With many software platforms available, three names often come to mind: SAP Concur, Expensify, and Certify. In this comprehensive guide, we take an in-depth look at these three platforms to help you understand their features, advantages, and considerations. By comparing Concur vs Expensify vs Certify, you can make an informed decision that suits your company’s travel and expense management needs.

Introduction

Expense management is not just about tracking receipts or managing reports—it is a critical tool for maintaining financial efficiency, enforcing policies, and simplifying business travel. As organizations continue to grow and adopt digital tools for managing expenses, software platforms such as SAP Concur, Expensify, and Certify have become popular. Each has its own set of features, pricing structures, and user experiences.

In this guide, we explore each tool’s unique strengths, share insights from user reviews, and highlight key differences and similarities. Whether you are a small business owner or part of an enterprise organization, understanding the nuances of these solutions will help you select the best fit for your expense reporting process.

Why Compare Expense Management Solutions?

Expense management software is designed to:

• Streamline workflows: Automated receipt scanning, report creation, and travel expense integrations remove manual data entry and file tracking.
• Enforce compliance: Integrating expense policies into the approval process ensures that spending stays within budgets and adheres to company guidelines.
• Improve cost control: Real-time reporting and analysis help monitor spending and identify cost-saving opportunities.
• Enhance mobility: Mobile applications allow employees to capture receipts on the go, resulting in faster submissions and reimbursements.

By comparing Concur, Expensify, and Certify, companies can choose a solution that aligns with their business needs, budgetary constraints, and the scale of operations. Each platform brings something different to the table, and knowing these differences helps stakeholders streamline processes and improve financial oversight.

Platform Overviews

SAP Concur

SAP Concur is known as a comprehensive, integrated solution for managing business travel and expenses. It combines functionalities for travel booking, expense reporting, and corporate card integration. Concur is trusted by many large enterprises and global organizations for its robust capabilities.

Key Features

• Expedited travel expense reporting: Concur allows users to quickly create reports directly from their travel itinerary. It automatically captures expenses paid by corporate credit cards and through e-receipts.
• Robust integrations: Concur integrates seamlessly with ERP systems, travel management companies (TMCs), and accounting software. This supports a smooth data flow across multiple channels.
• Instant travel expense analysis: With advanced dashboards and reporting tools, management can quickly gain visibility into spending across departments or projects.
• Policy compliance: The system’s approval workflows and policy integration help enforce compliance by automatically flagging out-of-policy expenditures.

Pros and Cons

Pros:

• Comprehensive integration with accounting and travel systems
• Automated and expedited expense reporting
• Advanced reporting and analytics capabilities

Cons:

• The interface can sometimes feel dated and cluttered
• Implementation and customization can be complex, particularly for smaller organizations
• Some users find that the learning curve is steep when transitioning from simpler tools

Pricing Structure

SAP Concur pricing is flexible and typically requires contacting the vendor for a quote as it scales based on organization size, implementation complexity, and additional functionalities required. This approach suits large enterprises with complex travel and expense needs.

Expensify

Expensify is a popular cloud-based expense management solution aimed primarily at individuals, startups, and small to mid-sized businesses. The platform is well known for its user-friendly interface and clever automation features, making expense reporting straightforward and quick.

Key Features

• Receipt scanning and SmartScan: Users can simply snap a photo of their receipt, and Expensify’s optical character recognition (OCR) technology automatically extracts details like amount, date, and merchant.
• Real-time expense tracking: The platform provides immediate insights into spending as transactions occur, reducing the administrative burden on finance teams.
• Automated expense categorization: Expenses are automatically sorted into categories, which simplifies report creation and analysis.
• Mobile and web integrations: Expensify offers robust integrations with popular accounting systems (e.g., QuickBooks, Xero) and even banking data transfer, making reconciliation faster.

Pros and Cons

Pros:

• Intuitive and easy-to-use interface
• Mobile-friendly with real-time tracking and expense reporting
• Competitive pricing that is especially attractive for small businesses

Cons:

• May lack some of the advanced features required by large enterprises
• Some users have noted occasional issues with customer support response time
• For organizations with more complex travel management needs, the tool might be too simplified

Pricing Structure

Expensify offers a free plan for individuals and solopreneurs with basic receipt scanning and expense tracking. For team usage, its paid plans start at around $5 per user per month on the Collect plan and go up to around $9 per user per month on the more comprehensive Control plan. An enterprise option is available at higher pricing tiers with added customization and support.

Certify

Certify, part of the Emburse suite of T&E (travel and expense) management solutions, emphasizes simplicity and efficiency in expense report creation. Its user-friendly design and integrated travel messaging features set it apart. Certify focuses on reducing the administrative burden on employees while helping finance teams maintain control over spending.

Key Features

• Robust integrations: Certify connects seamlessly with ERP systems, travel management companies, and accounting software, simplifying data consolidation.
• Pre-approval workflow: Unlike many post-trip expense systems, Certify allows managers to pre-approve expenses, ensuring that spending remains within set budgets.
• Mobile expense reporting: With mobile capabilities that include receipt capture and virtual corporate card management, Certify enables on-the-go expense submission.
• Automation of expense policies: Built-in automation helps ensure employees adhere to company policies, reducing the frequency of non-compliant expense reports.

Pros and Cons

Pros:

• Simple, straightforward interface that minimizes the learning curve
• Integrated mobile and cloud-based functionalities that support on-the-go employees
• Effective pre-approval workflows that streamline expense management

Cons:

• Labeling and categorizing receipts can sometimes be confusing for new users
• Some users have reported challenges when correcting errors once they occur in reports
• Advanced customizations may require technical expertise, limiting ease for non-technical administrators

Pricing Structure

Certify offers a versatile pricing model designed for different organization sizes. For small businesses with up to 25 employees, the “Certify Now” plan is available at roughly $12 per user per month. For larger companies, the Professional package provides more comprehensive features and customization options that can better support mid-sized organizations through enterprise scale.

Comparison Summary Table

Below is a simplified comparison table highlighting some of the essential features and differences between the three platforms:

FeatureSAP ConcurExpensifyCertifyPrimary TargetLarge enterprises, mid-marketSmall to mid-sized businessesSmall to mid-sized organizationsReceipt ScanningOCR-based with mobile app supportSmartScan with OCR technologyMobile app with receipt captureExpense Report AutomationExpedited, integrates travel & card dataAutomated expense categorization & real-time trackingPre-approval and report automationIntegrationsERP, TMCs, advanced travel integrationsAccounting software like QuickBooks, XeroERP, TMCs and accounting toolsEase of UsePowerful but can be clunkyHighly intuitive and user-friendlySimple interface with some technical nuancesPricingQuote-based for large organizations; flexibleStarts at $5–$9 per user per monthStarts at ~$12 per user per monthMobile AccessibilityRobust mobile functionalityExcellent mobile app supportAvailable on iOS and Android

Key Considerations When Choosing Between Concur, Expensify, and Certify

When evaluating expense management solutions, consider the following factors:

1. Business Needs and Size:
   • For large enterprises with complex travel and expense needs, SAP Concur’s extensive integrations and advanced reporting capabilities may be more suitable.
   • For smaller companies or startups, Expensify offers a simple, cost-effective solution that is easy to deploy and use.
   • Certify strikes a balance with a straightforward interface and strong pre-approval features, making it ideal for organizations seeking an efficient yet flexible solution.
2. Integration Requirements:
   • Does your company use specific ERP systems, travel booking tools, or accounting software? Make sure your chosen solution integrates smoothly with your existing tech stack.
   • SAP Concur boasts robust integrations with major systems, whereas Expensify and Certify are known for seamless connections with widely used accounting software.
3. User Experience and Mobility:
   • If on-the-go expense reporting is critical for your workforce, examine the mobile apps offered by each platform.
   • Expensify is particularly noted for its intuitive, user-friendly mobile interface. However, SAP Concur and Certify also offer strong mobile functionalities that support real-time expense capture.
4. Compliance and Approval Workflows:
   • Evaluate the extent to which each platform supports enforcing company policies.
   • Certify’s pre-approval process minimizes the risk of unauthorized spending, while SAP Concur offers a comprehensive compliance framework designed for global operations.
   • Expensify provides automated policy checks and categorization features that reduce the manual effort required.
5. Cost and Scalability:
   • Look at both the direct pricing per user per month and the broader value proposition. SAP Concur may involve a more significant investment but offers scalability and advanced features for large organizations.
   • Expensify, with its lower entry-level pricing, is attractive for small businesses. Certify offers a middle-ground pricing model that scales as your company grows.
   • Be sure to compare the implementation costs, ongoing subscription fees, and potential customization charges.
6. Customer Support and Training:
   • A responsive support team and comprehensive onboarding materials can ease the transition process.
   • User reviews indicate that while Expensify’s support is generally well received, SAP Concur sometimes faces challenges with response times and interface complexities. Certify similarly offers good support but may require training for non-technical users.

User Reviews and Real-World Experiences

SAP Concur

User reviews for SAP Concur highlight its comprehensive features and effectiveness in managing global travel and expense reporting. Many users appreciate the system’s ability to enforce spending policies and maintain financial oversight through detailed analytics. However, some reviews also point out that the interface can be overwhelming, particularly for new users, and that extensive configurations might require dedicated IT support.

Expensify

Expensify is lauded for its ease of use and rapid receipt processing. Users find it especially beneficial for managing day-to-day expenses, with features like SmartScan drastically reducing manual input time. Small businesses and freelancers, in particular, appreciate its accessible pricing and streamlined reporting process. On the downside, some users feel that Expensify may be too simplistic for organizations with complex policy requirements.

Certify

Certify receives high marks for its intuitive user interface and efficient pre-approval workflows. It is especially popular in organizations that want to automate expense reporting while retaining full control over travel and expense budgets. Some users have noted minor difficulties in navigating certain labeling features, but overall, Certify’s blend of simplicity and functionality tends to result in high user satisfaction.

Alternatives and Evolving Competitors

In a market that continues to evolve rapidly, it is not unusual for organizations to re-evaluate their expense management software. Some competitors mentioned in the industry include Happay, Rippling, and even niche solutions like Rydoo and Fyle. For instance:

• Happay is recognized for its ease-of-use and intuitive product direction, often outperforming Concur in mobile functionality and booking ease.
• Rippling and Fyle offer integrated solutions that combine corporate card management with advanced expense tracking and are ideal for businesses looking to modernize their financial operations.

When comparing Concur vs Expensify vs Certify, it is also important to look at what new players are offering and evaluate them against your company’s future needs. Technology is constantly advancing, and a solution that meets today’s demands may need to scale and adapt in the future.

Making the Decision

Choosing between Concur, Expensify, and Certify involves several practical steps:

1. Set Up Demos and Trials:
   Request a demo or trial from each provider. Hands-on experience can help uncover usability differences and confirm whether key integrations work with your current systems.
2. Gather Feedback from Users:
   Involve the team members who will use the system daily. Their insights into ease-of-use, mobile functionality, and overall satisfaction are invaluable in clarifying the best fit for your company culture and workflow.
3. Consult Your Technical and Finance Teams:
   Assess each platform’s compatibility with your existing IT infrastructure and financial systems. Collaboration between finance and IT will ensure that the solution conforms with policy requirements and data security standards.
4. Evaluate Total Cost of Ownership:
   Consider both the upfront subscription costs and the long-term benefits such as time savings, improved expense compliance, and error reduction. A cost-effective solution may offer significant ROI when it streamlines internal processes.
5. Consider Future Scalability:
   As your organization grows, your expense management software should scale with you. Whether you opt for the configuration flexibility of SAP Concur or the simplicity of Expensify and Certify, ensure that the chosen solution can accommodate an expanding user base and evolving business needs.

Final Thoughts

Each platform offers distinct advantages when compared side by side. SAP Concur is ideal for larger, globally oriented organizations that need detailed analytics, comprehensive policy compliance, and robust integrations. Expensify is best suited for smaller businesses and freelancers who desire an intuitive, low-cost solution with efficient mobile capabilities. Certify, meanwhile, offers a balanced approach with user-friendly design and effective pre-approval workflows, making it a strong contender for mid-sized organizations aiming to streamline their expense management process.

The decision between Concur, Expensify, and Certify ultimately depends on your organization’s specific requirements. Consider factors such as the size of your company, the complexity of your travel and expense workflows, integration needs, budget, and the technical expertise of your team. By carefully weighing these factors, you can select the solution that not only addresses your current challenges but also supports your business’s long-term growth and financial control.

Remember, adopting the right expense management solution is not just about improving administrative efficiency—it also enhances financial compliance, reduces errors, and frees up valuable time for strategic decision-making. Whether you need advanced policy automation or simply a tool that works reliably on your smartphone, thorough research and a hands-on trial will reveal the best match for your unique business landscape.

Summary

In this blog post, we compared the three major expense management solutions: SAP Concur, Expensify, and Certify. Here are the key takeaways:

• SAP Concur is best for large enterprises with complex travel and expense requirements. Its powerful integrations and advanced reporting are its key strengths, albeit with a more complex interface.
• Expensify offers a streamlined, user-friendly experience perfect for small to mid-sized organizations. Its SmartScan and real-time tracking features significantly reduce manual data entry and improve immediate expense control.
• Certify delivers an appealing balance between simplicity and functionality with effective pre-approval processes and straightforward mobile capabilities. Its pricing and ease-of-use make it attractive for companies looking to enforce expense policies while keeping the workflow smooth.

By understanding these differences and considering your organizational needs, you can select a tool that not only manages expenses but also supports overall financial strategy and compliance.

When it comes to choosing among concur vs expensify vs certify, there is no one-size-fits-all solution. Each platform has unique strengths and potential drawbacks that you must balance against your company’s workload, budget, and internal processes. Purchasing the right expense management software will ultimately save your admin team significant time and effort while driving better financial insight and compliance across your organization.

Take the time to request demos, gather feedback, and run trials with your finance and IT teams so that you can confidently decide which platform will support your business goals. With the right choice, you will not only streamline expense submission and tracking but also empower employees to focus on more strategic tasks—ultimately contributing to improved corporate financial health.

We hope this comprehensive guide has provided you with the necessary insights into SAP Concur, Expensify, and Certify. By understanding their differences and how they match up against your particular needs, you’ll be poised to make the best decision for a resilient and scalable expense management solution.

Happy expense managing!

Feel free to leave your comments or reach out if you have any questions or need further details on any of these platforms. Your feedback and experiences are welcome as we continue to explore the best practices in expense management.