DATABASICS Expense Software

Databasics has been a project that was implemented slowly and cautiously as most of our contractors are not up to date with technology. Unfortunately it cause a huge problem when trying to get the correct information from them. Databasics has solved most of this issue. The support I have recieved (even witn stupid errors) is extremely fast. The phone app is the greatest! Our employees using the phone app are up to date with their information and as a company we can now see where our strengths and weaknesses are in regards to the cost of goods sold as well as expenses.

Pros

Prior to this software our company expense informaiton was all over the place and difficult at best to pull together when invoicing a customer for a completed project. now that all of our employees submit their time and expenses through Data basics I can acces all the expenses for a job within a few minutes by running simple report. The Databasics team was very helpful in

Cons

1. Cant hit the back button
2. I would like to be able to match a cc charge to an existing entry.

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.

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.

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.

Pros

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

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.

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.

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.

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.

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.

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

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.

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.

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.

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.

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.

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.

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.

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.

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