In today's fast-paced business environment, managing travel and expense reporting can be a challenging yet crucial task. Companies need a reliable solution that not only simplifies expense submissions but also enforces company policies, integrates with accounting systems, and provides valuable insights into spending trends. This blog post provides an in-depth comparison of three popular expense management platforms – Certify, Expensify, and Concur – to help you decide which solution fits your organization's unique needs.

Travel and expense management solutions have evolved significantly over the years. Gone are the days of juggling piles of receipts, spreadsheets, and manual data entry. Modern software streamlines these processes by automating receipt scanning, expense categorization, and policy compliance checks. In this article, we will explore the key features, functionalities, and pros and cons of Certify, Expensify, and Concur. Our goal is to provide you with a clear picture of each platform so you can make an informed decision when choosing your expense management solution.

Why Compare These Expense Solutions

Before we dive into the nitty-gritty of each platform, let's talk about why this comparison matters. Automating expense management isn't just about saving time; it's about transforming how your business handles money. A good system can slash administrative costs, keep everyone in line with company policies, and even give you insights into spending patterns you never knew existed.

Think about it: how much time does your finance team spend chasing down receipts or double-checking expense reports? With the right tool, they could be focusing on more strategic tasks instead. Plus, when it's easier for employees to submit expenses, they're more likely to do it promptly and accurately. That means faster reimbursements and happier staff.

But it's not just about convenience. As businesses grow, the ability to integrate expense management with other systems becomes crucial. You want a solution that plays nice with your accounting software, your Enterprise Resource Planning (ERP) system, and maybe even your travel booking tools. And let's not forget about scalability – your chosen platform should be able to grow with your business, handling more users and more complex processes as you expand.

Certify Overview and Features

Emburse Certify Expense, often simply known as Certify, is a well-known player in the expense management game. It's designed to give organizations a firm grip on travel spending while making the whole expense reporting process a breeze.

Certify shines when it comes to integrations. It hooks up seamlessly with ERP systems, hotel management platforms, and travel management companies. This means your data flows smoothly between different parts of your business, reducing the risk of errors and saving time on data entry.

One of Certify's standout features is its pre-approval workflows. This allows companies to set up a system where expenses get the green light before they're even incurred. It's like having a financial gatekeeper that ensures everything stays within budget from the get-go.

When it comes to receipts, Certify's got you covered. Their automated receipt management system lets users snap pictures of receipts with their phones. The software then uses Optical Character Recognition (OCR) to pull out all the important details automatically. No more squinting at faded receipts or typing in endless numbers.

Here are some key features that make Certify stand out:

• Robust Integrations: Seamless connections with various business systems
• Pre-Approval Workflows: Set budgets and approve expenses before they happen
• Automated Receipt Management: Easy receipt capture and data extraction
• Policy Enforcement: Real-time checks to keep spending in line with company rules

Certify Pros and Cons

Like any tool, Certify has its strengths and weaknesses. Let's break them down:

On the plus side, Certify is known for being user-friendly. Employees find it easy to capture receipts and create expense reports, which means faster adoption across the company. The platform also integrates well with various financial systems, making life easier for the accounting department.

Certify's mobile app is another strong point. It allows for on-the-go expense management with features like virtual corporate cards and real-time notifications. This is great for businesses with lots of traveling employees or remote workers.

However, it's not all smooth sailing. While everyday users might find Certify simple to use, administrators might face a bit of a learning curve. Some of the more advanced configuration options and bulk updates can require a bit of technical know-how.

There have also been some reports of challenges with receipt matching. Some users have noted that the system sometimes struggles to accurately determine whether a scanned document should create an expense report or just be recorded as a receipt.

Certify Pricing Structure

Certify offers a tiered pricing model that caters to businesses of different sizes. For small businesses with 1-25 employees, the Certify Now package provides an affordable entry point. Larger organizations with more complex needs might opt for the Professional package.

The pricing is flexible, typically including monthly per-user fees as well as report fees. This structure helps keep the total cost in line with your organization's size and expense volume. It's worth noting that while Certify might not be the cheapest option out there, many businesses find that the features and ease of use justify the cost.

Expensify Deep Dive

Expensify has made a name for itself as a cloud-based expense management solution, particularly popular among small to mid-size businesses and startups. It's known for its simplicity and powerful automation capabilities, making it a go-to choice for companies looking to streamline their expense processes without a lot of fuss.

At the heart of Expensify's offering is its SmartScan receipt capture feature. This nifty bit of tech uses OCR to automatically extract data from receipts, dramatically reducing the need for manual data entry. Imagine snapping a picture of your lunch receipt and having all the details – date, amount, vendor – automatically populated in your expense report. That's the kind of time-saver Expensify brings to the table.

But Expensify isn't just about receipt capture. It offers real-time expense tracking, giving both employees and managers a live view of spending as it happens. This can be invaluable for keeping budgets in check and spotting any unusual spending patterns quickly.

When it comes to playing nice with other software, Expensify doesn't disappoint. It integrates seamlessly with popular accounting platforms like QuickBooks Online, Xero, and Sage. This means your expense data can flow directly into your accounting system, making reconciliations a breeze and reducing the risk of errors from manual data transfer.

Let's take a closer look at some of Expensify's standout features:

• SmartScan Receipt Capture: Automatically extracts data from receipts
• Real-Time Expense Tracking: Monitor spending as it happens
• Accounting Software Integrations: Smooth data flow with popular platforms
• User-Friendly Mobile App: Highly rated for ease of use on the go

Expensify Advantages and Limitations

Expensify has earned its popularity for good reason, but like any solution, it has its pros and cons. Let's break them down:

On the positive side, Expensify is widely praised for its straightforward interface. Users find it easy to scan receipts and submit expense reports, which can lead to higher adoption rates within organizations. The real-time reporting feature is another big plus, allowing for timely insights into spending patterns.

For small businesses, Expensify's pricing is often a major draw. They offer a free version with basic features, making it an attractive option for startups or small teams just getting started with expense management. Even their paid plans are competitively priced compared to some other options in the market.

Another strong point is Expensify's automated policy enforcement. The system can automatically flag expenses that don't comply with company policies, saving time for managers and ensuring consistent rule application.

However, Expensify isn't without its limitations. While it's great for small to medium-sized businesses, larger enterprises with more complex requirements might find it lacking in some areas. The customization options, while sufficient for many, may not meet the needs of organizations with highly specific or intricate expense policies.

Some users have also reported issues with customer support, particularly during busy periods. While this isn't a universal experience, it's something to keep in mind, especially if you anticipate needing a lot of help during implementation or for ongoing issues.

Expensify Pricing Options

Expensify's pricing structure is designed to be accessible for businesses of all sizes. Their Team plan starts at around $4.99 per user per month, offering a solid set of features for small to medium-sized organizations. For larger companies or those with more complex needs, they offer Corporate and Enterprise plans with additional features and customization options.

One of Expensify's most attractive offerings is their free version. This allows very small teams or individual users to try out the platform and get a feel for its capabilities before committing to a paid plan. It's a great way to test the waters and see if Expensify is the right fit for your organization.

Concur In-Depth Analysis

SAP Concur stands out as a comprehensive, enterprise-grade travel and expense management solution. It's particularly well-regarded for its broad feature set and deep integration capabilities, making it a popular choice for larger organizations with complex travel and expense needs.

One of Concur's standout features is its ability to expedite expense reporting. The platform can automatically incorporate data from travel itineraries and credit card transactions into expense reports, significantly reducing the time and effort required from employees. This level of automation can be a game-changer for organizations dealing with high volumes of travel expenses.

When it comes to integrations, Concur really flexes its muscles. It doesn't just connect with ERP systems; it also plays well with travel booking tools, compliance software, and corporate credit card providers. This comprehensive integration capability allows for a truly holistic approach to travel and expense management.

For managers and finance teams, Concur offers powerful expense analysis tools. Its dashboards provide an "at-a-glance" overview of spending trends, making it easier to monitor expenses across departments and identify areas for potential cost savings.

Here are some of Concur's key features:

• Expedited Expense Reporting: Automatic incorporation of travel and credit card data
• Advanced Integration: Connects with a wide range of business systems
• Instant Expense Analysis: Dashboards for quick spending trend insights
• Multi-Layered Approval Workflows: Complex routing for policy compliance

Concur Strengths and Weaknesses

Concur's comprehensive feature set is both its greatest strength and, in some ways, its weakness. Let's break it down:

On the positive side, Concur offers a truly robust solution for large, complex organizations. Its wide range of functionalities, including travel booking and VAT reclamation, makes it a one-stop-shop for multinational corporations with diverse needs. The platform's support for multi-currency transactions and adherence to international compliance standards is particularly valuable for global enterprises.

Concur's reporting capabilities are another strong point. The platform offers detailed analytics that allow for deep insights into spending trends and policy adherence. This can be invaluable for organizations looking to optimize their travel and expense policies.

The mobile accessibility of Concur is also worth noting. Despite the platform's complexity, the dedicated mobile app ensures that employees can manage their expenses from anywhere, although some users report a steeper learning curve compared to simpler solutions.

However, Concur's comprehensive nature comes with some drawbacks. The platform tends to be more expensive than alternatives like Certify or Expensify, which can make it less viable for smaller organizations or those with tighter budgets.

The complexity of Concur can also lead to a more complicated setup process. Organizations may need to invest significant time and resources in configuring the system to their needs and training employees on its use. Some users have noted that the interface can appear cluttered and less intuitive compared to more streamlined competitors.

Concur Pricing Structure

When it comes to pricing, SAP Concur takes a flexible approach, tailoring its offerings to the specific needs of each organization. However, this customization means that enterprises typically need to request a quote to get accurate pricing information.

The pricing for Concur generally reflects its comprehensive offering and is best suited for large organizations that need to handle complex expense management workflows. While this can mean a higher cost compared to some alternatives, many large enterprises find that the extensive features and integration capabilities justify the investment.

It's worth noting that the final price can vary significantly based on factors such as the number of users, the specific modules and integrations required, and the level of customization needed. Organizations considering Concur should be prepared for a potentially significant investment, but also for a solution that can scale and adapt to complex business needs.

Comparative Analysis

Now that we've taken a deep dive into each platform, let's put them side by side and see how they stack up. This comparison will help you get a clearer picture of which solution might be the best fit for your organization's unique needs.

Feature Comparison

Let's start by looking at how these platforms compare in terms of key features:

1. Integrations:
   • Certify excels in ERP and travel system integrations.
   • Expensify shines with accounting software integrations, ideal for small to mid-sized businesses.
   • Concur offers the deepest and broadest integrations, including travel booking systems and ERP solutions.
2. Mobile Functionality and User Experience:
   • Certify provides a strong mobile app and user-friendly interface, great for on-the-go management.
   • Expensify is known for its intuitive mobile application with real-time updates and easy receipt scanning.
   • Concur offers comprehensive mobile functionality but can be less intuitive due to its complex feature set.
3. Expense Reporting and Automation:
   • Certify leverages pre-approval workflows and automated receipt matching.
   • Expensify's SmartScan feature enables efficient and nearly automated expense reports.
   • Concur utilizes automated reporting that integrates travel and expense data for detailed insights.
4. Compliance and Policy Enforcement:
   • Certify offers built-in tools for enforcing travel and expense policies before, during, and after expenditures.
   • Expensify automatically flags non-compliant expenses, suitable for companies with straightforward policies.
   • Concur provides highly configurable approval workflows and compliance checks, ideal for large, multi-national enterprises.

Pricing Models

The pricing approach of each platform caters to different market segments:

• Certify is best suited for small to medium-sized businesses, offering tiered pricing with clear per-user fees.
• Expensify provides an affordable entry-level option for small teams, along with enterprise options and a free version.
• Concur, being more expensive, is designed primarily for larger companies and typically offers custom-quoted pricing based on integrated features and volume.

Customer Support and User Feedback

User experiences and support quality can vary significantly between platforms:

• Certify generally receives praise for its reliable integration and performance, though some administrative tasks may pose challenges.
• Expensify is widely appreciated for its clean user experience and real-time capabilities, but some users have expressed concerns about support consistency.
• Concur is lauded for its robust feature set and global compliance support, yet its complexity and occasional interface clunkiness have been noted in user reviews.

Choosing the Right Solution

Deciding between Certify, Expensify, and Concur isn't just about features and price tags. It's about finding the right fit for your organization's unique needs, culture, and growth trajectory. Let's break down some scenarios to help guide your decision.

For small to medium-sized enterprises, Expensify's simplicity and affordability make it an attractive choice. If you're a startup or a growing business that needs a quick-to-deploy, easy-to-use system, Expensify could be your go-to. It's particularly great if you're looking for seamless integration with popular accounting software like QuickBooks or Xero.

However, if your small or medium-sized business has more complex travel requirements or needs more robust pre-approval processes, Certify might be the better option. It offers a good balance of features and user-friendliness, making it a solid choice for companies that have outgrown basic expense tracking but aren't ready for an enterprise-level solution.

For larger enterprises, especially those with global operations and complex travel requirements, Concur's extensive feature set and robust integrations provide the necessary depth. Yes, it comes with a steeper learning curve and a higher price tag, but for organizations dealing with multi-currency transactions, intricate approval workflows, and the need for detailed analytics, Concur offers the comprehensive solution they need.

Consider these factors when making your decision:

1. Size and complexity of your organization
2. Volume of expenses and travel bookings
3. Need for integrations with existing systems
4. Budget constraints
5. User-friendliness requirements
6. Reporting and analytics needs

Remember, the goal is to find a solution that not only meets your current needs but can also scale with your business as it grows. Don't just think about where your company is today, but where it might be in three to five years.

Implementation and Adoption

Choosing the right expense management solution is only half the battle. The real challenge often lies in implementation and ensuring widespread adoption across your organization. Here's how you can set yourself up for success:

First, involve key stakeholders from the start. This includes representatives from finance, IT, and the departments that will be using the system most frequently. Their input can be invaluable in tailoring the implementation to your organization's specific needs and workflows.