Expensify vs Certify

Expense management software has become a cornerstone for businesses large and small. In today's fast-paced world, organizations must streamline finances, enforce policies, and simplify approval processes without compromising ease of use. In this detailed guide, we compare Expensify and Certify – two heavy hitters in the expense management world. We'll walk you through each solution's strengths, key features, pricing structures, integrations, and user experiences to help you make an informed decision for your business.

Expense management systems help mitigate manual data entry, reduce errors, and improve compliance with company spending policies. With businesses relying on cloud-based solutions, choosing the right expense management software is paramount. Among the numerous options on the market, Expensify and Certify (more recently rebranded as Emburse Certify) stand out. This blog post takes an in-depth look at expensify vs certify, comparing these platforms on multiple factors that matter most to organizations.

Key Features of Expensify

Expensify is widely known for its comprehensive expense management platform that simplifies expense reporting, tracks receipts, and even offers corporate card reconciliation. The platform boasts an array of features designed to streamline the expense management process for businesses of all sizes.

One of Expensify's standout features is its automatic receipt scanning capability. Users can simply swipe their Expensify Card or scan receipts with their mobile devices. The powerful optical character recognition (OCR) technology automatically extracts key details such as amount, date, merchant, and expense category, saving valuable time and reducing manual data entry errors.

Another notable feature is Expensify's corporate card integration. The platform offers a proprietary corporate card and integrates with personal cards via automatic upload of transactions. This feature helps reduce the need for manual receipt submission and speeds up the reconciliation process, making it easier for both employees and finance teams to manage expenses efficiently.

Expensify also excels in its expense submission and approval workflows. The platform provides an easy-to-use interface for recording expenses, sequencing approval workflows, and combining multiple receipts into a single report. This streamlined approach simplifies the entire expense management process, from submission to approval and reimbursement.

Certify's Comprehensive Approach

Emburse Certify, commonly known as Certify, takes an all-in-one approach to expense management. The platform combines expense reporting, travel booking, receipt scanning, and reporting capabilities in a single solution, making it an attractive option for organizations seeking a comprehensive spend management tool.

Certify's expense report automation is a key feature that sets it apart. The system automates the creation and submission of expense reports, allowing users to capture receipts via mobile scanning with OCR technology. The platform then automatically populates the necessary data fields, reducing manual input and potential errors.

Advanced workflow management is another area where Certify shines. The system enables complex approval workflows, allowing managers to review, comment on, and approve reports both on desktop and via mobile devices. This flexibility ensures that expenses can be processed efficiently, regardless of where team members are located.

Certify goes beyond just expense tracking by offering integrated travel and invoice management. This comprehensive approach makes it particularly attractive to organizations that need a solution covering multiple facets of spend management, from travel bookings to invoice processing and expense reporting.

User Experience and Interface

The user experience plays a crucial role in the successful adoption of expense management software. Both Expensify and Certify have prioritized creating intuitive interfaces, but they cater to slightly different user needs.

Expensify offers a clean, intuitive user interface where employees can quickly upload receipts, categorize costs, and submit reports. Its strong mobile app experience is frequently highlighted in user reviews, with many praising the simplicity and speed of the expense submission process. The platform's design requires minimal training, making it a favorite among teams ranging from small startups to larger enterprises.

Certify, while similarly user-friendly, is built to handle more intensive processes such as travel bookings and multi-layered approval workflows. For users who need an all-in-one travel and expense solution, Certify's interface is designed to keep these functions easily accessible within one integrated platform. The system provides advanced tools that cater to more complex expense scenarios, which may involve a slightly steeper learning curve when setting up more advanced travel or invoicing features.

Integration Capabilities

In today's interconnected business world, the ability of expense management software to integrate with other systems is crucial. Both Expensify and Certify offer robust integration capabilities, but they have different strengths in this area.

Expensify integrates seamlessly with popular accounting software like:

• QuickBooks
• Xero
• NetSuite
• Sage

This wide range of integrations ensures that expense data flows smoothly into your preferred accounting system, reducing the need for manual data transfer and reconciliation.

Certify, on the other hand, provides integrations with a broader range of enterprise platforms, including:

• Major ERP systems
• Travel booking platforms
• Custom data export options for deeper financial analysis

For larger organizations with varied backend systems, Certify's integration capabilities can provide a more seamless data experience across multiple business functions.

Pricing and Value for Money

When it comes to pricing, both Expensify and Certify offer different structures that cater to various business sizes and needs. Understanding these pricing models is crucial in determining which solution provides the best value for your organization.

Expensify offers competitive pricing tiers, starting with free plans for small groups and scaling up to more advanced, paid versions. Their pricing structure includes:

1. Free Tier: Ideal for teams who want basic functionality, including receipt scanning and expense reimbursement.
2. Collect Plan: Typically starts at around $5 per user per month and includes corporate card reconciliation with accounting integrations.
3. Control Plan: At approximately $9 per user per month, this tier offers multi-approver workflows, detailed reporting, and enhanced access controls.

This flexible pricing makes Expensify an attractive option for startups and small to medium-sized businesses looking for an affordable yet powerful expense management solution.

Certify's pricing, on the other hand, is more customized based on organization size and needs. Their pricing structure includes:

• Certify Now! Plan: Targets small businesses (1-25 employees) at around $12 per user per month.
• Professional and Enterprise Plans: These plans are custom-priced based on language support, additional features like full-service implementation, and ongoing support.

While potentially more expensive for mid-size to larger companies, Certify's comprehensive functionality across expense, travel, and invoice management might deliver more value if your expenses are complex or you require an all-in-one solution for travel and expenses.

Customer Support and Implementation

The level of customer support and ease of implementation can significantly impact the success of adopting a new expense management system. Both Expensify and Certify have their strengths in this area, catering to different organizational needs.

Expensify has received positive comments for its quick onboarding process and responsive customer support. Many users cite the minimal training required as well as extensive resources such as video guides and help centers. The cloud-based implementation process typically takes less time, with many teams getting up and running within weeks.

Certify is known for its high-touch support model, especially for larger deployments. They offer full-service implementation and training as part of their higher-tier plans. While the system is user-friendly, initial setup can be more involved when configuring custom workflows and integrations. This approach may be beneficial for organizations with complex expense management needs or those requiring more hands-on support during the transition.

Real-World Use Cases

To better understand how these platforms perform in practice, let's consider two hypothetical scenarios that illustrate how each platform might serve different business needs.

Scenario One: A Growing Startup

Imagine a small tech startup with 10 employees who travel occasionally for client meetings and events. The company values simplicity and rapid implementation, with a limited budget but high efficiency requirements. In this case, Expensify fits the bill perfectly. The intuitive mobile app and automatic receipt scanning allow employees to submit expenses instantly. The straightforward approval process and immediate integration with QuickBooks streamline the company's financial management.

The startup benefits from:

• Reduced manual entry
• Faster reimbursements
• Affordable pricing
• Minimal IT overhead due to its cloud-based nature

Scenario Two: A Mid-Size Enterprise with Complex Expenses

Now consider a mid-size corporate firm with multiple departments, frequent international travel, and the need to consolidate travel, expense, and invoice management under one roof. In this environment, Certify shines. Its integrated travel booking feature means that employees can plan trips that automatically comply with internal spending policies. Expense reports reflect not only receipts but also travel itineraries and related invoices.

The enterprise benefits from:

• Advanced custom reporting tools for analyzing spending patterns across departments and regions
• Unified workflows for travel booking, expense reporting, and invoice processing
• Comprehensive functionality that justifies the higher price point by saving time and reducing administrative overhead

Making the Right Choice for Your Organization

Choosing between Expensify and Certify requires a thorough evaluation of your company's specific needs. Consider the following factors when making your decision:

• Business Size and Structure: Smaller organizations and startups that value fast implementation and simplicity might lean towards Expensify. In contrast, mid-size enterprises with more complex workflows and higher spending volumes may find Certify's integrated suite to be a better fit.
• Travel Requirements: If your employees frequently book travel, Certify's integrated travel booking and expense automation can be a significant advantage. Expensify, by comparison, is excellent for classic expense reporting and everyday spending but may require additional tools for elaborate travel management.
• Customization Needs: Organizations with strict internal policies or the need for highly detailed reporting might prefer Certify for its customizable workflows that cover not just expenses but also invoices and travel data.
• Budget Considerations: While Expensify's low-cost pricing tiers cater to cost-sensitive environments, Certify's more involved functionalities justify its investment for companies seeking an all-in-one solution. Review your budget in relation to the value delivered by each platform.

Streamline Your Expense Management Today

When weighing Expensify vs Certify, both platforms offer robust expense management tools built to save time, reduce errors, and streamline financial processes. Expensify stands out for its speed, ease of use, and quick implementation, making it ideal for small teams and startups. Its automatic receipt scanning, corporate card integration, and straightforward workflows deliver immediate benefits with minimal complexity.

On the other hand, Certify offers a comprehensive suite that integrates travel, expense, and invoice management into a single solution. Its robust reporting capabilities, detailed workflow customization, and strong ERP integrations cater to mid-size enterprises facing more intensive expense management challenges.

Ultimately, the best choice depends on your organization's unique needs, the scale of operations, and budget considerations. By understanding the core differences in functionality, support, and pricing, you can confidently choose the right solution to empower your finance team, improve compliance, and ensure that your organization stays ahead in controlling its spend.

Take the next step in streamlining your expense management process by evaluating these leading solutions against your specific business requirements. With informed research and well-defined priorities, you can transform expense management from an administrative burden into a strategic advantage. Whether you choose Expensify for its simplicity or Certify for its comprehensive, integrated features, both platforms represent the evolving landscape of expense management, designed to meet today's demands for efficiency, accuracy, and streamlined financial operations.