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DATABASICS aims to offer "one system, all the answers." Expense Management tools capture all expenses on any device, allows submission and approval of expenses with customized workflows, and provides reporting and analytics. Time Management tools capture data labor, report on all aspects of timesheet processes, and promises 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

DATABASICS's Expense Management cloud-based software offers a lot of features. First of all, the automatic transaction feeds and powerful defaults make it so that your manual entry is kept to a minimum. Workflow and compliance rules (specific to country) allow you to specify exactly how you want the system to work for you. ACH payment options allow you to approve expense reports and reimburse employees quickly and securely. Receipts and audit features allow users to take pictures of receipts, fax them, or scan them. They're then digitized. OCR allows you to read receipts and auto-fill report fields faster for more automated report processing. Mileage reimbursement features reduce manual effort and makes reimbursement more transparent. Reporting and analytics offer data for executives, administrators, or managers the ability to view credit card reconciliation, vendor spending, departmental reports, and compliance. DATABASES also provides automated accounting integration, time tracking integration, and travel integration.

Customer Service Options

DATABASICS offers a couple of customer service options-phone support or email support. All customers also are assigned to a dedicated professional service team that work with you from initial setup through implementation and after. Their customer service promise is that "you're always working with someone you know, and more importantly, someone who knows you.

Free Trial

Mobile access allows you to do everything an end-user can do on the computer-version of DATABASICS Expense. Everything can be done on the go. A free trial, free demonstration, and free webinar make it so users can be sure 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 who will give you a personalized quote. DATABASICS is aimed directly at mid to large sized businesses with no plans for personal expense management.


Despite one of the big selling points for DATABASICS 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

Although the site describes DATABASICS has being global-and it does support many languages (Arabic, Chinese, Dutch, English, French, German, Italian, Japanese, Korean, Portugues, Russian, Spanish, Taiwanese, Thai, and Turkish)-currently, DATABASICS only supports 7 different currencies.

The Bottom Line

Although pricing is a bit difficult to predict since DATABASICS requires companies to contact the sales team with their specific needs, DATABASICS does offer a free trial, free demo, and a free webinar to see if their software is a good fit for your company's needs.

DATABASICS 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 Acconting Integration, Time Tracking Integration, and Travel Integration

DATABASICS can be accessed on the go with mobile access. Apple and Android apps allow users 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 in 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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