 years is what lead to the implementation of this system.

    Pros

    It's an advance system and accommodated what were looking for even though it was not Purchase Card system.Customer rep helped us made this system function as we expected it to work. From the start, he took the time to sit down with the team to understand our project needs. We understand this is common for implementations but what stood out what his willingness to understand the intricacies of our program and mutually work to develop solutions that work for us (and not just implement solutions that other companies have used).

    Cons

    System can be improved with minor tweaks those will have huge impact for users. Most of our users are used to simple and non-complex system. this system has many features those confuse users. specially the non-tech users.

    This reviewer was invited by the software vendor to submit an honest review.
    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    August 2017

    Thank you for your thoughtful and thorough review! We pride ourselves on the functionality of our product and on our customer service team, so we're thrilled to read that you are satisfied with both. We look forward to many more years of a productive relationship and we hope that you'll continue to reach out to us if you need us. Thank you again!

  • Sue from L3 Technologies Combat Propulsion Systems

    Number of employees: 201-500 employees

    June 2017

    From the time we chose DATABASICS , I have always had excellent customer support from the team.

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

    The ease in the creation, approval(s) of the TA (Travel Authorization) including the travel advance option. Along with ease in the creation, approval, and payment of Expense Reports. It is extremely helpful that American Express provides a daily data feed with the employee's AMEX charges along with the currency exchanges for the International expenses.

    Cons

    I miss being able to have go between two functions in the application. For example, the ease in going from the Expense Screen and the Admin screen. Perhaps this has changed since my last upgrade.

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    June 2017

    Thanks for your review, Sue! We're thrilled to hear about how our customer support team has always been helpful for you. We look forward to continuing to resolve problems and answer questions. We're also glad to hear about how easy you've found it to create, approve, and reimburse expense reports. Thanks for the feedback on the admin view

  • Renee from The Co-operators

    Number of employees: 1,001-5,000 employees

    June 2017

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

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    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.

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    June 2017

    Thank you Renee for your honest review of DATABASICS. We appreciate the opportunity to hear your thoughts on the Expense product and we love having the chance to support you and your team with answers to questions and solutions to problems. Hearing about how the Support team has helped you in the past has made our day!

  • Nancy from Aerovironment, Inc.

    Number of employees: 501-1,000 employees

    June 2017

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

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    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.

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    June 2017

    Thanks for your review, Nancy! We appreciate that you have found credit card transactions to be helpful, saving you time over manual processes. We're happy for the chance to hear your thoughts about the product and we're here for you in the future to answer questions.

  • jon from The Trust for Public Land

    Number of employees: 201-500 employees

    June 2017

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

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    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.

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    June 2017

    We very much appreciate your thorough review of DATABASICS. Hearing about how it benefits you makes our day! Thank you, also, for your suggestions and feedback concerning reporting and the time sheet. Please continue to reach out if you have questions or concerns. We're thrilled for the opportunity to help!

  • Cynthia from The Performance Group of Northern CA

    Number of employees: 51-200 employees

    June 2017

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

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    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

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    June 2017

    Thank you for your review and your feedback concerning report writing. We're happy to help with any problem or provide an answer to any question. We're also thrilled to hear about how useful DATABASICS has been for you.

  • Dyanna from The Performance Group

    Number of employees: 11-50 employees

    June 2017

    Time saver, easy to use

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    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.

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    June 2017

    Thank you so much for your kind review. We are thrilled to hear about how leave management is working for you and solving problems. Please continue to reach out with questions or problems. We're always happy to help!

  • Mark from Tampa Armature Works Inc

    Number of employees: 501-1,000 employees

    June 2017

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

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    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.

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    June 2017

    Thank you for your review and your feedback. We also appreciate your suggestion about deleting users and ad hoc reporting. We're also thrilled to learn about the benefits you've experienced in using DATABASICS.

  • Sean from Pilot Catastrophe

    Number of employees: 1,001-5,000 employees

    June 2017

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

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    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.

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    June 2017

    Thank you for your review and your feedback. Please reach out to us in the future if we can help with reporting and extracting information! We're here to help at any time.

  • Matt from Cenduit

    June 2017

    Great system for time keeping and reporting

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    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.

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    June 2017

    Thank you for your review and your feedback. Please reach out to us if we can help with the administrative capabilities or if we can help with running reports. We're here to help!

  • Suraj from Databasics, Inc.

    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
    Quality
    Support
    Value for Money

    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.

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    June 2017

    Thanks for your review, Suraj! We're happy that you've found the app so helpful. We appreciate the feedback.

  • Cooper from JJCT, Inc

    June 2017

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

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    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.

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    June 2017

    Thank you for your feedback. We're happy to help with any question in the future!

  • Jen from RayNoldsAccounting, LLC

    June 2017

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

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    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.

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    June 2017

    Thank you for your review. Please reach out to us if we can help when the Expense module is implemented.

  • Dave from Oldcastle

    Number of employees: 1,001-5,000 employees

    May 2017

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

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    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.

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    June 2017

    Thank you for your review and your feedback. Please continue to reach out to us for any problem or question!

  • Roxanne from Bostik, Inc.

    Number of employees: 501-1,000 employees

    May 2017

    Excellent Customer Service

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    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

    Review Source: Capterra

    Response: DATABASICS, DATABASICS, Inc.

    May 2017

    Thank you for your review!

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