Date posted: 16/01/2020

12 of the most popular bills and expense management tools

Bills and expenses software eliminates manual data entry, easily retrieves documents, and can be a new service for clients.

The table below outlines some of the key facts users need to know about 12 of the most popular bills and expense management tools. The options listed here are by no means exhaustive. A product's inclusion should not be regarded as an endorsement by Chartered Accountants Australia and New Zealand or Acuity. All of the information included in this guide has been supplied by the relevant vendors. Prices may be subject to change.

Product: EzzyBills

What are the upfront costs of the products? Nil. 30-day free trial. 
What are the ongoing costs of the product? (per week/month/year)  After the 30-day free trial, an annual subscription starts from A$100 per year.
Who are the certified partners? (MVOB, Xero, OuickBooks, Netsuite etc) Netsuite etc) Xero, QuickBooks, MYOB, NetSuite, simPRO, AirTable.
What are the available training options? Online, webinar, one-to­one demonstrations.
What are the available support options? Phone, email, online documentation.
Who is this product best for? (i.e. is this product particularly suited to businesses of specific sizes, industries or needs?) Businesses that have a lot of bills or sale invoices to process.
Is the product desktop or cloud base?  Cloud
If cloud based, where is the data stored? Microsoft Azure Hong Kong
What are the integration options? (open or restricted API) Open API
What is the frequency of integration? (minute, hour, day) It takes on average 20 seconds for the data to be exported to accounting software.  
Does the product have document fetching? No.
Does the product have multi-layered approvals? Yes.

Product: Expensify

What are the upfront costs of the products? Nil.  
What are the ongoing costs of the product? (per week/month/year) Free for basic Expensify functionality. Premium upgrades start from US$4.99 per month. Businesses can have a six-week free trial.
Who are the certified partners? (MVOB, Xero, OuickBooks, Netsuite etc) Xero, QuickBooks, NetSuite, Sage lntacct plus various travel, banking and technology partners.
What are the available training options? ExpensifyApproved! University- a partner program providing free training and webinars. 
What are the available support options? Chat, email and peer-to-peer.
Who is this product best for? (i.e. is this product particularly suited to businesses of specific sizes, industries or needs?) SMEs to enterprise organisations, regardless of the industry.
Is the product desktop or cloud base? Cloud
If cloud based, where is the data stored? Various servers based in the US.
What are the integration options? (open or restricted API) Open API
What is the frequency of integration? (minute, hour, day) Daily, with the option to resync on command.
Does the product have document fetching? No.
Does the product have multi-layered approvals? Yes.

Product: Hubdoc

What are the upfront costs of the products? Nil.
What are the ongoing costs of the product? (per week/month/year)  A$27.50 inc GST per client, per month. Accounting and bookkeeping practices are eligible for a free account for their practice.
Who are the certified partners? (MVOB, Xero, OuickBooks, Netsuite etc) Hubdoc is a Xero product. It also supports an integration with QuickBooks Online, Fujitsu ScanSnap and cloud platforms (Box, Dropbox, ShareFile, SmartVault and Google Drive).
What are the available training options? Self-paced online courses.
What are the available support options? Support via email in all available regions.
Who is this product best for? (i.e. is this product particularly suited to businesses of specific sizes, industries or needs?) Bookkeeping practices and accounting practices that provide bookkeeping services. SMEs can also benefit from using Hubdoc to streamline their bookkeeping, better manage documents, and prepare for an audit.
Is the product desktop or cloud base? Cloud
If cloud based, where is the data stored? Data is stored in the US.
What are the integration options? (open or restricted API) Restricted API
What is the frequency of integration? (minute, hour, day) Automated connections run daily (e.g., to auto-fetch bills from Vodafone); downstream integrations (e.g. Xero) run on demand.
Does the product have document fetching? Yes.
Does the product have multi-layered approvals? Yes.

Product: Entryless

What are the upfront costs of the products? Nil.  
What are the ongoing costs of the product? (per week/month/year) Monthly or yearly plans start at US$14.99 month or US$90 if paid annually.
Who are the certified partners? (MVOB, Xero, OuickBooks, Netsuite etc) Xero, QuickBooks, Sage.
What are the available training options? Online via appointment booking.
What are the available support options? Email 24/5, support site, video support site.
Who is this product best for? (i.e. is this product particularly suited to businesses of specific sizes, industries or needs?) Accountants and bookkeepers, franchisees, food, retail, construction, real estate.
Is the product desktop or cloud base? Cloud
If cloud based, where is the data stored? Amazon Web Services.
What are the integration options? (open or restricted API) Open and Private API
What is the frequency of integration? (minute, hour, day)  Live as data outflows from Entryless to the cloud accounting apps.
Does the product have document fetching? Yes.
Does the product have multi-layered approvals? Yes.

Product: Approval Max

What are the upfront costs of the products? Nil.  
What are the ongoing costs of the product? (per week/month/year) A$53 (NZ$57) per month per Xero or QuickBooks Online organisation.
Who are the certified partners? (MVOB, Xero, OuickBooks, Netsuite etc) Xero, QuickBooks Online.
What are the available training options? Online help options available.
What are the available support options? Phone, email and live web chat.
Who is this product best for? (i.e. is this product particularly suited to businesses of specific sizes, industries or needs?) Small to large businesses in any sector or industry that are using Xero or QuickBooks Online as their accounting tool.
Is the product desktop or cloud base? Cloud
If cloud based, where is the data stored? Microsoft Azure cloud Ireland with a back-up in the Netherlands.
What are the integration options? (open or restricted API) Restricted API available to select partners and customers.
What is the frequency of integration? (minute, hour, day) Data syncing intervals range from 1 to 2 hours. Newest integration with Xero picks up new bills immediately.
Does the product have document fetching? Yes.
Does the product have multi-layered approvals?  Yes.

Product: Link4

What are the upfront costs of the products? Nil.  
What are the ongoing costs of the product? (per week/month/year) Fees depend on usage. Free for clients on a cloud accounting system processing fewer than 10 invoices a month. A basic package for up to 100 transactions a month is A$40 a month.
Who are the certified partners? (MVOB, Xero, OuickBooks, Netsuite etc) MYOB, Xero, OuickBooks, IBM, Reckon, Sassu, Sage, simPRO, Zoho.
What are the available training options? Videos available and the support team can answer questions online or by phone.
What are the available support options? Live web chat and phone support
Who is this product best for? (i.e. is this product particularly suited to businesses of specific sizes, industries or needs?) SMEs using cloud accounting system.
Is the product desktop or cloud base? Cloud
If cloud based, where is the data stored? AWS Australia (only have servers in Australia; this applies to NZ clients, too).
What are the integration options? (open or restricted API) Open API
What is the frequency of integration? (minute, hour, day) Every minute.
Does the product have document fetching? Yes.
Does the product have multi-layered approvals? Yes.

Product: Datamolino

What are the upfront costs of the products? Nil.  
What are the ongoing costs of the product? (per week/month/year) Starting from NZS77 per month.
Who are the certified partners? (MVOB, Xero, OuickBooks, Netsuite etc) Xero, QuickBooks.
What are the available training options? Regular weekly online training webinars and an on-demand option to schedule training with the support team.
What are the available support options? Online chat (average response time below 5 minutes), phone and email support.
Who is this product best for? (i.e. is this product particularly suited to businesses of specific sizes, industries or needs?) SMEs and accounting practices.
Is the product desktop or cloud base? Cloud
If cloud based, where is the data stored?  Ireland on Amazon infrastructure.
What are the integration options? (open or restricted API) Open API
What is the frequency of integration? (minute, hour, day) Exports to cloud accounting are queued for immediate processing.
Does the product have document fetching? No. SMEs and accounting practices.
Does the product have multi-layered approvals? Yes.

Product: SAP Concur

What are the upfront costs of the products? Upfront fees vary depending on the size and complexity of the business.
What are the ongoing costs of the product? (per week/month/year) Fees are based on the number of expense reports submitted. There are more than 40 options available. Packages for SMEs can start from A$160 a month.
Who are the certified partners? (MVOB, Xero, OuickBooks, Netsuite etc) ERP system partners: SAP, NetSuite. Systems integrators: Deloitte, Business Continuum. £-receipt partners: Hertz, Uber, Starwood hotels and many airlines and hotel groups.
What are the available training options? Online training (videos and how-to guides) is provided with all deployments. Additional face-to-face or virtual training is also available if required.
What are the available support options? All deployments come with basic technical support but clients can purchase additional support, including the top level "preference care" which has dedicated executive level support.
Who is this product best for? (i.e. is this product particularly suited to businesses of specific sizes, industries or needs?) Suitable for all companies, regardless of size or industry, that have employees claiming expenses and/or travelling for work.
Is the product desktop or cloud base? Cloud
If cloud based, where is the data stored? SAP Concur is a global company, and data is stored at multiple locations.
What are the integration options? (open or restricted API) Multiple integration options including Open API, pre-built custom connector (available on SAP Concur app centre), sFTP or CSV.
What is the frequency of integration? (minute, hour, day) Multiple frequency options. Can be every minute, overnight, weekly, or even on demand.
Does the product have document fetching? No.
Does the product have multi-layered approvals? Yes.

Product: Squirrel Street

What are the upfront costs of the products? Nil.
What are the ongoing costs of the product? (per week/month/year) From AS17 per month.
Who are the certified partners? (MVOB, Xero, OuickBooks, Netsuite etc) MYOB, Xero, OuickBooks Online, Sage Business Cloud, Saasu, Dropbox.
What are the available training options? Webinars available on demand.
What are the available support options? 24/7 email and web portal, plus business hours phone support at no extra cost.
Who is this product best for? (i.e. is this product particularly suited to businesses of specific sizes, industries or needs?) Cloud.
Is the product desktop or cloud base? Micro- and small businesses, accountants and bookkeepers.
If cloud based, where is the data stored? Australia
What are the integration options? (open or restricted API) Open API
What is the frequency of integration? (minute, hour, day) Real-time integration.
Does the product have document fetching? Yes.
Does the product have multi-layered approvals? No.

Product: Lightyear

What are the upfront costs of the products? Nil.
What are the ongoing costs of the product? (per week/month/year) From A$45 per month (depends on bill volume).
Who are the certified partners? (MVOB, Xero, OuickBooks, Netsuite etc) MYOB, QuickBooks Online, Xero, NetSuite.
What are the available training options? Self-help video and/or articles (from Knowledge Base), complimentary Lighty ear partner training, or a white-glove 'Lets Get Going' program.
What are the available support options? Phone and email support, Knowledge Base and in­product chat.
Who is this product best for? (i.e. is this product particularly suited to businesses of specific sizes, industries or needs?) Any business that requires line item or product-by-product data extracted and/or has different people approving different bills.
Is the product desktop or cloud base? Cloud.
If cloud based, where is the data stored? AWS data centre/s (US & UK)
What are the integration options? (open or restricted API) Lightyear connects through to other A Pis, but has an open API coming mid-2020.
What is the frequency of integration? (minute, hour, day) Integration is triggered by the Lightyear user.
Does the product have document fetching? No.
Does the product have multi-layered approvals? Yes.

Product: Receipt Bank

What are the upfront costs of the products? Nil.
What are the ongoing costs of the product? (per week/month/year) Ongoing monthly subscription starts from A$99 for a four-client bundle with one user.
Who are the certified partners? (MVOB, Xero, OuickBooks, Netsuite etc) QuickBooks, Xero, MYOB, WorkflowMax (APAC).
What are the available training options? On the partner program, a dedicated customer success specialist and account manager are available to users.
What are the available support options? 24-hour online support and dedicated account manager.
Who is this product best for? (i.e. is this product particularly suited to businesses of specific sizes, industries or needs?) SMEs, accounting and bookkeeping firms.
Is the product desktop or cloud base? Cloud
If cloud based, where is the data stored? Amazon Web Server
What are the integration options? (open or restricted API) Open API
What is the frequency of integration? (minute, hour, day) Seconds. The integration between Receipt Bank and the cloud accounting software is live. Both software are speaking to each other 24/7.
Does the product have document fetching? Yes.
Does the product have multi-layered approvals? Yes.

Product: AutoEntry

What are the upfront costs of the products? Nil.
What are the ongoing costs of the product? (per week/month/year) Fees depend on the number and complexity of documents being processed. From A:00.23 per receipt. 
Who are the certified partners? (MVOB, Xero, OuickBooks, Netsuite etc) MYOB, Xero, OuickBooks Online, Reckon One, Reckon Hosted.
What are the available training options? Full training demonstrations and webinars are provided.
What are the available support options? Support line, support email address and support chat (intercom, 24 hours a day, Mon-Fri).
Who is this product best for? (i.e. is this product particularly suited to businesses of specific sizes, industries or needs?) SMEs, accounting and bookkeeping firms.
Is the product desktop or cloud base? Cloud
If cloud based, where is the data stored? AWS hosted EU-1 servers in Ireland.
What are the integration options? (open or restricted API) Open API
What is the frequency of integration? (minute, hour, day) Every minute. 
Does the product have document fetching? Yes.
Does the product have multi-layered approvals? .Yes.

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