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What is DATABASICS Expense?

DATABASICS Expense Software streamlines expense management processes, decreases processing costs, and reduces the risk of non-compliance by enabling employees to submit expenses from anywhere. It aims to eliminate the hassle of managing expense reports with a cloud-based solution. The mobile-ready…

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TrustRadius Insights

DB Expenses has been widely used by various organizations for years, providing a positive experience for its users. One of the key use …
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Entry-level set up fee?

  • Setup fee required
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  • Free Trial
  • Free/Freemium Version
  • Premium Consulting/Integration Services

Starting price (does not include set up fee)

  • $800 per month
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Product Details

What is DATABASICS Expense?

DATABASICS Expense Software streamlines expense management processes, decreases processing costs, and reduces the risk of non-compliance by enabling employees to submit expenses from anywhere. It aims to eliminate the hassle of managing expense reports with a cloud-based solution. The mobile-ready expense software enables employees to capture expenses from their phones or tablets, reducing the cost of travel reimbursements.

According to the vendor, key features business benefits include:

  • Easy Expense Data Entry
  • Workflow and Policy Enforcement
  • Payment and Reimbursement
  • Receipt and Audit
  • Implementation and Support
  • OCR (Optical Character Recognition) for Receipt Imaging
  • Mileage Reimbursement
  • Per Diem Management
  • Reporting and Analytics
  • P-Card Management

DATABASICS Expense Features

Expense Management Features

  • Supported: Employee Expense Reporting
  • Supported: Corporate Card Reconciliation

Payment Management Features

  • Supported: Customizable Approval Policies
  • Supported: Financial Document Management
  • Supported: Payment Status Tracking
  • Supported: Payment Audit Trail
  • Supported: Duplicate Bill Detection
  • Supported: Advanced OCR
  • Supported: PCI Compliant Security Measures

Additional Features

  • Supported: Workflow & Policy Enforcement
  • Supported: Receipt EXPRESS
  • Supported: Credit Card EXPRESS
  • Supported: Travel Authorization Request
  • Supported: Mileage Tracking
  • Supported: Per Diem Allowance & Deducation
  • Supported: Reporting & Analytics
  • Supported: P-Card Management
  • Supported: OCR (Optical Character Recognition)

DATABASICS Expense Screenshots

Screenshot of DATABASICS works on mobile or desktopScreenshot of Tracks all kinds of expensesScreenshot of Supports multiple languages or currenciesScreenshot of Personalizable expense reports

DATABASICS Expense Video

DATABASICS Expense is an employee expense report solution that automates policies, improves the workflow, and includes expense reporting.

DATABASICS Expense Technical Details

Deployment TypesSoftware as a Service (SaaS), Cloud, or Web-Based
Operating SystemsUnspecified
Mobile ApplicationApple iOS, Android, Mobile Web
Supported CountriesGlobal
Supported LanguagesEnglish, Spanish, French, Chinese, Czech, German, Italian, Japanese, Slovak

DATABASICS Expense Customer Size Distribution

Small Businesses (1-50 employees)10%
Mid-Size Companies (51-500 employees)50%
Enterprises (more than 500 employees)40%
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Reviews and Ratings


Community Insights

TrustRadius Insights are summaries of user sentiment data from TrustRadius reviews and, when necessary, 3rd-party data sources. Have feedback on this content? Let us know!

DB Expenses has been widely used by various organizations for years, providing a positive experience for its users. One of the key use cases is the ability to submit expenses online, eliminating the need to mail reports and ensuring timely reimbursements. This not only saves time but also streamlines the entire expense reporting process. Users have found the software to be easy to use, which further contributes to the efficiency gained compared to previous processes. Additionally, the system offers flexibility and customization options, allowing organizations to tailor it according to their specific needs. The availability of a mobile platform for approvals and expense reporting has been particularly beneficial in reducing office supply costs. The automatic workflow and audit trail features increase accountability and expedite approval processes, making it easier for users to track, manage, and get reimbursed for their expenses. Another notable use case is capturing Sunshine Act data accurately and generating comprehensive reports. DataBasics has proven to be successful in delivering this functionality. In terms of support, customers have commended the responsive and patient support team that promptly resolves any issues that arise. Overall, DB Expenses is cost-effective, centralizes expense review and audit processes, simplifies expense reimbursement and tracking during travel, improves approval routing and payment processes, organizes and tracks expenses for client projects, manages employee time effectively, supports both out-of-pocket and company PCard expenses, reduces filing time significantly, provides a secure location for storing reports and receipts per manager, and seamlessly monitors expenses across different office locations.

Easy and efficient creation and approval process: Many users have stated that the creation and approval process for travel authorizations and expense reports is easy and efficient. They appreciate the ability to choose the proper category of spend, report the amount spent easily, and calculate mileage.

Excellent customer support: Several reviewers have praised the excellent customer support provided by DATABASICS. They value the team's willingness to go out of their way to provide quick responses to problems or questions.

User-friendly interface: The user-friendly interface of DATABASICS software has been highly appreciated by many users. They find it easy to manage and set up the software, as well as navigate its admin functionality. Additionally, they highlight features such as policy exception flags, split screen capabilities for viewing receipt attachments, and handling interfaces/feeds from various systems.

Misleading Administration Categories: Some users have found certain categories in the Administration section to be misleading and suggest that they could benefit from better titles and explanations within the program.

Confusing Expense Entry: Several reviewers have mentioned that the expense entry process can be confusing for new users due to the overwhelming number of choices. They suggest that it would be helpful to have an option to narrow down choices or customize options per employee.

Difficulties with Reporting: Many users find the Reporting feature challenging to use and not very intuitive. They mention that accessing the final functions often requires too many clicks, leading to confusion for some users.

Users commonly recommend the following when using the recommended application:

  1. Users suggest trying out the trial version of the software before committing to a purchase. This allows potential customers to explore the features and functionality firsthand and make an informed decision about whether it suits their needs.

  2. Reviewers advise saving progress frequently while using the application to prevent any potential data loss. This precautionary measure ensures that valuable information is not accidentally lost and helps users avoid unnecessary frustration or inconvenience.

  3. Customers find the process of uploading photos of receipts in the software to be smooth and hassle-free. This feature facilitates easy expense tracking and management, making it convenient for users to keep their financial records up to date.

Overall, users recommend getting the application and finding it user-friendly for various tasks such as entering hours and navigating its features with ease.

Attribute Ratings


(1-1 of 1)
Companies can't remove reviews or game the system. Here's why
Mohammad Hourani, MBA, CMA, CIA, CertIFR | TrustRadius Reviewer
Score 9 out of 10
Vetted Review
Verified User
It is being used by staff at HQ and field offices to submit expense reports or requests for advances.
  • Mobile application.
  • Easy to attach supporting documents.
  • The approver can approve from a mobile phone.
  • Allow money returns from an advance to be reflected in the advance balance. If an employee settles an advance by returning cash, it does not reflect that in the system.
Ability to sync with many other systems and flexible systems. I do not recommend for areas with a bad internet connection.
  • Flexibility allows us to speed up the process of reconciling advances.
  • Ability to approve reports by mobile phone allows to speed up the process of posting the expenses.
  • Scanning supporting documents becomes easy as you can use a mobile phone camera and attach it to your report.
It costs less. Flexible employees allow you to customize the system to fit your requirements.
Happy with customer support services and the improvements it added to our operations.
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