DATABASICS Expense is a cloud-based expense management solution for managing employee expenses, reimbursements, corporate and purchasing card transactions, approvals, and policy compliance.
Employees can submit expenses and capture receipts through mobile and web interfaces. OCR extracts receipt details and helps match receipts to transactions. Before reports reach a human approver, AI Expense Approval reviews receipts and expense line items against defined policies. It flags potential issues, records the reason for each exception, and routes reports according to the organization’s approval rules - reducing repetitive checks while keeping finance teams in control.
Key capabilities
- Configurable approval workflows, routing rules, reminders, and policy controls
- Mobile and web expense entry and receipt capture
- OCR-powered data extraction and transaction matching
- AI review of receipts and expense lines before human approval
- Detection of missing itemization, alcohol purchases, duplicates, coding errors, and transaction mismatches
- Corporate and purchasing card import, coding, matching, and reconciliation
- Mileage, vehicle, cash advance, and per diem management
- Cost allocation across projects, grants, clients, tasks, departments, and cost centers
- Reporting for expenses, approvals, exceptions, compliance, and audits
- AI-assisted reporting and financial insights
- Integration with ERP, accounting, payroll, HR, payment, card, project management, and reporting systemsImplementation guidance, configuration assistance, and ongoing customer support
Best suited for
DATABASICS Expense is well suited to organizations with multi-level approvals, complex expense policies, project- or grant-based accounting, corporate or purchasing card programs, high transaction volumes, or established financial systems requiring integration. The platform combines configurable workflows, detailed cost allocation, automated policy validation, AI-powered pre-approval review, human oversight, and unified expense and P-card management. It can also be combined with DATABASICS Time for an integrated view of time and expense data.
DATABASICS provides hands-on support throughout implementation, configuration, and ongoing use - making the solution particularly suitable for organizations whose needs extend beyond basic receipt submission and reimbursement.
