Managing expenses today goes far beyond logging receipts. Whether you’re a freelancer juggling client invoices, a small team monitoring business lunches, or a remote-first company handling multi-currency reimbursements, streamlined financial tracking is critical. In fact, 81% of businesses say expense automation improved compliance and reduced errors. And with hybrid work becoming the norm, reliable software for expense management isn’t just nice to have—it’s essential.
The right tool can save hours in manual reporting, catch policy violations early, and even offer real-time visibility into spending trends. In 2025, the best expense management software combines automation, mobile access, and seamless integrations with accounting platforms like QuickBooks, Xero, or Netsuite. Let’s break down the top tools that will make your budgeting smarter, your workflows faster, and your finance team happier.
What Is Expense Management Software?
Expense management software is a digital tool that helps individuals, teams, and businesses track, report, and control spending. Instead of manually entering receipts or relying on spreadsheets, users can scan receipts, log expenses, and submit them for approval—often in real-time. These tools simplify everything from mileage tracking and travel reimbursements to company-wide budget monitoring.
Modern software for expense management does more than just track costs—it automates workflows, flags policy violations, and integrates directly with accounting platforms like QuickBooks, Xero, or Netsuite. For businesses, it offers transparency into where money goes, reduces fraud risk, and speeds up reimbursement cycles. For individuals, it means less paperwork and fewer missed reimbursements. Ultimately, it’s about saving time, increasing accuracy, and improving financial control.
How to Choose the Right Expense Management Tool
Start by identifying your team size, budget, and workflow complexity. If you’re a freelancer or small business owner, look for software for expense management with simple receipt scanning, mileage tracking, and mobile access. For mid-size to large teams, prioritize features like automated approvals, multi-level permissions, integrations with accounting tools, and support for global currencies or taxes.
Next, think about usability. A tool should make it easy for employees to log expenses on the go, whether they’re using Android, iOS, or the web. At the same time, finance teams should be able to generate reports, enforce policy rules, and audit records quickly. Look for software that balances simplicity with smart automation—and make sure it offers solid customer support and clear pricing tiers.
The Best Software for Expense Management
1. Expensify (Web, Android, iOS)
Expensify is a long-standing favorite for automating receipts and reports. Ideal for freelancers and small businesses.
Pros
- SmartScan instantly pulls details from receipts
- Syncs with major accounting platforms
Cons
-
Limited customization for enterprise users
Expensify continues to dominate as one of the most user-friendly tools for expense reporting. Its SmartScan feature captures receipts in seconds and categorizes them automatically. The app supports multi-level approval flows, credit card integrations, and mileage tracking.
It offers integrations with QuickBooks, Xero, NetSuite, and even travel booking systems. The user interface is intuitive, and the mobile experience feels smooth and responsive.
Pricing: Free plan available for individuals; paid plans start at $5/user/month
Best for: Solo professionals and lean finance teams
2. Zoho Expense (Web, Android, iOS)
A feature-rich platform that integrates tightly with the Zoho ecosystem. Best for SMBs needing multi-functional tools.
Pros
- Built-in travel request and approval modules
- Strong multi-currency support
Cons
- Slight learning curve for new users
Zoho Expense stands out for businesses already using the Zoho suite. It lets you manage expenses, set budgets, approve requests, and reconcile reports in one place. Real-time policy violations help flag problems before submission.
With advanced analytics, automation rules, and seamless accounting exports, it’s a powerful tool with surprising depth.
Pricing: Free plan for up to 3 users; paid plans from $3/user/month
Best for: Small to mid-sized businesses using other Zoho tools
3. SAP Concur (Web, Android, iOS)
Enterprise-grade software with travel booking, compliance, and in-depth reporting features.
Pros
- Robust travel management integration
- Global compliance and policy enforcement
Cons
-
Not ideal for small teams
SAP Concur is the heavyweight in software for expense management. It offers enterprise-level tools for expense tracking, travel booking, approvals, and reimbursement. Employees can book trips, scan receipts, and get reimbursed through a single platform.
Its strong analytics dashboard allows CFOs to gain visibility into employee spend, while global compliance features help navigate tax and regulatory issues in different countries.
Pricing: Custom pricing (enterprise only)
Best for: Large organizations with international teams
4. Rydoo (Web, Android, iOS)
A slick tool for real-time expense submission and approval, great for mobile-first teams.
Pros
- Real-time expense tracking
- Clean, modern interface
Cons
-
Basic reporting capabilities
Rydoo is built for speed and simplicity. Users can snap a receipt and submit an expense in seconds. Managers approve from their phone instantly. With automated policy checks and per diem support, it’s especially strong for teams on the go.
It integrates with major payroll and accounting systems, reducing data duplication. For hybrid teams or consultants who travel frequently, Rydoo is a smart, time-saving pick.
Pricing: Starts at $10/user/month
Best for: Mid-sized businesses with mobile-first workflows
5. Certify (Web, Android, iOS)
A solid mid-market option with strong automation and reporting features.
Pros
- Automated receipt matching
- Built-in mileage tracking
Cons
-
UI could feel dated to some
Certify helps businesses reduce manual expense work with its automation features. The tool automatically matches receipts to credit card transactions and even uses AI to flag unusual expenses.
It includes built-in travel management tools, customizable approval workflows, and analytics that give finance teams control over spend trends.
Pricing: Starts at $8/user/month
Best for: Growing teams ready to ditch spreadsheets
6. QuickBooks Online + Expense Tracking (Web, Android, iOS)
Best for businesses already using QuickBooks for accounting.
Pros
- Tight integration with accounting
- Simple mobile capture
Cons
-
Limited expense features compared to dedicated tools
If you’re already using QuickBooks Online, their built-in expense tracking might be all you need. It’s designed to simplify expense recording, categorize entries correctly, and match them with bank feeds or receipts.
For basic reporting and reimbursement, it’s more than enough. While not as feature-packed as Expensify or Zoho, it wins with its seamless syncing into the larger QuickBooks ecosystem.
Pricing: Included in most QuickBooks plans (from $30/month)
Best for: QuickBooks users who need light expense tracking
7. Divvy (Web, Android, iOS)
Combines expense tracking with smart corporate cards and budgeting.
Pros
- Real-time spend control with Divvy cards
- No monthly subscription fees
Cons
-
Limited outside the U.S.
Divvy turns expense management into a proactive budgeting system. It issues company cards with pre-set budgets, so employees spend within limits and submit receipts immediately. Approvals and categorization happen on the spot.
The platform also shines for its budgeting and forecasting tools, helping finance teams get ahead of the data rather than chasing it down.
Pricing: Free to use; earns revenue through interchange fees
Best for: U.S.-based teams looking to combine cards + expense tracking
8. FreshBooks (Web, Android, iOS)
Great for freelancers and small businesses looking to combine invoicing and expenses.
Pros
- Easy receipt tracking
- Clean dashboard for solo users
Cons
-
Not ideal for large teams
FreshBooks isn’t just invoicing software—it has powerful expense features baked in. You can snap receipts, link credit cards, and track spending by client or category. Expenses automatically sync to your financial reports and taxes.
It’s particularly great for freelancers or consultants who want a simple but functional financial system.
Pricing: Plans start at $19/month
Best for: Freelancers or solo business owners
9. Emburse Abacus (Web, Android, iOS)
A real-time expense management platform with strong control and visibility features.
Pros
- Instant expense approval
- Real-time policy enforcement
Cons
-
Not beginner-friendly
Abacus lets you manage expenses in real time—submissions are reviewed and approved instantly, not in batches. You can create custom workflows, set conditional rules, and stop non-compliant expenses at the source.
It’s especially useful for finance teams that want deep control without micromanagement. You’ll get audit-friendly trails and seamless syncing with NetSuite and Xero.
Pricing: Starts at $9/user/month
Best for: Mid-sized to large teams needing policy-driven workflows
10. Bento for Business (Web, Android, iOS)
Prepaid card-based system that simplifies spend management.
Pros
- Spend limits at the card level
- Great for budget control
Cons
-
Lacks traditional reimbursement tools
Bento issues prepaid cards to employees or departments, then lets managers set limits and categories per card. It’s a more controlled way to handle spending before it happens, instead of chasing receipts after.
It’s ideal for project-based teams, seasonal workers, or any group needing spend management without the overhead of reimbursements.
Pricing: Starts at $29/month for up to 10 cards
Best for: Teams managing temporary or project-based workers
Finding the Right Software for Expense Management
Choosing the best software for expense management doesn’t have to be overwhelming. Whether you’re a solo entrepreneur trying to stay on top of receipts or a finance lead managing a global team’s spending, the right tool can save time, reduce manual errors, and keep your budget under control.
From real-time expense tracking to seamless integrations with your accounting systems, the features you prioritize should align with how your team works—be it remote, hybrid, or office-based. Automation, mobile access, and customization are key when evaluating your options. Test a few with free trials if available, and go with the one that not only simplifies your expense process but also grows with your needs.
The right expense management software isn’t just about tracking costs—it’s about gaining clarity and control over your financial operations.
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