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2 User Reviews
LAST UPDATED: June 4th, 2020

Data-Basics aims to offer "one system, all the answers." Expense management tools capture all expenses on any device, allow submission and approval of expenses with customized workflows, and provide reporting and analytics. Time management tools capture data labor, report on all aspects of timesheet processes, and promise to "end timesheet complaints forever." Vendor Invoice Management streamlines workflow for more efficient payment processing by eliminating paperwork through document capture abilities, workflow and policy enforcement, vendor payment, and audit capabilities. All products offer reporting and analytics and a dedicated support team assigned specifically to your company to assist with configuration, implementation and beyond.

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The Good

  • Great Features
  • Customer Service Options
  • Free Trial

Great Features

Data-Basics's expense reporting cloud-based software is able to provide a lot of amazing features. This software has many solutions for its customer specifically created by Data-Basics:

  • Easy Expense Data Entry — Inputting work expenses is easy to do and can be done directly from a smartphone. The automatic transactions feed makes it so that your manual entry is kept to a minimum.
  • Workflow and Policy Enforcement — Workflow and compliance rules, specific to the country, allow you to specify exactly how you want the system to work for you. This expense reporting solution is custom made for each its customer's situations.
  • Payment and Reimbursement — ACH allows you to approve expense reports and reimburse employees quickly and securely. This system solved problems of overpaying employees for expenses, or in some cases underpaying them.
  • Receipt and Audit Features — This feature allows users to take pictures of receipts, fax them, or scan them. They're then digitized.
  • OCR and Express Reporting Options — OCR allows you to read receipts and auto-fill report fields faster for more automated report processing.
  • Mileage Reimbursement — This features reduce manual effort and make reimbursement more transparent.
  • Reporting and Analytics — Data-Basics offers reports and analytics that give executives, administrators, or managers the ability to view credit card reconciliation, vendor spending, departmental reports, and compliance. 

Data-Basics also provides automated accounting integration, time tracking integration, and travel integration.

Customer Service Options

Data-Basics offers a couple of customer service options-phone support or email support. When you call you can talk to real people and have your questions answered. All customers also are assigned to a dedicated professional service team that works with you from initial setup through implementation and after.

The customer service promise is that "you're always working with someone you know, and more importantly, someone who knows you." The company deals with lots of issues and will be able to best understand your issues and concerns. Although its offices are only in the USA and Canada, it offers customer service to all its customer in foreign countries.

Free Trial

Mobile access allows you to do everything an end-user can do on the computer-version of Data-Basics Expense. Everything can be done on the go. A free trial, free demonstration, and free webinar help assure users they're getting the package and software to meet their needs.


The Bad

  • Vague Pricing
  • Reviews
  • Limited Currencies

Vague Pricing

Pricing is a bit vague. Some reviews say packages start at $500 per month, while others quote it as dramatically lower. To get an estimate, you have to contact Data-Basics to receive a personalized quote. Data-Basics is aimed directly at mid to large sized businesses with no plans for personal expense management.


Despite one of the big selling points for Data-Basics being mobility — the ability to use the software on your mobile device — the reviews for the apps aren't generally very positive. Overall, the app currently has only 2.5 stars. Thirteen of 30 reviews of the Android app give the application only 1 star, and only 7 of the 30 reviews give it 5 stars. The negative reviews site slow screen changes and many crashes. However, it should be noted that the reviews with iTunes for both the iPhone and iPad app are a lot more positive — 4 stars overall.

Limited Currencies

The site describes Data-Basics as being global and it does support many languages (Arabic, Chinese, Dutch, English, French, German, Italian, Japanese, Korean, Portuguese, Russian, Spanish, Taiwanese, Thai, and Turkish); however, currently, Data-Basics only supports seven different currencies.


The Bottom Line

Although pricing is a bit difficult to predict since Data-Basics requires companies to contact the sales team with their specific needs, Data-Basics does offer a free trial, free demo, and a free webinar to see if its software is a good fit for your company's needs. Data-Basics Expense Management delivers the following key features:

  • Easy Expense Data Entry
  • Workflow & Policy Enforcement
  • Payment & Reimbursement
  • Receipt & Audit
  • OCR & Express Reporting Options
  • Mileage Reimbursement
  • Reporting and Analytics
  • Implementation & Support
  • Open Integrations-Automated Accounting Integration, Time Tracking Integration, and Travel Integration

Data-Basics can be accessed on the go with mobile access. The Apple and Android apps allow the Data-Basic user and business to do everything an end-user can do on the computer version.

However, the Android reviews of the application aren't generally positive; the app only has a 2.5-star review. A variety of languages (15+ languages), currency conversation (7 different currencies), and country-specific mandates make this a global solution for companies based on a variety of countries.

Customer service can be reached via phone or email 24/7 and companies are assigned to a dedicated professional service team to handle all steps and issues customers may face. However, no live chat options are currently available.

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2 Reviews

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Sharon Devine Newark, DE

With a team of almost 150 employees spread out all over the US, Canada and Puerto Rico, we needed a way to simplify our reporting and invoicing process while keeping track of work order expenses too. Data Basics and the Data Basics team has made this possible in a cost effective and time saving manor. When we need special customizations, they are quick to come up with a solution, whenever I have had to submit a support ticket the response has never taken longer than an hour or two to respond. The reports are a great way to see all the expenses needed for our job costing. Our needs are complex, and it is reassuring to know that Data Basics and their team are willing to listen and help resolve whatever the need is - including re-programming when necessary. If they can resolve our reporting process, they can resolve anyone’s! I am grateful for all they have done and continue to do to make my job faster and easier! Sincerely, Sharon Devine

2 years ago

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Sherry Rising Sun, MD

The sales department entices you with there so called product. There are hidden costs, things not included and their Customer Service has been horrible. Newest issue, they are going to charge us additional fees to be able to manipulate google maps. Also, any customer support they charge additional fees. Once in production, limited support and any changes, there are additional costs. The end product is not user friendly and are taking them lengthy time to complete. An example, can't use the back function, it will exit you from the program. Uploading work order numbers and connecting them to an expense is not clear and very time consuming as well. Having a credit card company connect to data basics has not been successful and they have washed their hands with trying to help us getting it into production. Connecting to QuickBooks is a joke and I had to pretty much give them all the programing data in order to make it work and I am not a programmer. I would stay clear of this company's program. The sales guy does not work their any longer and I wonder why, when I would contact him, he acted surprised that they were not following through with what they promised. One department blames the other and I would stay clear of Young, she was the first one to charge for everything.

3 years ago