DATABASICS Time & Expense
Expense management software
Travel & expense software
Time tracking software
Accounting & finance software
- Features
- Ease of use
- Ease of management
- Quality of support
- Affordability
- Market presence
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$300 per month
Free Trial unavailableFree version unavailable
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What is DATABASICS Time & Expense
DATABASICS Time & Expense is a web and mobile application for capturing employee time, travel, and expense data and routing it through configurable approval workflows. It is used by organizations that need policy-based expense reporting, project/job costing, and integration of approved time and expenses into payroll, ERP, or accounting systems. The product combines time entry and expense reporting in one platform, with administrative controls for rules, approvals, and auditability. It is typically deployed for mid-sized to enterprise teams with distributed employees and client-billable work.
Unified time and expense capture
The product supports both time tracking and expense reporting in a single system, which can reduce duplicate employee profiles, approvals, and reporting across separate tools. This is useful for professional services and project-based organizations that need to associate labor and expenses to the same project or cost center. Consolidated data also simplifies downstream reconciliation and internal reporting. Mobile support enables on-the-go entry for traveling employees.
Configurable approvals and policies
Administrators can configure multi-step approval workflows and apply policy rules to control what gets submitted and approved. This helps organizations enforce spend governance and maintain an audit trail for reviews and exceptions. Configurability is important for companies with multiple entities, departments, or client-specific billing rules. The workflow approach aligns with common finance controls used in travel and expense programs.
Integration-oriented for back office
DATABASICS is commonly positioned to integrate approved time and expense data with accounting, ERP, and payroll environments. This supports automated posting and reduces manual re-keying into finance systems. Integration capabilities are a key requirement for organizations that treat T&E as part of broader accounting and project costing processes. It also helps standardize reporting across finance and operations.
Not a full spend suite
The product focuses on time and travel/expense processes rather than end-to-end procurement and broader spend management. Organizations looking for a single platform that covers sourcing, purchasing, invoicing, and payments may need additional systems. This can increase integration and administration effort across the finance stack. Fit is strongest when the primary need is employee time and expense capture and control.
Implementation and admin overhead
Configurable workflows, policy rules, and integrations typically require setup, testing, and ongoing administration. Companies with limited IT/finance operations capacity may find initial rollout and change management more involved than lighter-weight tools. Ongoing maintenance can include rule updates, org changes, and integration monitoring. This is a common trade-off for platforms designed for complex approval and accounting requirements.
User experience varies by configuration
Employee and approver experience can depend heavily on how forms, fields, and rules are configured. Overly complex configurations can increase time-to-submit and create more exceptions that require manual handling. Mobile and receipt workflows may not match the simplicity of products designed primarily for card-first, real-time spend capture. Organizations should validate usability with representative user groups during evaluation.
Plan & Pricing
Time Plans
| Plan | Price | Key features & notes |
|---|---|---|
| Essentials | Starts at $400 per month | Best for teams with 25+ users; standard timesheet entry, time in/out by activity, one reporting period, mobile app, overtime/double-time validation, approval workflows, basic dashboards & export; one-time setup fee; training (6 hours included); Support: Web/Email/Phone. |
| Core | Starts at $800 per month | Ideal for teams with 50+ users; includes Essentials features plus geo-fenced clock in/out, multiple/custom reporting periods, PTO/leave management, configurable approval workflows, custom reporting, DBee AI assistant; one-time setup fee; training (8 hours included). |
| Enterprise | Custom pricing ("Let's Talk") | For 500+ users; all Core features plus meal/rest break validation, auto-create timesheets, advanced policy enforcement, custom reporting, SAP/Deltek integrations, SSO (SAML), API access, multi-language; one-time setup fee based on requirements; tailored training/support. |
Expense Plans
| Plan | Price | Key features & notes |
|---|---|---|
| Essentials | Starts at $300 per month | Best for businesses with 25+ expense reports per month; OCR receipt capture, mobile app, Google Maps mileage, daily currency rates, policy validation, approval workflows, ACH reimbursements (USD/CAD); one-time setup fee; training (6 hours included); Support: Web/Email/Phone. |
| Core | Starts at $700 per month | Ideal for 100+ expense reports per month; includes Essentials features plus travel authorization, cash advance and vendor payments, multiple credit card feeds, configurable approval flows, VAT/CAN tax support, multi-currency reporting, global ACH (200+ countries / 140 currencies), DBee assistant; one-time setup fee; training (8 hours included). |
| Enterprise | Custom pricing ("Let's Talk") | For 500+ expense reports per month; includes Core features plus auto-create expense reports, Level 3 card data, travel booking matching, custom per diem rules, advanced integrations, API/SSO options; one-time setup fee; dedicated professional services & priority support. |
Bundle
Time & Expense Suite: 20% discount on combined subscription when Time and Expense are bundled (mix-and-match plan levels). Pricing is volume-based, billed monthly or quarterly in advance; one-time implementation/setup fees apply.
Seller details
DATABASICS, Inc.
Reston, VA, USA
1997
Private
https://www.data-basics.com/
https://x.com/databasics
https://www.linkedin.com/company/databasics/
