Compare DATABASICS vs. Expensify

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Which Expense Reporting Solution Is Right for Your Organization? 

Managing business expenses efficiently is crucial for organizations of all sizes, helping to maintain financial accuracy, streamline reimbursements, and ensure compliance with corporate policies. Expense management software simplifies this process by automating expense tracking, receipt management, corporate compliance, and reporting. 

Two leading solutions in this space are DATABASICS Expense and Expensify. While both platforms offer features designed to help businesses manage expenses with ease, they cater to different organizational needs. This comparison explores capabilities, integrations, and unique benefits to help businesses choose the right solution for their requirements. 

Comparing Functionality & Features

 

DATABASICS Expense

Expensify

Purpose Built For

Mid-sized to large/enterprise organizations with expanded requirements — including nonprofits, government contractors, professional services, and international entities. 

Offers receipt scanning with SmartScan technology for automatic transcription.
Key Features
  • User-friendly interface with mobile and web access
  • Advanced policy enforcement and audit capabilities
  • Support for per diems, multi-currency, DCAA compliance, and project tracking
  • Receipt management with auto-matching and linking to credit card transactions and out-of-pocket charges
  • Fully integrated Time + Expense platform
  • Customizable workflows, detailed approval routing, and GL coding
  • Seamless integration with all major credit card providers (e.g., American Express, Visa, MasterCard)
  • 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
  • Award-winning customer support — recognized with Stevie Awards for the past 8 years running
  • 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 your long-term success
  • User-friendly interface with mobile-first design
  • Fast receipt scanning and automated expense reporting
  • Offers its own corporate card (Expensify Card) with real-time expense tracking
  • Basic accounting integrations (e.g., QuickBooks, Xero)
  • Best for simple policy needs and lightweight approval workflows 
 Best For
  • Companies that track expenses to projects and activities need controls, granular reporting, or tight integration with accounting/ERP systems, like Sage, NetSuite, and Microsoft Dynamics
  • Organizations that need to manage expense reimbursements, grants, or global operations
  • Organizations looking for assistance during setup, configuration and on-going support.
  • 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. 

DATABASICS Expense is built with a focus on adaptability and industry-specific requirements, making it an excellent choice for organizations with expanded or more than basic needs. The platform’s configurable workflows allow businesses to tailor the software to match their policies and procedures. Its interface is intuitive, reducing the learning curve for users, while offering advanced functionality for administrators to manage approvals, compliance, and reporting effortlessly. 

With its responsive design, DATABASICS Expense management provides a seamless experience across devices, ensuring users can access the platform from the web or mobile devices with ease. Its emphasis on flexibility ensures that businesses across various industries can effectively utilize the solution now and into the future.

Conclusion

Both DATABASICS Expense and Expensify are expense management solutions, each with unique strengths tailored to different types of businesses. DATABASICS excels in adaptability and configuration, making it an excellent choice for mid-size to enterprise organizations with detailed workflows and specific industry needs. Additionally, DATABASICS focuses on working with clients during the setup, configuration, training, and rollout to ensure a high degree of success for organizations looking to deploy quickly while meeting requirements.  

When deciding between these platforms, consider your specific business needs, including the size of your organization, budget, and the features/functionality 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: 

  • Wants to keep your existing credit cards or have the freedom to choose any card vendor  
  • Requires a highly configurable solution tailored to complex workflows
  • Needs detailed integration with your ERP, accounting, or payroll systems
  • Operates globally and need 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?