Expense management software is essential for companies looking to simplify how employees submit receipts, generate expense reports, and get reimbursed quickly. Today, we're taking an in-depth look at three popular solutions in the space: Expensify, SAP Concur, and Certify. In this blog post, we will compare these platforms from various angles such as ease of use, automation, integration, pricing, mobile accessibility, reporting, and more. Whether you're a small business owner or part of a large enterprise, understanding the nuances among these tools can help you choose the right solution for your company's needs.

Streamlining Expense Management

Managing expenses manually or using spreadsheets can be both error-prone and time-consuming. Modern expense management platforms automate many repetitive tasks—from receipt scanning to report generation—saving companies time and money while increasing policy compliance and reducing errors. In this post, we will compare three widely used tools in the market: Expensify, SAP Concur, and Certify (Emburse Certify).

Expensify is known for its intuitive interface and real-time receipt tracking. It's a popular choice among small to medium-sized businesses looking for a straightforward solution. SAP Concur, on the other hand, is favored by large enterprises for its extensive integration with travel booking and Enterprise Resource Planning (ERP) systems. Certify, now part of the Emburse family, is appreciated for its automation features and cost-effectiveness for small to mid-sized companies.

By exploring the key features and the pros and cons of these platforms, you can make an informed decision about which tool fits best with your organizational workflows. Let's dive deeper into why expense management software matters and how it can benefit your business.

Why Expense Management Matters

Traditional manual methods of managing expenses, such as using spreadsheets or paper-based receipts, are inefficient and often result in delayed reimbursements, increased administrative overhead, and potential compliance issues. Automated expense platforms streamline the entire process, offering several key benefits:

• Reduced Manual Data Entry: With Optical Character Recognition (OCR)-powered receipt scanning, employees can simply photograph their receipts and let the software extract necessary details.
• Ensured Policy Compliance: Automated rules help prevent out-of-policy spend and remove opportunities for error.
• Time and Cost Savings: Faster processing, accurate reporting, and integration with accounting systems lead to better financial control.
• Actionable Insights: Detailed analytics dashboards offer companies clear visibility into spending trends and opportunities for cost savings.

In today's competitive business environment, automating expense management is no longer a luxury—it's a necessity. By implementing the right software, companies can increase efficiency and allow finance teams to focus on strategic projects rather than administrative tasks.

Expensify Overview and Features

Expensify is a cloud-based expense management solution that has gained popularity among small to mid-sized businesses. Its user-friendly interface and real-time tracking capabilities make it an attractive option for companies looking to streamline their expense processes.

One of Expensify's standout features is its SmartScan technology. This OCR-powered tool automatically scans receipts, extracts key information such as merchant name, amount, and date, and populates expense reports. This feature significantly reduces the time employees spend on manual data entry and minimizes errors in expense reporting.

The platform also offers real-time expense tracking through its intuitive mobile app, available for both iOS and Android devices. This allows users to capture expenses on the go, ensuring timely and accurate reporting. Additionally, Expensify's corporate card integration automatically associates card transactions with expense reports, further reducing the need for manual reconciliation.

Here are some key features that set Expensify apart:

• Automated Approval Workflows: Managers can set expense policies and automatically route expenses for approval, ensuring compliance.
• Integration with Accounting Software: Expensify connects seamlessly with popular accounting systems like QuickBooks, Xero, and NetSuite.
• User-Friendly Interface: The platform's simple, chat-like design makes it easy for employees to submit expenses with minimal training.

While Expensify offers many advantages, it's important to consider both its strengths and weaknesses when evaluating it for your organization.

Pros:

1. Intuitive and easy-to-use interface that requires minimal training.
2. Quick receipt capture and expense report generation streamline the submission process.
3. Real-time tracking and automatic integration with corporate card transactions improve accuracy.
4. Transparent pricing with plans starting as low as $5 per user per month for many teams.

Cons:

1. Some users have reported issues with customer support, especially for complex queries.
2. While fast and straightforward, Expensify may not offer the deep customization required by large enterprises.
3. Its English-only interface can be a limitation for international companies.

SAP Concur Features and Benefits

SAP Concur is an established name in the expense management industry, particularly popular among larger organizations and multinational enterprises. The platform goes beyond simple expense reporting, offering a comprehensive solution that incorporates travel booking and integrated invoicing.

One of SAP Concur's key strengths lies in its all-inclusive approach to travel and expense management. The platform handles everything from business travel booking to expense report automation, reimbursement, audit, and even business intelligence. This integrated approach can be particularly beneficial for companies looking to streamline their entire travel and expense process under one system.

The mobile app offered by SAP Concur is another notable feature. It enables employees to capture receipts, book travel, and manage expenses on the go. While some users mention a slightly steeper learning curve compared to simpler solutions, many appreciate the robust functionality it offers.

SAP Concur's extensive integration options set it apart from many competitors:

• ERP System Integration: The platform integrates natively with various ERP systems, especially SAP's own solutions.
• Travel Booking Systems: Concur connects with several major travel booking systems, enabling automated reconciliation and compliance.
• Advanced Compliance and Audit: Configurable workflows and policy enforcement automatically flag out-of-policy expenses in real-time.

For businesses operating on a global scale, SAP Concur offers features designed to support multinational operations:

1. Multi-currency support for easier management of international expenses.
2. VAT reclamation capabilities to help recover eligible tax expenses.
3. Adherence to global security standards such as ISO/IEC 27001, General Data Protection Regulation (GDPR), and Payment Card Industry Data Security Standard (PCI DSS).

While SAP Concur offers a robust set of features, it's important to weigh both its advantages and potential drawbacks:

Pros:

• Comprehensive suite integrating travel booking with expense management.
• Strong compliance and audit features significantly reduce non-compliant expenses.
• Robust integration with enterprise systems, making it ideal for large companies.
• Continual updates enhance speed and expand functionality based on client feedback.

Cons:

• The interface can appear cluttered and less intuitive compared to newer solutions.
• Implementation may be complicated due to multiple modules and differing team practices.
• Higher pricing and complexity may be overkill for small businesses or startups.
• Some users report occasional performance issues such as delayed loading or slow response times.

Certify (Emburse Certify) Features

Certify, recently rebranded as part of the Emburse family, has gained recognition for its user-friendly design and favorable pricing, particularly among small to mid-sized organizations. The platform emphasizes automation and streamlined workflows to simplify the expense management process.

One of Certify's standout features is its unified process and workflow management. The platform integrates travel booking, expense reporting, and invoice processing into a single cohesive system. This unified approach simplifies the user experience and can lead to increased efficiency in managing business expenses.

Like its competitors, Certify offers automated receipt capture using OCR technology. Users can easily snap photos of receipts or email them directly to the system, which then extracts relevant information and populates expense reports. This feature significantly reduces the time and effort required for manual data entry.

Certify also provides several other notable features:

• Pre-Approval Capabilities: The platform offers precursory steps for approving travel expenses, allowing companies to manage costs proactively before the expense is incurred.
• Integration with Accounting Systems: Certify integrates with various accounting and ERP systems, enabling seamless data flow between expense reports and financial systems.
• User-Friendly Interface: Many customers appreciate Certify's "computer/people friendly" design, which makes the expense reporting process less burdensome for both submitters and approvers.

When considering Certify for your organization, it's important to weigh its strengths and potential limitations:

Pros:

1. Excellent for companies with straightforward expense management needs.
2. Offers a unified platform that tightly integrates with travel and accounting systems.
3. User-friendly design praised by many for reducing the complexity of expense submissions.
4. Favorable pricing makes it a strong contender for small to mid-sized companies.

Cons:

1. Some users highlight that advanced customization features may be limited compared to more comprehensive systems.
2. Integration with corporate card programs has faced intermittent issues.
3. As organizations grow, some businesses may require additional functionality that Certify's basic plans do not provide.

Head-to-Head Comparison

When comparing Expensify, SAP Concur, and Certify, it's helpful to examine several key dimensions that can impact your decision. Let's break down how these platforms stack up against each other in terms of ease of use, integration capabilities, reporting features, mobile accessibility, and pricing.

Ease of Use and User Experience

Expensify is known for its emphasis on simplicity. Its chat-like interface allows employees to quickly learn how to capture receipts and submit expenses. While this simplicity is a major advantage, some reviewers note that the platform's functionality may feel basic for complex expense policies.

SAP Concur, designed for enterprise-level operations, offers a robust interface that can be overwhelming at first. The wealth of features and travel integrations may require a longer onboarding period. However, for businesses that need advanced controls and customization, Concur's complexity is often seen as a worthwhile trade-off.

Certify strikes a balance between functionality and simplicity. It's often favored for its unified, streamlined process where both employees and finance teams benefit from a less cumbersome workflow. Users frequently remark that it is "more computer/people friendly" than some of its competitors.

Integration and Automation

Integration capabilities can significantly impact the efficiency of your expense management process. Here's how the three platforms compare:

• Expensify offers strong integration with popular accounting software and includes a corporate card feature that automatically reconciles transactions. Its OCR-driven receipt scanning is fast but may not provide as many deep integrations as enterprise-focused tools.
• SAP Concur excels in integration, particularly with ERP systems and major travel booking platforms. Its automated expense categorization, policy enforcement, and VAT reclamation features are well-suited for multinational companies. However, this integration strength comes with increased complexity.
• Certify provides robust integrations with ERP and accounting systems, and its travel booking integration makes it feel like one cohesive tool. Certify's automation features, such as pre-approval for travel and automated receipt matching, foster consistency in expense reporting.

Reporting and Analytics

Effective reporting and analytics tools can provide valuable insights into your company's spending patterns. Each platform offers different capabilities in this area:

1. Expensify offers basic reports for tracking expenses and employee spending. It's suitable for small to medium-sized companies that need straightforward dashboards without deep customization.
2. SAP Concur boasts advanced reporting capabilities, including detailed analytics and dashboards that help companies assess budget adherence, identify policy violations, and optimize expenses through data-driven insights. Some users, however, wish for a more intuitive reporting interface.
3. Certify delivers robust reporting tools with over 40 pre-built analytic templates. This enables finance teams to generate insightful reports without significant additional work. Its reporting and analytics are especially attractive for companies that want to identify spending trends and enforce compliance quickly.

Mobile Accessibility

In today's mobile-first world, the quality of a platform's mobile app can greatly impact user adoption and satisfaction. Here's how each platform performs in this area:

• Expensify's mobile app is one of its strong points. Users can snap photos of receipts, track expenses in real-time, and get notifications—all on a clean, user-friendly design.
• SAP Concur's mobile experience is comprehensive, allowing for travel booking, expense management, and receipt capture. However, some users mention that certain aspects of the app are not as intuitive, and there can be a learning curve.
• Certify provides a mobile-friendly experience that makes it easy to capture receipts on the go and submit expenses quickly. Its interface is designed to be friendly for both new and experienced users, helping encourage compliance and timely submissions.

Pricing Considerations

Budget often plays a crucial role in selecting an expense management solution. Here's how the three platforms compare in terms of pricing:

• Expensify offers relatively transparent pricing plans, starting from low-cost options for small teams. Many organizations appreciate its affordability along with the added benefit of the corporate card option in the higher-tier plans.
• SAP Concur's pricing is typically higher and not publicly available, as it is tailored for larger enterprises. The higher cost is justified by the extensive features and integrations, but it could be too expensive for smaller businesses.
• Certify offers competitive pricing, particularly attractive for small to mid-sized companies. Its Certify Now plan provides an affordable entry point (around $12 per user per month) and meets basic expense management needs. As companies grow, the need to upgrade to more advanced plans may prompt further cost considerations.

User Reviews and Real-World Experiences

When evaluating expense management tools, customer feedback plays a crucial role in understanding how these platforms perform in real-world scenarios. Let's explore some recurring themes from user reviews for each platform.

Expensify users often praise the platform's simplicity and speed. Many employees appreciate the ease of snapping a receipt and having the data automatically fill in expense fields. This streamlined process can significantly reduce the time spent on expense reporting, leading to higher user adoption rates.

However, some finance professionals have voiced concerns about Expensify's customer support, particularly when dealing with complex queries. Additionally, while the platform's simplicity is a strength for many users, some find the limitations in advanced reporting to be a drawback, especially as their organizations grow and require more detailed financial insights.

SAP Concur receives positive feedback from users familiar with large, enterprise systems. Many appreciate its comprehensive nature, especially its effectiveness at enforcing compliance and managing international expenses. This makes it a popular choice for multinational corporations dealing with complex expense scenarios across different countries and currencies.

On the flip side, some users find the setup and ongoing management of SAP Concur to be challenging due to its plethora of options. The learning curve can be steep, and some organizations report needing dedicated personnel to manage the system effectively. Occasional performance issues, such as delayed loading or slow response times, have also been noted by some users.

Certify (Emburse Certify) often receives praise for its user-friendly design and favorable pricing. Many managers appreciate its ability to prevent duplicate expenses and streamline pre-approval processes, which can lead to better cost control and policy compliance.

Users frequently highlight Certify's core functions as working exceptionally well for their needs. However, some larger organizations have reported needing additional integrations to meet every requirement as they scale. This suggests that while Certify is an excellent choice for small to mid-sized businesses, growing companies may need to carefully evaluate its capabilities against their evolving needs.

Choosing the Right Solution

Selecting the best expense management software depends on your company's unique needs and circumstances. To help guide your decision-making process, consider the following questions:

1. What is your company size and growth trajectory?
2. Do you need integrated travel management capabilities?
3. How important are customization and advanced reporting features?
4. What is your budget for expense management software?
5. How critical are ease of use and quick adoption for your team?

These factors can help you narrow down your options and find the solution that best aligns with your organization's requirements.

Implementing Your Chosen Solution

Once you've selected an expense management platform, successful implementation is crucial for realizing its benefits. Here are some best practices to consider:

• Plan a phased rollout to allow for adjustments and feedback.
• Provide comprehensive training for all users, including both submitters and approvers.
• Clearly communicate the benefits of the new system to encourage adoption.
• Regularly review and optimize your expense policies within the platform.
• Leverage the platform's analytics to continually improve your expense management processes.

Remember, the goal is not just to automate existing processes, but to transform and optimize your entire approach to expense management.

Maximizing ROI from Expense Management

To get the most value from your chosen expense management solution, consider these strategies:

1. Regularly analyze spending data to identify cost-saving opportunities.
2. Use the platform's policy enforcement features to reduce non-compliant expenses.
3. Leverage integration capabilities to streamline your entire financial ecosystem.
4. Encourage mobile app usage for real-time expense tracking and faster reimbursements.
5. Continuously gather user feedback and make adjustments to improve the experience.

By focusing on these areas, you can ensure that your investment in expense management software delivers tangible benefits to your organization.