Compare DATABASICS vs. Fyle

db vs fyle

Which Expense Reporting Solution is Right for Your Organization?

Managing expenses is crucial for businesses of all sizes. It helps keep track of finances, accurately bill customers, determine labor costs, and ensure everyone gets reimbursed on time. Plus, it helps businesses stay in line with company and government rules. Time tracking and expense management software can make all these things easier and faster.  

Two prominent solutions, DATABASICS Expense and Fyle, offer similar features, but cater to different needs. This comparison explores capabilities, integrations, and unique benefits to help businesses make informed decisions. 

Comparing Functionality & Features

  DATABASICS Fyle

Purpose-Built For		 Mid-sized to large/enterprise organizations with expanded requirements — including nonprofits, government contractors, professional services, and international entities.  Small to mid-sized companies needing an easy-to-implement solution with standard features.  Their major focus is on capturing receipts.
Key Features
  • Easy-to-use interface with mobile and web access
  • Strong integration with major corporate cards (Visa, Mastercard, Amex) with auto receipt matching
  • DATABASICS offers the DATABASICS Visa® Commercial Card, with complete spend control and real-time transaction matching
  • Advanced policy enforcement and audit capabilities
  • Support for per diems, multi-currency, DCAA compliance, and grant management
  • Receipt management with auto-matching and linking to credit card transactions and out-of-pocket charges
  • Fully integrated Time tracking, PTO-Leave Management & Expense platform
  • Customizable workflows, detailed approval routing, and GL coding
  • Highly configurable — ideal for environments requiring strict project tracking and compliance
  • Auto-create expense reports for recurring charges such as data and mobile data plans
  • Configurable Integration with Oracle NetSuite, Sage Intacct, Microsoft Dynamics, ADP, and more, with API-based options.  Integrates with multiple modules such as Time, Expense, GL, and AP.
  • Smart Credit Card Reconciliation allows all transactions to be accurately matched and applied to expense reports, whether the expense is employee-paid or charged to a corporate card
  • Accurate reimbursement to employees or direct payment to the credit card vendor, based on the type of card used
  • One unified app for time and expense to track expenses and time in a single, fully integrated platform, accessible across all devices in real time
  • End-to-end support from a dedicated team
  • Hands-on implementation team, personalized rollout support, and ongoing customer care, including a dedicated Account Success Manager to ensure the client's long-term success
  • Custom & Tiered pricing based on modules, users, and deployment complexity. Designed for scalability and compliance-heavy use.
  • Integrates with major corporate cards (Visa, Mastercard, Amex). Offers automatic receipt matching.
  • Integration with standard mid-market ERPs (NetSuite, Intacct, etc.). Only integrates to AP and GL modules.
  • Policy-driven configuration is available for simple requirements
  • Basic to moderate compliance controls with customizable policy violation alerts and audit trails.
  • Global support with multi-currency and some tax handling
  • Limited customization, but user-friendly for rapid setup

 
 Best For
  • Companies that require deep controls, granular reporting, or tight integration with accounting/ERP systems like Sage, NetSuite, or Microsoft Dynamics
  • Organizations that need to manage complex reimbursements, grants, or global operations
  • User-friendly interface with mobile and web
  • Environments not restricted to one credit card vendor, supporting multiple corporate credit cards such as Visa, MasterCard, American Express, Discover, and more.  
  • Companies in need of an all-in-one spend management solution (provided through a Visa Expense Card with 1% cash back).
  • Teams needing time + expense in a single platform.
  • Smaller companies looking for a quick, automated solution with built-in card and expense functionality
  • Good for teams with basic needs and limited compliance requirements  
  • Finance teams prioritizing ease of use, fast deployment, and intuitive mobile experience.
  • Tiered SaaS pricing, usually more affordable for small businesses with simpler needs.

DATABASICS Expense is designed with flexibility in mind, offering an intuitive interface.  It provides seamless access across web and mobile devices, ensuring that administrators can manage approvals, compliance, and reporting efficiently, particularly for industries with unique requirements. 

Closing Thoughts

Both DATABASICS Time and Expense and Fyle are solutions for expense management, each with unique strengths. DATABASICS is ideal for mid-sized and larger global organizations that require configurable solutions and comprehensive support.

When deciding between these platforms, consider your specific business needs, including the size of your organization, your budget, and the features that matter most to your operations. Whether you prioritize advanced integrations, global support, or ease of use, both platforms offer valuable tools to streamline expense management and drive efficiency in your financial processes.

Choose DATABASICS Expense if your organization:  

  • Prefers a single mobile app to capture timesheet, PTO, and expense reporting details
  • Wants to keep your existing credit cards or have the freedom to choose any card vendor

  • Uses or plans to use corporate cards, and wants a seamless, integrated solution like the DATABASICS Visa® Commercial Card with:

    • Real-time spend control

    • Transaction-level visibility

    • Automatic policy enforcement

    • Direct integration with expense reports

  • Requires a highly configurable solution tailored to complex workflows
  • Needs configurable and customizable integration with your ERP, accounting, or payroll systems
  • Operates globally and needs support for multi-currency, per diem, VAT, or DCAA compliance
  • Needs centralized control over reimbursements, P-Cards, and spending policies across departments or countries
  • Must have robust project-based cost tracking, grant management, or nonprofit-specific reporting
  • Values dedicated support from a team that includes implementation specialists and an Account Success Manager for ongoing guidance 

Make your decision based on your organization’s size, complexity, and specific requirements, to ensure alignment with financial, operational, and business goals. 

Ready to Simplify Your Expense Management?