DATABASICS Time & Expense

4.5 / 5 23 reviews

Who Uses This Software?

Organizations of all kinds needing flexibility and depth of functionality, including workflow and policy enforcement, auditing, per diem management, project tracking, and reporting--all on the cloud.


Average Ratings

23 Reviews
  • 4.5 / 5
    Overall
  • 4.5 / 5
    Ease of Use
  • 5 / 5
    Customer Service

Product Details

  • Free Demo
  • Deployment
    Cloud, SaaS, Web
    Mobile - Android Native
    Mobile - iOS Native
  • Training
    Documentation
    Webinars
    Live Online
    In Person
  • Support
    Online
    Business Hours
    24/7 (Live Rep)

Vendor Details

  • DATABASICS
  • www.data-basics.com
  • Founded 1997
  • United States

About DATABASICS Time & Expense

DATABASICS Time + Expense provides a centralized employee-facing system that allows employees to do their timesheets and file their expense reports in the same place. Simplifying the experience for the end user reduces errors and decreases workload to save time, allowing employees to get back to work and be more productive. A global & mobile solution that increases visibility, ensures compliance, and maximizes your resources. The one system for all your time tracking & expense reporting needs.


DATABASICS Time & Expense Features

  • Activity Tracking
  • Billable Hours Tracking
  • Billing Rate Management
  • Expense Tracking
  • Invoice Processing
  • Multiple Billing Rates
  • Project Tracking
  • Reimbursement Management
  • Time Tracking by Client
  • Time Tracking by Project

DATABASICS Time & Expense Reviews Recently Reviewed!

I use Databasics on a weekly basis, it serves my needs well.

Oct 13, 2017
4/5
Overall
4 / 5
Ease of Use
4 / 5
Features & Functionality
4 / 5
Customer Support
3 / 5
Value for Money

Pros: I like that you can email receipts directly to your expense report. It is easy to navigate and reconcile.

Cons: It would be great if it was easier to see a past expense report - currently I have to export a file to review the line items.

Vendor Response

by DATABASICS on October 17, 2017

Thank you for your review! We're happy to hear that emailing receipts is easy and quick. Concerning your note about the ability to see all past expense report line items, it is currently possible to search all past expense report transactions in one screen without having to export. However, this is a feature that must be turned on for your specific site. This is called the "admin read only module," which we can enable, but we will need to confirm it with your administrator. To initiate this process, please email us at support@data-basics.com. We can then provide next steps and communicate with your administrator. Thanks again for the review and the opportunity to work with you! --DATABASICS Support

A31354fee8844d59d511192efbb39c73

I use DATABASICS for my weekly time cards.

Oct 11, 2017
4/5
Overall
4 / 5
Ease of Use
5 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money

Pros: I like how I can save the time code and activity, so I don't have to locate the same codes every pay period. I also like how I can easily the time sheets from the last few pay periods right after logging in, without any additional work on my side.

Cons: I think it is hard to see the dates/times for the entire pay period in one screen. Meaning I have to scroll right and left to view all the times i have entered, when I am still in draft mode. It would be nice if the entire pay period displayed on the screen without having to do this.

Vendor Response

by DATABASICS on October 17, 2017

Thank you for your review! We're happy to hear that logging your time is easy. Concerning the Con you noted: It is possible to change your view. Here's how: Click on your name in the top right corner. Click on My Preferences. Look for a section titled Time Preferences. In that area, you can adjust the percentage of your screen taken up by your timesheet. If you enter "30%," for example, then the timesheet will adjust to fit into one screen in draft mode. Then, click "Apply Changes" at the bottom of the screen. Try entering different percentages to see what you prefer. We hope that this fixes the concern you noted. If we can help, just reach out at support@data-basics.com. Thank you for the opportunity to work with you!

Quite good overall. This software could be more intuitive to use

Aug 24, 2017
3/5
Overall
3 / 5
Ease of Use
2 / 5
Features & Functionality
4 / 5
Customer Support
Likelihood to Recommend: 7.0/10 Not
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Pros: What I like most is the fact that it is possible to use it anywhere, on multiple devices. I also like the receipt express.

Cons: As an admin, I don't like the fact that the different tables are not linked together (example: it is not possible to have WBS in the same file as the employees, when exporting Employee file in Data Piping). And VAT treatment is still very poor.

Overall: Harmonized way to do expense reports

great

Aug 23, 2017
5/5
Overall
5 / 5
Ease of Use
5 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money

Pros: We are very please with it. It is very straight-forward and easy to use and meets our company needs.

Vendor Response

by DATABASICS on August 24, 2017

Thank you for your review, Claudia. We're very appreciative that you took the time to write about DATABASICS and we're thrilled to hear that we're meeting the needs of your company. Please reach out if we can do anything to help in the future!

System that was provided is Travel Expense system. We were looking for Purchase Card Program.

Aug 15, 2017
4/5
Overall
3 / 5
Ease of Use
3 / 5
Features & Functionality
5 / 5
Customer Support
3 / 5
Value for Money
Likelihood to Recommend: 8.0/10 Not
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Pros: It's an advance system and accommodated what were looking for even though it was not Purchase Card system.Customer rep helped us made this system function as we expected it to work. From the start, he took the time to sit down with the team to understand our project needs. We understand this is common for implementations but what stood out what his willingness to understand the intricacies of our program and mutually work to develop solutions that work for us (and not just implement solutions that other companies have used).

Cons: System can be improved with minor tweaks those will have huge impact for users. Most of our users are used to simple and non-complex system. this system has many features those confuse users. specially the non-tech users.

Overall: we were able to implement this software as Purchase Card reconciliation system for CACI. This system will allow users to reconcile transaction and attach back up documents, those will be stored in the system up to 7 years. The need to be able to store documents online for 7 years is what lead to the implementation of this system.

Vendor Response

by DATABASICS on August 15, 2017

Thank you for your thoughtful and thorough review! We pride ourselves on the functionality of our product and on our customer service team, so we're thrilled to read that you are satisfied with both. We look forward to many more years of a productive relationship and we hope that you'll continue to reach out to us if you need us. Thank you again!

From the time we chose DATABASICS , I have always had excellent customer support from the team.

Jun 27, 2017
5/5
Overall
5 / 5
Ease of Use
5 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: The ease in the creation, approval(s) of the TA (Travel Authorization) including the travel advance option. Along with ease in the creation, approval, and payment of Expense Reports. It is extremely helpful that American Express provides a daily data feed with the employee's AMEX charges along with the currency exchanges for the International expenses.

Cons: I miss being able to have go between two functions in the application. For example, the ease in going from the Expense Screen and the Admin screen. Perhaps this has changed since my last upgrade.

Vendor Response

by DATABASICS on June 27, 2017

Thanks for your review, Sue! We're thrilled to hear about how our customer support team has always been helpful for you. We look forward to continuing to resolve problems and answer questions. We're also glad to hear about how easy you've found it to create, approve, and reimburse expense reports. Thanks for the feedback on the admin view

Great software, easy to administer and support staff are amazing, always willing to help.

Jun 21, 2017
5/5
Overall
5 / 5
Ease of Use
4 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: The product is easy to use and administer and the functionality has come a long way since we started using DATABASICS. They are constantly improving their software and their procedure documentation. They are always willing to help us deal with situations or new configuration requests, coming up with solutions or adding them as a future enhancements. I love working with their employees, they are always willing to listing and meet with me to discuss items. DATABASICS started to provide webinars so that you can learn new things about the software as well as using them as a refresher.

Cons: My least favorite thing about the software is the reporting, within DATABASICS admin and Jasper. Jasper reporting is something that I don't use all the time so I have to familiarize myself with it when I do go in and use it. However they have had some webinars on Jasper reporting which has been helpful as well as documenting what's included in the domains. Within the admin console there are some admin audit data that is hard to understand but they are working on improving these.

Overall: Staff are responsible for inputting their own reports and the automation of the approval process.

Vendor Response

by DATABASICS on June 22, 2017

Thank you Renee for your honest review of DATABASICS. We appreciate the opportunity to hear your thoughts on the Expense product and we love having the chance to support you and your team with answers to questions and solutions to problems. Hearing about how the Support team has helped you in the past has made our day!

Our company has been using Databasics for over 9 years. We have been very happy with this software.

Jun 16, 2017
5/5
Overall
5 / 5
Ease of Use
5 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: I like that the credit card transactions feed into the system. The government per diems calculate automatically.

Overall: Expenses are posted into our accounting system which saves the company so much time compared to the manual process prior.

Vendor Response

by DATABASICS on June 22, 2017

Thanks for your review, Nancy! We appreciate that you have found credit card transactions to be helpful, saving you time over manual processes. We're happy for the chance to hear your thoughts about the product and we're here for you in the future to answer questions.

The product works and functions as needed for this organization. Customer support is top drawer.

Jun 13, 2017
4/5
Overall
4 / 5
Ease of Use
4 / 5
Features & Functionality
5 / 5
Customer Support
4 / 5
Value for Money
Likelihood to Recommend: 9.0/10 Not
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Pros: I like most:
1. Customer Support through the Databasics support website/portal
2. Application stability - little to no downtime
3. Application functionality
4. Ease of administration
5. End user experience

We have a 360+ employee user pool who all use the time sheets with a good portion of that total also using the expense reporting. We have used Databasics since version 4x, through the years upgrading to version 5x and now version 6x in the hosted environment.

The application is generally easy to use, in most cases, requiring only a brief initial orientation and from there, minimal end user support for the application. Many employees have taken advantage of the mobile application to enter either time or expenses while traveling and this was a welcome functional addition received with version 6x. Receipt imaging and organization was another welcome addition.

We extract and interface expense data (weekly) and time sheet data (semi-monthly) from Databasics to our accounting application. We also import and interface organizational data (employee information, accounting structural data, etc...) into Databasics from both our accounting and HRIS applications. While managing these interfaces requires some training, assistance is always available if needed.

Cons: User feedback indicates that the time sheet form could be improved. The one recurring complaint/suggestion sine version 4x is that time sheet lines cannot be drag-n-drop managed for user sorting preferences.

As an administrator, I dislike the fact that I no longer have physical custody of the database for other analysis or reporting needs. All ad hoc reporting must be done through the embedded Jasper reporting application. This generally meets the needs but is sometimes inconvenient to use.

Overall: 1. Automated time and expense tracking with solid interfaces to/from various other applications.
2. Improved (over the course of many years) end user time and expense interface.
3. Hosted environment with the database custody proviso.
4. Top drawer customer support

Vendor Response

by DATABASICS on June 13, 2017

We very much appreciate your thorough review of DATABASICS. Hearing about how it benefits you makes our day! Thank you, also, for your suggestions and feedback concerning reporting and the time sheet. Please continue to reach out if you have questions or concerns. We're thrilled for the opportunity to help!

DB has solved our issues with managing utilization, labor billing and expense reports

Jun 13, 2017
4/5
Overall
4 / 5
Ease of Use
4 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: Integration with Microsoft Dynamics/Solomon Project Controller and Financial Accounting is seamless and easy to manage

Cons: I think the report writing can be a little challenging and output not always pretty but it does work

Overall: HR compliance for hourly employees, time off management, electronic expense reports that seamlessly upload to our financial software, labor utilization by employees, departments and projects

Vendor Response

by DATABASICS on June 13, 2017

Thank you for your review and your feedback concerning report writing. We're happy to help with any problem or provide an answer to any question. We're also thrilled to hear about how useful DATABASICS has been for you.

Time saver, easy to use

Jun 12, 2017
5/5
Overall
5 / 5
Ease of Use
5 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money
Likelihood to Recommend: 9.0/10 Not
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Pros: Leave Management has been such a great add for our company. It allows each employee to see how much PTO they accumulate per pay period, how much they used and when they would max out. It makes each employee responsible for managing their own PTO.
We can customize it to our needs. We have different accrual rates for length of service, as well as exceptions to the rule. Set them up once, assign them to the employee and it all works!
Customer support is amazing and responds very quickly when you need assistance.

Overall: Information at your finger tips, easy to use.

Vendor Response

by DATABASICS on June 15, 2017

Thank you so much for your kind review. We are thrilled to hear about how leave management is working for you and solving problems. Please continue to reach out with questions or problems. We're always happy to help!

An easy to use expense tracking system that provides approval levels needed to manage your expenses

Jun 09, 2017
4/5
Overall
4 / 5
Ease of Use
4 / 5
Features & Functionality
5 / 5
Customer Support
4 / 5
Value for Money
Likelihood to Recommend: 9.0/10 Not
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Pros: The software is easy to manage and setup. It is easy for the users to use. Mostly the Customer Support team is excellent in assisting when you have a problem. Individuals goes out of his way to get you a quick response to any problem or question you may have. It is great to have that kind of support behind you.

Cons: There are only a couple of cons I find about the program. When you want to delete a user you have to go to many different areas and delete the person before you actually delete the user profile. It would be nice from the employee record to click delete and the system asks if you want to delete all correlating records. The system is more designed to just make the user inactive versus actually deleting the individual completely. The other area is AD Hoc reporting. I feel the Jaspersoft report creation is not as easy as the rest of the program. You really need separate in-depth training on how to get the full benefits from the AD Hoc reporting portion.

Overall: Moving from a paper tracking system to an electronic system has saved us money, allowed for better expense approval processes and increased the reimbursement turn around for our users. Using the mobile app and website allows approvals to happen from anywhere as long as an internet connection is available.

Vendor Response

by DATABASICS on June 13, 2017

Thank you for your review and your feedback. We also appreciate your suggestion about deleting users and ad hoc reporting. We're also thrilled to learn about the benefits you've experienced in using DATABASICS.

I work with this product everyday and incorporate new employees into its use.

Jun 09, 2017
5/5
Overall
4 / 5
Ease of Use
4 / 5
Features & Functionality
5 / 5
Customer Support
4 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: The software is user friendly. We are able to train managers within an hour on how to use DB. Being able to adjust a report before reimbursing is a breeze and the validation makes it much easier to keep up with per diem for our managers.

Cons: The reporting. I would like easier was to extract information from the system as well as receipts. If there were ways to mark them so I could pull all of them up when I generate a report to provide support for the charge.

Overall: We are now able to keep up with reports and receipts per manager in one secure location.

Vendor Response

by DATABASICS on June 13, 2017

Thank you for your review and your feedback. Please reach out to us in the future if we can help with reporting and extracting information! We're here to help at any time.

Great system for time keeping and reporting

Jun 07, 2017
4/5
Overall
4 / 5
Ease of Use
4 / 5
Features & Functionality
4 / 5
Customer Support
4 / 5
Value for Money

Pros: Easy to input time sheet data and submit time sheets. Great reporting functionality and ability to design and customize reports.

Cons: Administrative capabilities are not straight forward and difficult to navigate. Custom reports take significant time to run and load.

Vendor Response

by DATABASICS on June 13, 2017

Thank you for your review and your feedback. Please reach out to us if we can help with the administrative capabilities or if we can help with running reports. We're here to help!

The app (desktop and mobile) is quick, easy to use and the promptness of the support team is crazy.

Jun 05, 2017
5/5
Overall
5 / 5
Ease of Use
5 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: I have been using the app since almost a year now, and I still don't find it tedious to submit my time every day. The reason being -- how quick and simple it is to use the app. I have added the clients and time codes I frequently use to my favorites, and in literally 4 clicks I can submit the time.

If I need any assistance, an email or call to the support team has always been helpful. The promptness and the flexibility of the team is applauding. If you like traveling, then the cover pictures will make you wonder what are you doing in front of that screen.

The app that my previous employer used for time tracking would make me wait until Friday to do my time-sheets or until the deadline was approaching, but with Databasics I can do it every day with so much ease.

Cons: In the last one year I have never come across anything major. The only problems I had to deal with were few glitches, which would stop after restarting the app.

Overall: I can easily submit my reports.

Vendor Response

by DATABASICS on June 13, 2017

Thanks for your review, Suraj! We're happy that you've found the app so helpful. We appreciate the feedback.

The ability to give employees access to see PTO in realtime is great!

Jun 05, 2017
4/5
Overall
5 / 5
Ease of Use
4 / 5
Features & Functionality
5 / 5
Customer Support
4 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: Everything's automated. We set it up and it tracks and provides views to employees with me doing anything. It's a huge time saver and big benefit for our team members.

Overall: Con: I didn't hear about it sooner!?! There's really nothing to change about it, honestly. We get the view, we get the report... it's great.

Vendor Response

by DATABASICS on June 13, 2017

Thank you for your feedback. We're happy to help with any question in the future!

It's just a really easy software to use. One place to go for timesheets and PTO

Jun 05, 2017
5/5
Overall
5 / 5
Ease of Use
5 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: I have to track my time to projects. Now that we use DATABASICS it takes me half the time to do my timesheet

Cons: Not sure... we haven't begun using all of the modules yet. We're supposed to implement Expense module next quarter.

Vendor Response

by DATABASICS on June 13, 2017

Thank you for your review. Please reach out to us if we can help when the Expense module is implemented.

DataBasics Mgmt and Staff have been wonderful to work with. They really are very customer focused.

May 31, 2017
4/5
Overall
4 / 5
Ease of Use
4 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money
Likelihood to Recommend: 9.0/10 Not
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Pros: Reliable, Intuitive, and well supported. This product is always up and running. The service team is in front of all issues and communicates well with the user base. The product is intuitive after the first introductory training. May online help tools.

Cons: Back End Reporting. There is an Ad-Hoc tool for creating back end reporting but it is not the best reporting tool. Have had issues getting what I needed and having it run without help from their DB team. They usual come up with a solution and do the work for you or help you get something to fit the need.

Overall: Value, Reliability, Good support and customer service. Management that works hard to develop what you need.

Vendor Response

by DATABASICS on June 13, 2017

Thank you for your review and your feedback. Please continue to reach out to us for any problem or question!

Excellent Customer Service

May 25, 2017
4/5
Overall
5 / 5
Ease of Use
4 / 5
Features & Functionality
5 / 5
Customer Support
3 / 5
Value for Money
Likelihood to Recommend: 8.0/10 Not
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Pros: Ease of use Very intuitive Easy for the Administrator to us and update/make changes quickly
New User Training is short or not even required in some cases.

Cons: Reporting through Jasper some reports are available through DataBasics Creating reports through Jasper is more difficult

Vendor Response

by DATABASICS on May 25, 2017

Thank you for your review!

Quick & Easy

May 25, 2017
5/5
Overall
5 / 5
Ease of Use
5 / 5
Features & Functionality
5 / 5
Customer Support
4 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: ProsI like that it's easy to use. I have used other time and expense systems in the past and it would take forever to file my expenses. I like that I can quickly do my expenses and I get reimbursed fast.

Cons: What I like least about the software is that it's meant for mid-size and enterprise businesses and not for personal use.

Vendor Response

by DATABASICS on May 25, 2017

Thank you for your review!

Databasics is the most user friendly T&E application we have used in the past 15 years!

May 25, 2017
5/5
Overall
5 / 5
Ease of Use
5 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: User friendly! The admin functionality is very easy to navigate. The application flags policy exceptions for offshore audit team as well as approvers in the 4 level approval flow. Split screen capabilities allows audit team and approvers to view receipt attachments at the line item level. The application handles ALL interfaces/feeds from Amex, HR, PRS system and SAP. The Jasper reporting tool used for budgeting, T&E Spend and exception reporting. Helpdesk is actually VERY HELPFUL!!

Cons: Nothing really bad to say about the application it self, the help portal at times is a bit cumbersome.

Vendor Response

by DATABASICS on May 25, 2017

Thank you for your review!

User-friendly, easy, great support help

May 25, 2017
5/5
Overall
5 / 5
Ease of Use
5 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money
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Pros: User-friendly, mobile capabilities, ability to capture receipt on phone and email to an expense report

Cons: The inability to choose more than one expense to upload to an expense report, and then categorize and add them all to an expense report (instead of adding them one at a time).

Vendor Response

by DATABASICS on May 25, 2017

Thank you for your review!

I have had only good since we moved to solely Databasics- the service is wonderful!

May 25, 2017
5/5
Overall
4 / 5
Ease of Use
4 / 5
Features & Functionality
5 / 5
Customer Support
5 / 5
Value for Money
Likelihood to Recommend: 10.0/10 Not
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Pros: The ease of use and training for our users. Most all of our drivers transitioned easily to the new system and have had very minimal issues since. Any time we have had any trouble Support is always ready and willing to help out at a moments notice.

Cons: the fact that I haven't been able to learn every aspect of its capabilities yet. Not due to any fault of Databasics but of my own - just taking the time to learn/attend a webinar.

Overall: The ability to pull our payment to our drivers at any time. This will and has helped in rare instances that we missed a holiday deadline or someone was unable to submit expenses on time. We have enjoyed a better support system with troubleshooting.

Vendor Response

by DATABASICS on May 25, 2017

Thank you so much for your review!