7 Best Business Expense Tracker of 2025

The interface shows the spend limits, transactions, and reimbursements for various vendor cards and users. Below is a screenshot from Wallester showing an overview of expense cards issued under the company account. I will now review the expense management tools in detail along with their features, pros and cons, and overall user experience. Below is a comparison table of the top expense management platforms based on multi-currency support, travel expense management and integration options. However, choosing the right expense-tracking application is another crucial point. Consider all the favorable factors that can level up expense management.

The IRS doesn’t always require receipts, small business expense tracking but recommends them for substantiating deductions. However, it’s best to keep receipts for larger purchases or in case of an audit. While you can use Navan’s expense product separately, many features—like automated receipt capture and policy enforcement—are optimized when you book travel through the platform.

By creating budget management per cost center, you can track business expenses made under it in real-time. Pleo is the best expense management software for European companies, and it centralizes digital payments, invoices, expense tracking, and reimbursements into a single platform. This makes accounting easy, including for multi-entity expenses, thus making finance teams more productive.

• Automating the process of tracking, managing, and reimbursing expenses ensures that you reduce errors, improve compliance, and control spending.
• Some products are standalone expense trackers, while others are expense tracking tools built into popular accounting platforms.
• Fortunately, there are several expense tracker tools available that can help simplify this process.
• Your small business expense management tools should house all of the core features you need.
• But if you’re a QuickBooks pro or have a dedicated admin employee who’s willing to learn, you can get a lot of value out of it.

Factor in company size and growth

Keep in mind that many of these apps charge per user, so what might seem like an affordable plan could add up to much more if you have dozens of users. It’s easy to fine-tune automation with program rules, budgets and daily limits and granular auto approve rules. Another cool feature is the option to forward certain types of expenses automatically to the appropriate project manager based on specific criteria. There’s even an in-app chat feature that lets you communicate about expenses with your team. There are also add-on solutions that can make travel a whole lot easier as well. Concur TripLink lets you track outside bookings in your managed-travel program while ExpenseIT lets you match receipts to card charges to speed up reimbursement.

Automation

• In this article, we take a deeper dive into some of the most popular expense tracking apps available today, including Zoho Expense, Expensify, SAP Concur, FreshBooks, and our own Ramp.
• Zoho Expense is part of Zoho’s Finance product suite, which focuses on travel and expense management for businesses.
• We prioritized tools with robust corporate card management capabilities, as this is a critical area of inefficiency for many finance teams.
• The most affordable Simple Start Plan costs $30 per month for one user (currently discounted at $15 per month for the first three months).

Expensify is an expense tracker app that lets you track business expenses, dispense reimbursements, and scan receipts. Employees can snap a photo of their receipt and SmartScan will enter the details automatically. You can also create custom expense rules and flag certain purchases that need manager approval.

Ramp integrates with QuickBooks, Xero, NetSuite, and Sage Intacct, along with HRIS platforms such as Rippling and Workday. A small business usually consists of a handful of employees, typically 10 or fewer. These small but mighty operations could range from boutique graphic design firms, to e-commerce stores, cozy coffee shops, or local bakeries. Keep your money moving with realtime chat built into every type of transaction. It uses custom quotes based on company size and selected modules (Travel, Expense, Cards, and Insights).

Top Online Expense Management Systems + How to Choose a Provider

These are some of the best expense tracking apps for small businesses that we recommend based on their positive reviews and variety of useful features. Keep in mind that many of these options have free trials that allow you to test out which one will work best for your business. The easiest way to keep track of your expenses is with expense and receipt tracking software. This lets you upload receipts, organize your expenses, and track your spending patterns so you can manage your budget effectively. It’s also helpful for finding deductions and filing your business taxes. SAP Concur is a robust expense tracker that’s well-suited to larger businesses.

Spendesk uses custom pricing, typically quoted per company rather than per user. While higher than some competitors, users rate it highly for value and ease of use . Support operates via in-app Concierge chat, email, and online help—no phone lines. While intended to be fast, some users report slow or repetitive responses, especially during billing or cancellation issues. They can simply reply to a text, forward an email, or upload via Gmail, Outlook, mobile, or web app.

Multilevel approval workflows help you customize your expense policy rules and flag expenses that need a manager’s approval automatically. To keep your expenses organized, you can also import general ledger (GL) codes from your accounting software of choice and then tag them accordingly. Check out our interactive demo environment and see how Ramp’s expense management software saves businesses an average of 5% a year. For finance teams, managing employee expenses can feel like a constant game of catch-up. You’re chasing down receipts, trying to categorize transactions, and hoping everything aligns with your expense policy. BILL helps with real-time expense tracking, such that you can forward this data to its Account Payables or Account Receivables software for further accounting.

This tool is designed to make expense management on the road as seamless as possible. It’s like having a personal assistant who keeps track of all your receipts and expenses while you focus on the bigger picture. Whether you choose to scan receipts or keep physical copies, organization is key.