Date posted: 16/01/2020
5 min read
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.
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
| 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. |
