Why DATABASICS Time & Expense Is Becoming the Central Hub for Enterprise ERP, CRM, HRIS, Payroll Data

For more than 30 years, customers have asked DATABASICS to help unify time and expense reporting on one platform, serving as a central hub for the entire business replacing isolated solutions.

When timesheet and expense reporting data live in silos across ERPs (such as Sage Intacct, Deltek, Oracle, NetSuite, etc), CRMs, Payroll and HRIS platforms, managing reconciliation, reporting and compliance can be frustrating and costly.

DATABASICS provides process owners connected insight across platforms as it centralizes and streamlines fragmented time and expense data in a simple, flexible, and scalable solution.

The Challenge of Disconnected Data

Time and expense reporting share common data related to users and the activities they report against. When employees log time against projects this data often originates in separate systems and is intended to support multiple downstream processes:

• Project managers need real-time data on effort 
• Finance needs accurate GL data
• Payroll requires pay codes

A simple example are the users themselves: a separate Employee ID, Payroll ID, and Vendor ID may be required to support these processes and the systems they originate in may have different owners.

When time and expense exist separately, you risk mismatched codes, delays and manual corrections. Duplicate data entry, reconciliation issues, delayed approvals and limited visibility are common challenges in many organizations. 

Why DATABASICS as the Central Hub? 

A central system means one source of truth for both hours worked and expenditures, enabling reporting and insights that span labor and spend. All departments work with the same information, improving coordination and decision-making. Detailed audit trails, integrated workflows and consistent policy enforcement across functions improve compliance and auditing.

When all data flows in and out of one system you enable real-time visibility: monitoring project cost, employee utilization, budgets vs actuas faster and more accurately. Through automation, the system can automatically generate reports and insights on project progress, streamlining decision-making and increasing efficiency.

DATABASICS in Action: The Unified Hub in Motion

DATABASICS is built to bring together time and expense data into one platform, making real-time data sharing across your ERP, CRM, Payroll and HRIS stack possible.

With the hub in place, data flows smoothly: employee time entries become costing and billing data, expenses feed reconciliation and the payroll and reimbursement process is timely and efficient, enabling users to complete processes in a timely fashion and reducing the need for manual entry.

ERP Integration

DATABASICS integrates with all major ERPs to pull demographic and activity data and push time and expense transactions to GL, AP and Project modules.

Localizations are configurable and global compliance is supported through multi-currency and multi-language functionality.

CRM and Project Systems

While DATABASICS is focused on time and expense, it supports linking back to project or customer activity codes from CRM and PSA systems. This aligns your revenue-generating activities with time and spend data.

Your project managers and account teams can see time, cost and expense associated with each client or engagement in one place.

Payroll and HRIS Integration

The hub also integrates with Payroll and HRIS systems. Allowing HR and Payroll workflows to extend to the Time and Expense reporting system improves the employee experience and Payroll accuracy.

Through these integrations, we help companies eliminate redundant entry, ensure real-time visibility into spend and utilization, and cut reconciliation time significantly.

Use Case Examples: From Complexity to Clarity

Example 1:

A mid-market services firm adopted DATABASICS to integrate their time/expense platform with NetSuite and ADP. Result: time entries no longer require manual import into payroll/GL, expense reconciliation time is cut by 30% and managers canview real-time project cost rather than wait for month-end.

Example 2:

A global nonprofit organization used DATABASICS’s global localization to reduce errors in per-diem computation and multi-currency expense conversion; data fed into their ERP smoothly for accurate fund accounting.

Example 3:

A project-driven engineering company relied on two different timekeeping systems across its divisions: one for field crews and another for office staff. Using DATABASICS, they imported hours from the external system while employees using DATABASICS entered their time natively. Because all hours flowed into a single platform, DATABASICS was able to calculate labor cost effective rates by project, aligning the data for both payroll and billing. This eliminated manual spreadsheets, removed inconsistencies between systems, and ensured each project captured its true labor cost regardless of where the time originated.

Example 4:

Streamlined Leave Management with DATABASICS Integration: When an employee requests time off, the leave from the HR system is seamlessly imported into DATABASICS. The Employee logs into the centralized DATABASICS platform to report all their time, which is then reviewed by their Manager. As the "Central Hub," DATABASICS validates the timesheet to ensure the time reported falls within the defined policy. At the end of the paycycle, the Payroll Specialist no longer has to reconcile conflicting data, as DATABASICS automatically aggregates all approved time, leave, and expense data into a single, clean upload to the payroll system.

Key Capabilities of DATABASICS as a Multi-Source Timesheets & Expense Reporting Hub

DATABASICS combines both time and expense data in a single platform so users don’t toggle between tools. Providing a single source of truth and unified data across all your business processes, the application supports better visibility into costs, revenue, productivity, and compliance.

1. Supports Both API and File-Based Data Integration
   DATABASICS gives organizations complete flexibility in how they bring data into the system. Whether through modern APIs, secure file uploads, or automated scheduled feeds, DATABASICS adapts to the customer’s environment instead of forcing a single method.
2. Integrates Data From Multiple Systems, Not Just One
   Unlike platforms that require a single source of truth, DATABASICS can accept data from multiple systems used across different departments, cost centers, or business units. This allows organizations to keep their existing tools while still centralizing downstream financial data.
3. Fully Configurable & Customizable Data Load Mapping
   Every organization structures data differently. DATABASICS provides configurable mapping to align fields, cost centers, projects, pay codes, and policies, ensuring accurate transformation of data regardless of source formatting.
4. Policy Enforcement Across Diverse Inputs
   Even when employee groups use different systems, DATABASICS applies a unified layer of validation, policy controls, exceptions, and audit checks before pushing anything to the ERP or payroll system, ensuring clean, compliant data every time.
5. Consolidated Feed to Back-End Accounting Systems
   DATABASICS acts as the integration hub, merging data from various sources and delivering one consistent, reliable transaction feed to Payroll and/or ERPs like Sage Intacct, NetSuite, Microsoft Dynamics, Deltek, and others.
6. Scalability for Complex Organizations
   Whether it’s multiple subsidiaries, global entities, or decentralized departments with their own tools, DATABASICS scales to support varied workflows while still unifying the data pipeline.
7. Rapid Deployment and Repeatable Configurations
   Reusable templates and configurable load frameworks minimize implementation time and simplify future integrations, allowing IT teams to onboard new data sources quickly.

The Outcome: Simplified Processes, Smarter Decisions

The benefits of using a centralized data hub:

• Reduced time required to close financial reporting periods and improve and audit readiness through bidirectional integration with all your core systems.
• Let centralized data drive smarter decisions, through greater visibility into full cost and spend data.
• Free up staff time and reduce risk of error by eliminating manual data transfers between disparate systems.
• Improve employee experience through intuitive, mobile-friendly submission of time and expenses.

As you grow, your hub can extend to new business units, geographies and systems, helping to simplify complex processes.

From Fragmented Systems to One Hub: Connected Insight in DATABASICS

Disjointed time and expense processes are a drag on efficiency, accuracy and insight. By choosing DATABASICS as your central hub, you unify the data flows across ERP, CRM and Payroll systems, enabling smoother operations, better visibility and stronger controls.

Ready to consolidate and elevate your time and expense data architecture?

Learn how DATABASICS can unify your time and expense ecosystem. Book a demo with DATABASICS today and start centralizing your data workflow.