In today’s digital age, three popular cloud-based solutions often come up in conversation: Hubdoc, Expensify, and Bill.com. In this post, we’ll compare these platforms side-by-side to help you determine which tool – or combination of tools – best suits your business needs.

Both small businesses and larger organizations face mounting paperwork and administrative burdens. These platforms offer modern solutions to automate tasks such as receipt and document capture, expense tracking, bill payments, and data integration with leading accounting systems like QuickBooks, Xero, and Sage Intacct.

In this comprehensive guide, we’ll review the following:

• An overview of Hubdoc, Expensify, and Bill.com
• Key features and unique selling points
• Integration capabilities with popular accounting software
• Pricing strategies and target audiences
• Pros and cons for each platform
• Real-world use cases and user feedback
• Final thoughts on which solution works best based on your business needs

Let’s dive into the details.

Overview of the Three Platforms

Before comparing features in detail, it’s helpful to understand the basics of each solution and what they are built to accomplish.

Hubdoc

Hubdoc is a document management solution that focuses on the capture and auto-data extraction of financial documents. Originally developed to streamline the process of collecting receipts, invoices, and bank statements, Hubdoc automatically fetches documents from various vendors. Since being acquired by Xero in 2018, Hubdoc has deepened its integration with leading cloud accounting software.

Who should consider Hubdoc?

• Small to medium-sized businesses that want to centralize financial documents
• Accountants looking for a tool to reduce manual data entry
• Companies that need an automated way of collecting and archiving receipts, bills, and bank statements

Expensify

Expensify is renowned in the field of expense management. Built to simplify the life of both individual users and companies, it focuses on automating expense capture and report creation. With features that include smart receipt scanning and mileage tracking, Expensify helps streamline the expense-reporting process end to end.

Who should consider Expensify?

• Businesses with employees who incur frequent expenses
• Companies looking to reduce time spent on expense submissions and reimbursements
• Mobile professionals who need an on-the-go solution for capturing receipts and expenses

Bill.com

Bill.com is a robust platform designed to streamline both accounts payable and accounts receivable. It automates tasks such as bill entry, invoice management, and payments. Bill.com enables businesses to send and receive payments securely and supports various payment methods including ACH, check, and wire transfers.

Who should consider Bill.com?

• Mid-sized to larger companies that manage a high volume of invoices and bill payments
• Businesses looking for comprehensive control over cash flow and vendor management
• Organizations that need to integrate an automated workflow into their AP/AR processes

Key Features Comparison

Each of these platforms offers a unique mix of features, and understanding their strengths can help you choose the right one for your business needs.

Data Capture and Document Management

• Hubdoc
  • Automatically fetches documents from banks, utilities, suppliers, and more
  • Uses OCR (Optical Character Recognition) to extract key data from receipts, invoices, and bills
  • Stores a digital archive of financial documents that integrates with your accounting software
• Expensify
  • Offers smart receipt capture via mobile app using “SmartScan” technology
  • Supports manual expense entry and credit card import for a seamless data capture process
  • Generates expense reports automatically to reduce manual data entry
• Bill.com
  • Features Auto Bill Entry, which extracts bill data from emailed documents and uploaded files
  • Centralizes invoices, bills, and payments in one dashboard
  • Provides pre-accounting templates that facilitate easy data export and review

Expense Management and Approval Workflows

• Expensify excels at tracking and approving employee expenses. Its ability to automatically categorize and code expense reports makes it an essential tool for busy teams:
  • Supports multiple receipt uploads via mobile and desktop
  • Incorporates expense policy controls, multi-level approval workflows, and even sends reminders for overdue submissions
• Bill.com is more comprehensive when it comes to the overall payment process:
  • Offers a detailed dashboard for managing both accounts payable and receivable
  • Features a built-in to-do list that helps teams stay on track with upcoming bill approvals and payments
  • Integrates with other payroll and invoicing tools ensuring that cash flow is managed efficiently

Integration Capabilities

Seamless integration is a critical feature among these solutions. All three platforms have been designed to work with popular accounting systems.

• Hubdoc integrates directly with:
  • Xero (deep integration following its acquisition)
  • QuickBooks Online and Desktop
  • Sage Intacct and other accounting software through automated data feeds
• Expensify integrates well with:
  • QuickBooks Online – for automated syncing of expense data
  • Xero and other accounting solutions
  • It also features integrations with travel services and corporate card systems, making expense data consolidation easier
• Bill.com stands out with its two-way sync capabilities:
  • Works seamlessly with QuickBooks, Xero, Oracle, Sage, and even Microsoft Dynamics
  • Provides an auto-sync process for invoices and bills in real time, ensuring your data is always up to date
  • Besides accounting software, Bill.com also integrates with digital document providers to improve data accuracy

Payment Capabilities

Payment functionality is where Bill.com shines, though Expensify also has basic payment management features.

• Bill.com:
  • Supports instant money transfer via ACH, check, or even international wire transfers
  • Offers a robust vendor network that enables businesses to streamline outgoing payments
  • Provides approval and workflow management, ensuring that every bill is reviewed before it is paid
• Expensify:
  • Enables users to settle reimbursements quickly
  • Offers options for online payments directly through the platform
  • Primarily focuses on the expense submission process rather than full-scale payment management
• Hubdoc:
  • Doesn’t handle payments directly, but by automating document capture, it ensures that all the data needed for payment processing in your accounting system is correct and up to date

Pricing and Target Business Size

Cost is always a major consideration when choosing business software. Each platform has distinct pricing models aimed at different business sizes.

Hubdoc Pricing

• Hubdoc commonly offers a flat-rate pricing model with a subscription fee per month or year.
• It is highly attractive for small to medium-sized businesses and their accountants due to its cost-effectiveness and ease of use.
• Since Hubdoc’s key functionality is document capture and integration, many firms find it essential for reducing manual data entry and improving accuracy.

Expensify Pricing

• Expensify provides both free and premium plans. The free version is suitable for individuals or very small teams with minimal expense reporting needs.
• Premium plans start at an affordable rate (typically around $5–$9 per user per month) but can increase if the organization is not using corporate cards or if expenses are processed on a more ad hoc basis.
• Expensify tends to be a great value for businesses that need rapid and mobile-friendly expense tracking without extensive additional functionality.

Bill.com Pricing

• Bill.com’s pricing generally starts at a higher base compared to the other two tools. Its entry-level plan (Essentials) might start at approximately $39 per user per month for either accounts receivable or accounts payable modules.
• More comprehensive plans, which include both modules and additional features (such as custom approval policies), range from $49 to $69 per user per month.
• Due to the advanced functionalities and deep integrations, Bill.com is often better suited for mid-sized to larger businesses that deal with a high volume of transactions.

Pros and Cons: A Closer Look

Let’s examine the strengths and limitations of each platform to help you decide which one fits your requirements.

Hubdoc

Pros:

• Automated Document Capture: Hubdoc’s ability to fetch financial documents from a wide range of vendors removes the burden of manual uploads.
• Integration Strength: Deep integration with Xero, QuickBooks, and other platforms makes data flow nearly seamless.
• Cost-Effective: Generally affordable for small business owners and accounting professionals.

Cons:

• Limited Payment Features: While excellent at document capture, Hubdoc does not offer payment processing.
• Basic Reporting: Hubdoc primarily focuses on document management, meaning detailed expense reporting and analytics are handled by the integrated accounting software.

Expensify

Pros:

• User-Friendly Mobile App: Designed for on-the-go expense capture with a simple interface and smart receipt scanning.
• Automated Expense Reports: Expensify quickly transforms receipts into expense entries, reducing manual coding errors.
• Flexible Integrations: Supports integration with major accounting software and even travel services, enhancing overall expense management.

Cons:

• Pricing Complexity: Costs can ramp up if you’re not using integrated corporate cards or if you opt for monthly billing over annual subscriptions.
• Feature Depth: While it does well in expense management, it might lack some advanced features and customizations needed by larger enterprises.

Bill.com

Pros:

• Comprehensive Payment Capabilities: Automates both accounts payable and receivable, making bill processing smoother.
• Powerful Integrations: Two-way sync with leading accounting systems ensures real-time data accuracy.
• Robust Approval Workflows: Features like a to-do list for bills, automated invoice extraction, and customizable approval policies improve operational efficiency.

Cons:

• Higher Entry-Level Cost: With pricing starting at around $39 per user per month, it can be expensive for very small businesses.
• Overkill for Simple Needs: For companies with minimal bill or invoice processing, Bill.com’s robust features may be more than what’s required.
• Learning Curve: The advanced functionalities and multiple integrations might require additional training or a longer set-up period.

Use Cases: Which Solution is Right for You?

Every business is unique, and your choice might depend on your specific needs. Here are some common scenarios:

For Small Businesses and Solo Entrepreneurs

• Expensify is ideal if your primary concern is quickly capturing and reimbursing employee expenses. Its mobile interface and minimal data entry requirements make it perfect for small businesses that require lightweight, on-the-go expense management.
• Hubdoc offers excellent value if you’re an accountant or a small business owner looking to simplify document management. Its ability to automatically fetch receipts, bills, and statements means you’re never left scrambling for missing documentation.

For Growing and Medium-Sized Organizations

• Bill.com may be the best choice for businesses that handle a high volume of invoices and require sophisticated workflows for both accounts payable and accounts receivable. If you’re looking to automate bill payments and reduce manual processing of vendor invoices, Bill.com offers extensive features.
• A combination of Hubdoc and Expensify can also work well in tandem with Bill.com. For example, you might use Hubdoc to capture and store financial documents, Expensify to handle mobile expense reports, and Bill.com to process payments. This integrated approach is particularly useful for organizations looking to create a paperless office ecosystem while ensuring tight control over cash flow.

For Enterprises with Complex Financial Operations

• Larger organizations that require elimination of siloed processes will appreciate Bill.com’s sophisticated approval workflows, real-time integrations, and robust vendor management tools. When dealing with multiple departments or subsidiaries, the cloud-based functionality and advanced reporting features of Bill.com can significantly improve financial oversight.
• In these cases, Hubdoc and Expensify function as supporting tools. They help reduce manual data entry and ensure that financial documentation is accurate and up to date, feeding critical data back into more comprehensive systems like Bill.com.

Customer Experiences and ROI

Real-world user feedback is an essential part of the decision-making process. Many users have shared testimonials celebrating the time-saving benefits and streamlined workflows provided by these platforms.

• Expensify Users often mention that their expense reporting process, which once took hours of manual work, is now handled in just minutes. Employees appreciate the mobile interface and the ability to snap a photo of a receipt rather than having to keep track of paper copies.
• Hubdoc Clients frequently highlight the relief of automatically collecting critical financial documents. Accountants report fewer headaches when reconciling books, and small business owners love knowing that every bill from a vendor is safely stored and ready for export.
• Bill.com adopters emphasize faster vendor payments, reduced processing times, and increased accuracy in their bills. Operational managers note that the elimination of manual data entry errors and the enhanced oversight provided by customizable approval workflows have contributed directly to improved cash flow and vendor relationships.

Return on investment is typically high for all three platforms when implemented correctly. The reduction of administrative overhead combined with the improved accuracy of financial data can lead to:

• Faster month-end closings
• Fewer human errors in data entry
• Enhanced scalability as the business grows
• Better compliance with financial policies and tax regulations

These improvements not only reduce working capital requirements but also free up staff time for more strategic activities, ultimately contributing to the overall success of the business.

Final Thoughts: Which One Should You Choose?

The debate of “hubdoc vs expensify vs bill.com” does not have a one-size-fits-all answer. The best choice ultimately depends on the specific pain points and operational needs of your business. Consider the following recommendations:

• Use Hubdoc if your primary goal is to simplify the capture and organization of financial documents. It is highly effective for accountants and small business owners who need a reliable way to automatically fetch receipts, invoices, and bank statements. Its seamless integration with popular cloud accounting software means that once a document is captured, it’s ready for further processing in your main accounting system.
• Choose Expensify if you need a solution that excels in mobile expense tracking. It is the perfect tool for businesses with employees who frequently incur travel-related or miscellaneous expenses. Its smart scanning technology and easy-to-use expense approval features can significantly reduce the time spent on manually compiling expense reports.
• Opt for Bill.com if you need a complete solution for managing your accounts payable and receivable. This platform is best for companies dealing with high volumes of bills and invoices and requiring robust workflows for payment approvals and vendor management. Bill.com’s advanced features and deep integrations make it an ideal choice for medium to large enterprises looking to automate and optimize their payment processes.

For many businesses, a mixed approach may even be the best solution. For instance, integrating Hubdoc with QuickBooks Online while using Expensify for mobile expense capture and Bill.com for comprehensive bill management can create a powerful, interconnected ecosystem that minimizes manual data entry and improves overall efficiency.

Choosing between Hubdoc, Expensify, and Bill.com depends largely on your business priorities. Consider the following key points when making your decision:

• Document Capture vs. Expense Management vs. Payment Processing:
  – Hubdoc leads in document capture and integration with accounting systems.
  – Expensify shines in mobile expense management and quick report generation.
  – Bill.com offers comprehensive solutions for automated bill payment and cash flow management.
• Integration Capabilities: All three platforms excel when it comes to integrating with popular accounting systems like QuickBooks, Xero, and Sage Intacct. Consider how each tool fits within your current software ecosystem.
• Pricing Considerations: Although Bill.com requires a larger upfront investment, it may offer greater value for companies with more complex AP/AR processes. Expensify’s and Hubdoc’s pricing is generally friendlier for small businesses, but costs can vary based on usage and billing options.
• Business Size and Workflow Complexity: A small business may find that Expensify coupled with Hubdoc provides all the functionality needed, whereas larger companies with more complicated cash flow and vendor relationships might benefit most from Bill.com’s advanced features.

By carefully evaluating these factors, you can construct a tailored strategy that maps your business requirements to the right set of tools. Whether you decide to use one solution exclusively or leverage an integrated suite of applications, the overall goal is to reduce manual work, improve financial accuracy, and streamline your workflow.

If you’re still unsure which option is best, consider taking advantage of free trials or demos. Most providers offer walkthroughs or trial periods that allow you to test out the features and see how they integrate with your current processes. Additionally, consulting with an accounting professional who is familiar with cloud technologies can provide useful insights tailored to your organization.

Ultimately, the best choice is the one that lets you focus more on growing your business and less on manual bookkeeping tasks. By harnessing the power of digital automation—whether through Hubdoc, Expensify, Bill.com, or a combination thereof—you can unlock significant efficiencies that drive not only operational savings but also strategic growth.

Embrace the future of accounting by rethinking how you manage receipts, expenses, and payments. The shift to cloud-based automation is already here, and adopting these tools will allow you to keep pace with rapid technological advancements while positioning your business for long-term success.

Additional Resources

If you found this post helpful, here are a few more resources to continue exploring the world of digital accounting:

• Guide to Cloud Accounting: Benefits, Best Practices, and Tools
• How to Automate Your Bookkeeping Workflow with AI
• Integrating QuickBooks Online with Hubdoc and Expensify
• Case Studies: How Businesses Saved Time and Reduced Errors with Bill.com

By staying informed about the latest trends and tools in accounting technology, you’ll be well-equipped to make strategic decisions that boost your efficiency and support your business’s growth.

Remember, whether you choose Hubdoc, Expensify, Bill.com, or an integrated approach, the ultimate aim is to transform your back-office processes from a chore into a source of competitive advantage.

In summary, “hubdoc vs expensify vs bill.com” is not about finding a single winner—it’s about understanding your needs, evaluating the unique strengths of each platform, and leveraging them to build a more efficient, modern accounting infrastructure. Start exploring your options today and take the first step toward a more automated, error-free financial process.

Happy automating!

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