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Turn Receipt Piles into Instant Reimbursements

No more shoebox accounting or employees waiting weeks for their money. Snap, submit, approve, pay; your team gets reimbursed faster than ever while you maintain complete control.

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Make Policy Violations Impossible, Not Just Detectable

Stop playing expense report detective. Set smart rules once, and watch as non-compliant spending gets blocked before it happens, not discovered months later during an audit.

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Easily Capture Expense by Project Spend.

With just a few clicks, ensure every dollar is accounted for and every project stays on budget. Whether you’re managing several clients, juggling internal initiatives, or tracking grant spending, you can assign costs exactly where they belong.

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The System That Stops Financial Chaos at the Source

Every expense hits payroll and your ERP with the right data, the right coding, and the controls to back it up. Clean data, clean audits.

Every company's spending culture is different. What works for a construction organization might not work for a GovCon firm. DATABASICS architects real solutions to real problems.

Our implementation team studies your workflows, understands your pain points, and builds expense processes that fit your business like a tailored suit. You can use any corporate card you already rely on to automatically import transactions into DATABASICS, eliminating manual entry and improving accuracy. Then we train your team, monitor adoption, and continuously optimize for maximum impact.

And when you need tighter control over spending before it ever hits the expense report, the DATABASICS Visa® Commercial Card adds another layer of intelligence. Real-time transaction data, automated itemization, and built-in policy enforcement give you cleaner reports and fewer surprises.

Because when your expense process works perfectly, everything else gets easier.

Onboarding & Setup

A dedicated implementation lead configures the system to match your workflows, policies, approvals, and compliance needs.

Card Program Enablement

Whether you use the DATABASICS Visa® Commercial Card or your existing bank cards, we enable real-time feeds, automated itemization, and cardholder policy controls, so you can bring all your card transactions into DATABASICS.

ERP & Payroll Integrations

We handle field mapping, sync rules, project and cost code alignment, and full testing to ensure clean data flow between systems.

Train-the-Trainer Training

Trainers get live training plus recorded sessions for ongoing reference.

Go Live Support

Hands on assistance during rollout to support smooth adoption and quick issue resolution.

Ongoing Help & Optimization

Responsive support and periodic check ins to keep your processes running efficiently as your business evolves.

“Before, expenses could lag 30 to 60 days before being billed to the customer. Now, the maximum lag should be closer to 30 days, so we’ve effectively cut that delay in half.”

Jennifer Agrait

Director of Finance

“The software is easy to learn and intuitive for our employees across the globe, and training needs were minimal.”

Icon PLC

CRO Industry

“The DATABASICS expense reporting tool is easy to use. As a user, what I like most is that all of my credit card expenses are already pre-populated and all I have to do is upload my receipts.”

Romark Laboratories

CRO Industry

DATABASICS enhances your expense process:

Intelligent Expense Capture: Automated receipt reading that understands context, not just text
Predictive Policy Enforcement: Stop violations before they happen with smart spending guardrails
Dynamic Approval Routing: Expenses flow to the right people at the right time, every time
Real-Time Financial Intelligence: Turn expense data into strategic insights, not just accounting entries
Enterprise-Grade Security: Bank-level encryption meets audit-ready documentation

Does DATABASICS work on mobile devices?

Yes. DATABASICS offers native iOS and Android apps. Employees can snap receipts, submit expenses, approve reports, and clock time from smartphones or tablets. All features available on desktop are accessible via mobile.

How fast can I submit an expense report with DATABASICS?

It’s almost real time! Take a photo of your receipt, and DATABASICS automatically extracts the vendor, amount, and date using OCR technology. The system auto-populates your expense report, and can automate approval routing.

Does DATABASICS prevent policy violations before spending happens?

Yes. DATABASICS blocks out-of-policy spending in real-time at the point of purchase through the DATABASICS Visa Commercial Card®, and flags policy violations before expenses reach approvers. Rules are enforced by category, merchant, department, and amount limits, stopping violations before they cost money.

How much faster are reimbursements with DATABASICS?

DATABASICS customers report up to 90% faster reimbursement cycles. One client reduced their expense billing lag from 60 days to 3 days. Speed depends on your approval workflow and payment method (ACH, paycheck, direct-to-card, or check), but automated approval routing and ERP sync eliminate manual delays.

What accounting systems does DATABASICS integrate with?

DATABASICS offers bi-directional integrations with Oracle NetSuite, Sage Intacct, Microsoft Dynamics (D365, GP, NAV, SL, AX), Deltek Costpoint, SAP, JD Edwards, and Acumatica. Setup includes field mapping, cost center alignment, and real-time data sync handled by dedicated implementation specialists. For the complete list of ERP, payroll, and HRIS integrations, visit our integrations directory.

How much does DATABASICS cost?

DATABASICS pricing is customized based on your number of expense reports, required integrations, and feature modules (time tracking, P-Card management). Enterprise pricing varies by complexity. Book a demo for a custom quote based on your requirements. Book a Demo

Can DATABASICS handle multi-level approval workflows?

Yes. DATABASICS supports unlimited approval levels with conditional routing based on dollar thresholds, departments, projects, or expense categories. Configure parallel approvals (multiple reviewers simultaneously), sequential approvals (step-by-step hierarchy), or hybrid workflows. Approval rules can trigger different paths based on amount, merchant, or employee level.

What ROI can I expect from DATABASICS?

DATABASICS customers report up to 95% reduction in expense administration time, 30% faster expense reconciliation, and 50% reduction in invoice processing time.

Organizations prevent 2-5% revenue leakage from policy violations and fraud. For a $10M revenue company, that's $200K-$500K annual savings before considering labor cost reduction from automation.

How long does DATABASICS implementation take?

3-6 weeks for most mid-market implementations, with simpler configurations going live in 2-3 weeks. Enterprise implementations with complex ERP integrations typically take 6-8 weeks. Timeline depends on number of integrations, approval workflow complexity, and policy configuration requirements.

What's included in DATABASICS implementation?

DATABASICS implementation includes:

Dedicated implementation lead who configures workflows, policies, and approvals
Complete ERP integration setup with field mapping and testing
Train-the-trainer sessions with recorded materials
Go-live support with hands-on assistance
Ongoing optimization check-ins

All integration work, including API connections and data sync rules, is handled by DATABASICS specialists.

Does DATABASICS set up ERP integrations, or do I need IT resources?

DATABASICS handles complete ERP integration setup including API configuration, field mapping, cost center alignment, sync rule creation, and end-to-end testing. Your IT team provides system credentials and reviews the configuration, but DATABASICS specialists can perform the technical integration work for NetSuite, Dynamics, Sage Intacct, and other platforms.