Expense management software helps businesses automate and streamline the process of tracking, managing, and reporting expenses – in a single platform. It brings visibility into the company’s expenses to understand spending patterns and reduce errors in managing them.

The main problem with the manual expense management process is the involvement of data entry tasks across adding bills, applying for reimbursements, settling claims, etc. Even small errors can mess with your expense tracking and efforts to control budgets. Moreover, it doesn’t give visibility into expense management, making it difficult to find errors to fix.

An expense management software controls expenses by avoiding manual errors using automation. You also identify opportunities to save costs as finance teams focus on strategic decision-making for cost savings rather than administrative tasks.

Geekflare has researched the best expense management software that enables you to gain visibility into business expenses for better financial decisions.

  • Zoho Expense – Best for Small Businesses
  • Rippling – All-in-one HR, IT Payroll and Expense Management
  • Precoro – Best for Small to Medium Businesses
  • Moss – Best for Financial Transparency and Control
  • Pleo – Best for European Companies
  • Emburse – Best for Mobile Expense Management
  • Payhawk – Best to Optimize Company Budgets
  • BILL – Best for Real-Time Expense Tracking
  • Expensify – Offers Corporate Card with Cash Back
  • SAP Concur – Best for Large Enterprises
  • Veryfi – AI-powered Receipt Data Extraction
  • Everlance – Best for Self-Employed Expense Tracking
  • Rydoo – Best for AI-Powered Expense Monitoring
  • Fyle – Best for Intelligent Expense Reporting
  • Show moreShow less

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Zoho Expense

Zoho Expense

Best for Small Businesses

Geekflare rating score 4.5 out of 5
4.5
|
  • Travel Expense Management
    Yes
  • Integration
    35+
FREE
Save 25% on the Yearly Plan
Try Zoho Expense

About Zoho Expense

Zoho Expense is part of Zoho’s Finance product suite, which focuses on travel and expense management for businesses. It provides dedicated expense management tools for handling online and offline travel workflows in a single platform.

Zoho provides a cost-effective solution to consolidate business expenses across trips, purchase requests, reimbursements, and more. With its powerful reporting, integrations, and collaboration features, finance teams can make informed decisions about their expense management.

Zoho Expense Features

  • Key feature

    Multi-Currency Support: Ideal for businesses operating in different countries.

  • Key feature

    Establish expense rules: Set regular limits on per diem or expense amounts for employees to control expenses. You can notify them as they reach their expense limit.

  • Key feature

    Mobile Accessibility: Allows expense tracking on the go via a mobile app.

  • Key feature

    Customize and control: Implement custom roles and approvals workflows and design custom dashboards based on employee access hierarchy or expense category.

  • Key feature

    Card management: Centralize and reconcile personal and corporate credit card management in real-time.

Zoho Expense Pros/Cons

  • Advantage

    Generous free trial provides key features to test expense management automation

  • Advantage

    Good accuracy of auto-scan feature for uploading bills and receipts

  • Advantage

    Option to add travel expenses based on per diem or mileage

  • Disadvantage

    Inadequate expense reporting features

  • Disadvantage

    Issues syncing the mobile app with updates done on the web app

  • Disadvantage

    Initial setup is time-consuming

  • Disadvantage

    Inadequate integration to streamline payroll and reimbursement payments

Zoho Expense Pricing

PlanPricing (per user/month)Offerings
Free$0Up To 3 Users, 5 GB Receipt Storage, 20 Receipt Autoscans
Standard$420 Receipt Autoscans per user, Corporate Card Reconciliation, Cash advances
Premium$7Receipt Autoscan, Travel Requests, Purchase Request, Advanced Approval
CustomPricing on requestDedicated account manager, Around-the-clock priority global support, Personalised implementation, onboarding and training, Custom ERP Integrations
Rippling

Rippling

All-in-one HR, IT Payroll and Expense Management

Geekflare rating score 4.8 out of 5
4.8
|
  • Travel Expense Management
    No
  • Integration
    600+
Pricing on Request
Try Rippling

About Rippling

Rippling helps you control your business expenses by automating the reviewing and blocking out-of-policy expenses. It focuses on helping you implement your expense policy using approval chain workflows, trigger actions to notify policy limits, issue payments, and more.

With Rippling, you can integrate payroll and reimbursement to simplify employee management. It integrates with its HR and accounting software ecosystem, further helping with auditing and compliance in a single platform.

Rippling Features

  • Key feature

    Custom policies: Implement tailored rules and restrictions on what each employee can see and adapt as employee role changes.

  • Key feature

    Automated approval chains: Implement approval workflows to review expenses with role-based rules.

  • Key feature

    Multi-currency support: Reimburse expenses across 100+ countries while your dashboard reads the currency of your choice, helping global companies operate effectively.

  • Key feature

    Cross-currency reconciliation: Automatically convert expenses into the reviewer’s currency, streamlining the reconciliation process for foreign transactions.

  • Key feature

    Report builder: Generate real-time expense reports and answer reimbursement queries directly within the payroll system.

Rippling Pros/Cons

  • Advantage

    Unified platform for implementing custom expense policy

  • Advantage

    Robust features focus on self-servicing

  • Advantage

    Integrated platform with HR, analytics, payroll, LMS, help desk, surveys, and more

  • Advantage

    Can purchase apps separately as per business requirement

  • Disadvantage

    Too many features increase the learning curve and set up time

  • Disadvantage

    Users report inadequate international payment options

  • Disadvantage

    Email-first support leads to a lack of human assistance and an increase in resolution time

  • Disadvantage

    Difficult user navigation

Precoro

Precoro

Best for Small to Medium Businesses

Geekflare rating score 4.8 out of 5
4.8
|
  • Travel Expense Management
    No
  • Integration
    NetSuite, Xero, QuickBooks, Amazon, Slack, Power BI
$499/month
Try Precoro

About Precoro

Precoro provides visibility and predictability into your employee expenses. It is one of the best apps for business expenses to track, manage, and automate expense management workflows via the dashboard.

Procure’s features target budgeting efficiency in procurement and employee management to help your business make informed financial decisions. It adjusts as per your industry use cases, company size, and purchase model, thus providing flexibility in your finance and budgeting strategy.

Precoro Features

  • Key feature

    Unify purchases: Easy to add and edit employee expenses with approval workflows to process all transactions in a single platform.

  • Key feature

    Customize workflows: Create custom fields, approval workflows, and dashboard designs based on user roles and permissions.

  • Key feature

    Supplier management: Centralizes supplier information, making managing contracts and maintaining vendor relationships easier.

  • Key feature

    SSO and Google login: It enables secure login access. You can also limit IP addresses, helping manage multi-location employee posting.

  • Key feature

    OCR technology: Autoscan receipts and digitize paperwork to avoid manual data entry.

Precoro Pros/Cons

  • Advantage

    User-friendly dashboard for non-finance teams

  • Advantage

    Organized design and easy to use

  • Advantage

    Cost-effective pricing for small business expense tracking

  • Advantage

    Ideal for procurement workflows

  • Advantage

    Streamlines procurement activities in one platform for better visibility.

  • Disadvantage

    Inadequate invoicing and reporting features

  • Disadvantage

    Lacks dedicated travel booking and expense management features

  • Disadvantage

    No bulk import feature for adding purchase orders

Precoro Pricing

PlanPricing (monthly)Offerings
Core$499Advanced procurement, 3-way matching, Automated approvals, Custom fields and workflows, Real-time budget tracking
Automation$999AP automation, Dynamic intake forms, Vendor onboarding, Supplier Portal, Selected ERP integrations
SuitePricing on requestMultiple entities, Regional server selection, Advanced admin controls and security, Custom implementation, IP white-listing
Moss

Moss

Best for Financial Transparency and Control

Geekflare rating score 4.2 out of 5
4.2
|
  • Travel Expense Management
    Yes
  • Integration
    50+

About Moss

Moss’s expense management software focuses on accounting and bookkeeping functions. You can sync your accounting system by supporting it with data from receipts, expense tracking, and budgeting efforts.

It allows you to issue credit cards with custom limits and approval policies tailored to employee roles. This digitizes data for easy month-end closing calculations, thus improving the productivity of finance teams.

Moss Features

  • Key feature

    Corporate credit cards: Issue employee cards with customizable limits to maintain spending oversight.

  • Key feature

    Manage receipts: Use Moss’s mobile app to capture data from offline receipts. Also allows automatic sync using direct integration with Gmail/Outlook.

  • Key feature

    Payout options: Allows bundling employee expenses and reimbursements with multiple payout options like Apple Pay.

  • Key feature

    Month-end closing automation: Integrates with accounting software and automatically categorizes corporate credit card spending data.

  • Key feature

    Enhanced security measures: Moss’s platform is GDPR compliant and uses multi-layer defenses like multi-factor authentication, contactless payments, Single-Sign-On (SSO), and more.

Moss Pros/Cons

  • Advantage

    Easy to add receipts and success ratio of recognition with mobile app

  • Advantage

    Responsive customer support

  • Advantage

    Good for accounting and finance teams’ productivity

  • Advantage

    Data sync features make accounting easy

  • Advantage

    Budget control features

  • Advantage

    Single platform pricing, irrespective of the number of users

  • Disadvantage

    Involves learning curve

  • Disadvantage

    Inadequate expense reporting features

  • Disadvantage

    Takes time to set up with credit card allocation, dashboard design, adding team members, and more.

  • Disadvantage

    Inadequate forecasting features

Pleo

Pleo

Best for European Companies

Geekflare rating score 4.8 out of 5
4.8
|
  • Travel Expense Management
    Yes
  • Integration
    Accounting, NetSuite, HRIS
$39/month
Try Pleo

About Pleo

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.

With spending controls and insights, the business can strategize to ensure it meets budgets as decided. A unique feature includes subscription management, where it can remove duplicates and handle recurring payments.

Pleo Features

  • Key feature

    Real-time expense tracking: Helps get real-time insights on expenses for making informed decisions to avoid overspending.

  • Key feature

    Pleo company cards: Use physical, temporary, or virtual cards that allow employees to make purchases directly. Finance teams can maintain control by setting spending limits.

  • Key feature

    Multi-entity expense management: Manage expenses across different entities or offices from a single account.

  • Key feature

    Automate receipt management: Captures and syncs every expense data across subscriptions, invoices, offline spending, or daily expenses with your accounting tool.

  • Key feature

    Streamline out-of-pocket expenses: Helps track expenses as per defined company policy with approval workflows and spend alerts.

Pleo Pros/Cons

  • Advantage

    Provides real-time auditing and bookkeeping features

  • Advantage

    Effective receipt management features

  • Advantage

    Simple setup with an intuitive user interface

  • Advantage

    Provides 1% cashback for every expense on the purchase of annual plans

  • Advantage

    Integration of virtual card expenses and accounting software reduces manual work

  • Disadvantage

    Pleo positions itself as a ‘spend management platform’, making it unsuitable for enterprises

  • Disadvantage

    Inadequate tax management features

  • Disadvantage

    Limited acceptance of virtual cards

  • Disadvantage

    Users report unreliable fetching of receipts from emails

Pleo Pricing

PlanPricing (monthly)Offerings
Essential
$39
3 users included, Real-time expense tracking, Automated expense reports, Accounting system integrations
Advanced$89Multi-entity management, Advanced controls, Phone support
Beyond$1795 users included, Spending insights, Assisted onboarding, Concierge support
Emburse

Emburse

Best for Mobile Expense Management

Geekflare rating score 4.5 out of 5
4.5
|
  • Travel Expense Management
    Yes
  • Integration
    NetSuite, Sage, QuickBooks, Xero, Salesforce
Pricing on Request
Try Emburse

About Emburse

Emburse provides a mobile app to help manage expenses and reimbursements on the go. Using its ‘ adaptable expense policy ‘ feature, you can tailor its expense management software to your industry.

Its travel expense management features make it ideal for organizations with frequent employee travel requirements. It also provides physical and virtual cards that make controlling employee spending more seamless and integrated.

Emburse Features

  • Key feature

    Optimize travel expenses: Leverage useful features like tracking and rebooking lower fares to save travel costs.

  • Key feature

    ERP integration: Seamlessly digitize with expense management software and increase its functionality by integrating with existing accounting, invoicing, HR, and other systems.

  • Key feature

    Virtual cards: Get a physical or virtual corporate card that allows you to easily control expenses using spending limits.

  • Key feature

    Mobile receipt capture: Employees can submit expenses as they happen using the intuitive mobile app, enabling real-time receipt capture for accurate reimbursements.

  • Key feature

    Dashboards: Make informed decisions by creating custom expense reports and tracking vital metrics using dashboards.

Emburse Pros/Cons

  • Advantage

    User-friendly desktop and mobile app

  • Advantage

    Adequate resources to learn Emburse’s expense management tools

  • Advantage

    Ideal for companies looking to add/edit travel expenses on the go with a mobile app

  • Advantage

    Active customer support that considers feedback

  • Disadvantage

    Features in desktop and mobile apps are not in sync

  • Disadvantage

    Inadequate reimbursement workflows

  • Disadvantage

    Difficult to navigate reporting features

  • Disadvantage

    No bulk import option

  • Disadvantage

    You need to upload receipts one by one, making it still a manual process

Payhawk

Payhawk

Best to Optimize Company Budgets

Geekflare rating score 4.5 out of 5
4.5
|
  • Travel Expense Management
    Yes
  • Integration
    50+
Pricing on Request
Demo Available
Try Payhawk

About Payhawk

Payhawk offers to streamline your financial budget and efforts to control it with its expense management software. By creating budget management per cost center, you can track business expenses made under it in real-time.

Further, you can automate subscription management and restrict spending by adding limits as per expense policy. With Payhawk, the finance team can also create personalized expense reports across cost centers, teams, employees, or expense categories, which help with audits.

Payhawk Features

  • Key feature

    Individual and team cards: Issue debit or credit cards with strict spending limits to control expenses and digitize transactions for easy accounting and reconciliation.

  • Key feature

    Real-time expense tracking: Get a dashboard with live expense monitoring that centralizes all transactions.

  • Key feature

    ESG reporting support: Payhawk automatically tracks carbon emissions to back up your ESG reporting and sustainability efforts.

  • Key feature

    Subscription management: Track and handle recurring payments. You get insights into expenses such that it gets predictable, thus helping with better financial decisions.

  • Key feature

    Custom approval chains: Implement custom spend policies by designing approval workflows and spend limits across transaction categories.

Payhawk Pros/Cons

  • Advantage

    Features track expenses to enable better budget control and optimization

  • Advantage

    Active product and customer support team

  • Advantage

    Multi-currency support

  • Advantage

    Documentation features reduce paperwork

  • Advantage

    Provides cashback on expenses

  • Disadvantage

    Inadequate data export options

  • Disadvantage

    Users report slow software, delays in updating data, and occasional glitches.

  • Disadvantage

    Complex integrations setup

  • Disadvantage

    Allows uploading only one receipt per transaction

BILL

BILL

Best for Real-Time Expense Tracking

Geekflare rating score 4.2 out of 5
4.2
|
  • Travel Expense Management
    Yes
  • Integration
    QuickBooks, Sage Intacct, Oracle Netsuite, Slack, HRIS, Xero

About BILL

BILL offers free expense management tools that centralize streamlining transactions across company credit cards, reimbursements, and tracking expenses. It also provides dedicated features to handle travel booking and expense tracking using the BILL Divvy Corporate Card.

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. It integrates with multiple third-party software, thus helping you make informed decisions with additional functionalities.

BILL Features

  • Key feature

    Mobile app for receipt tracking: Complete and track transactions on the go using BILL’s mobile app to update expenses.

  • Key feature

    Virtual cards: The BILL Divvy Corporate Card helps save from any exposure to fraud and controls expenses with spending limits.

  • Key feature

    Expense policy: Use budgeting and expense management control features to implement your company’s expense and reimbursement policy.

  • Key feature

    Accounting software integrations: Sync and share data with ERP and accounting software like NetSuite, QuickBooks Online, Sage Intacct, and more.

  • Key feature

    Handle reimbursements: Bring all out-of-pocket expenses together and reimburse employees or vendors on time with ACH payments or payroll system.

BILL Pros/Cons

  • Advantage

    Being free enables small business expense tracking

  • Advantage

    Saves money and time for big monthly expenses with petty cash transactions

  • Advantage

    Fraud prevention features on virtual cards

  • Advantage

    Offers a rewards program on expenses done using a virtual card

  • Disadvantage

    Doesn’t track personal expenses

  • Disadvantage

    Bugs in the accuracy of uploading receipts

  • Disadvantage

    Lacks notification feature to alert about budget constraints

  • Disadvantage

    Cannot set limits on receipts

  • Disadvantage

    Does not support multi-entity expense management

  • Disadvantage

    Inadequate budgeting and expense hierarchy

Expensify

Expensify

Offers Corporate Card with Cash Back

Geekflare rating score 4.4 out of 5
4.4
|
  • Travel Expense Management
    Yes
  • Integration
    45+
$5/user/month
FREE up to 25 SmartScans
Try Expensify

About Expensify

Expensify provides an expense management platform for both individuals and businesses. You can track receipts, prepare expense reports, automate invoices, and manage travel workflows in a single platform.

With budget-friendly pricing and a free expense management tool for individuals, it is good to get started. It also offers cashback on their corporate credit card expenses – thus, further helping you reduce investment into expense management software.

Expensify Features

  • Key feature

    Collaboration tools: Centralize communication with employees, vendors, customers, etc via chat, emails, or messages.

  • Key feature

    Global reimbursements: Supports payments across 190+ countries in their local currencies.

  • Key feature

    Travel management: Streamlines booking accommodations and travel via flights. Allows adding spending limits on travel bookings and flexible payment options.

  • Key feature

    40+ integrations: Enhance functionality and avoid data migration by integrating directly with ERP and accounting software like Xero, Quickbooks, NetSuite, Workday, Sage Intacct, and more.

  • Key feature

    Virtual cards: Issue corporate cards to handle employee expenses for easy accounting and budget control.

Expensify Pros/Cons

  • Advantage

    Directly fetches expenses from credit cards, emails, and receipts

  • Advantage

    Less yet effective features make it easy to use

  • Advantage

    Good reporting capabilities

  • Advantage

    Includes personal expense tracking features

  • Advantage

    Provides a dedicated email address to send receipts directly to the app

  • Disadvantage

    Difficult setup and navigation

  • Disadvantage

    Small business users report poor and limited customer service

  • Disadvantage

    Mobile apps have limited features compared to desktop

  • Disadvantage

    Users report occasional bugs and glitches

  • Disadvantage

    Per-user pricing plans make it expensive for large teams

Expensify Pricing

PlanPricing (per user/month)Offerings
Collect$5Allows unlimited SmartScans, access to Expensify cards, ACH reimbursement, integrations, and more.
Control$9Allows everything in Collect + SAML/SSO authentication, budgeting, reporting, and approval workflows.
SAP Concur

SAP Concur

Best for Large Enterprises

Geekflare rating score 4.0 out of 5
4.0
|
  • Travel Expense Management
    Yes
  • Integration
    700+
Pricing on Request
Try SAP Concur

About SAP Concur

SAP Concur comes with an integrated platform and enterprise features that enable large organizations to streamline expenses across their complex operations. It automates the collection, centralization, and processing of expense data from existing systems and channels like receipts.

With deep integration with 50+ ERP solutions, you get actionable insights to make informed financial decisions for your enterprise.

SAP Concur Features

  • Key feature

    Policy compliance checks: Automates approval workflows and establishes checks using alerts to maintain company expense policy.

  • Key feature

    SAP Concur mobile app: Streamlines employee expenses by guiding them during business trips and capturing receipt data for easy accounting and reimbursements.

  • Key feature

    Real-time spend analytics: Provides dashboards that offer insights into spending trends to make effective financial decisions.

  • Key feature

    Concur travel: Centralizes complete travel expense management by prepopulating business trip information into expense claims. This automates and quickens the pace of employee reimbursements.

  • Key feature

    700+ integrations: Sync and share data with existing software for a smoother transition and enhanced capabilities.

SAP Concur Pros/Cons

  • Advantage

    SAP branding and experience with enterprise customers

  • Advantage

    Effective mobile app for uploading receipts

  • Advantage

    Advanced AI and OCR for capturing expense data

  • Advantage

    Powerful integrations enable scalability

  • Advantage

    Adequate SAP Concur expense management software training resources

  • Disadvantage

    Inadequate auditing features to enforce expense policy

  • Disadvantage

    Users report poor post-purchase customer support

  • Disadvantage

    Limited mobile app features compared to desktop

  • Disadvantage

    Users report a steep learning curve for SAP Concur

Veryfi

Veryfi

AI-powered Receipt Data Extraction

Geekflare rating score 4.7 out of 5
4.7
|
  • Travel Expense Management
    No
  • Integration
    QuickBooks, Xero, Dropbox, Google Drive

About Veryfi

Veryfi’s AI expense management platform integrates advanced OCR technology to capture effective expense data from receipts and documents. It is suitable for self-employed individuals or businesses dealing with many offline transactions involving paperwork, receipts, invoices, cash collection, etc.

The Veryfi mobile app further streamlines expense management by syncing captured data with its bookkeeping platform or sharing it with third-party integrations. Your business can also generate expense reports to gain insights for optimizing expense management.

Veryfi Features

  • Key feature

    Self-serve billing portal: A dedicated space for accountants to manage multiple clients efficiently by simplifying billing and project tracking.

  • Key feature

    Real-time expense reconciliation: Accurately and automatically reconcile transactions against uploaded receipts by connecting bank accounts or credit cards.

  • Key feature

    Reports for financial decisions: Generate standard or customized reports to gain insights into spending patterns.

  • Key feature

    OCR technology: Experience AI for extracting expense data from receipts, invoices, forms, documents, etc.

  • Key feature

    Integration with accounting software: Sync expenses directly with QuickBooks or Xero to update them in real-time for seamless bookkeeping.

Veryfi Pros/Cons

  • Advantage

    Good customer support

  • Advantage

    Effective and accurate OCR recognition technology

  • Advantage

    Easy to use and quick setup

  • Advantage

    Seamless bookkeeping workflows

  • Advantage

    Google Drive and Dropbox integration help backup files

  • Disadvantage

    Inadequate import export option

  • Disadvantage

    Expensive for small business expense tracking requirement

Veryfi Pricing

Veryfi PlanPricing (monthly)Offerings
Free$0Allows processing up to 100 docs/month with limited storage and email support.
Pay as you go$500+Allows processing up to 10k docs/month with limited storage and email support.
CustomPricing on requestGet volume discounts on processing invoices, receipts, and other documents with unlimited storage.
Everlance

Everlance

Best for Self-Employed Expense Tracking

Geekflare rating score 4.4 out of 5
4.4
|
  • Travel Expense Management
    Yes
  • Integration
    70+

About Everlance

Everlance streamlines personal expenses for self-employed professionals like freelancers or individuals. It simply syncs your bank account and credit cards to track all transactions and organize them for further processing.

You can track expenses and determine potential tax deductions and insights on savings. The expense management tools are user-friendly and effective, making it an ideal choice for anyone looking to streamline their expense management process.

Everlance Features

  • Key feature

    Upload receipt: Users can easily upload photos of receipts to cloud storage to keep their records organized and accessible at any time.

  • Key feature

    Get insights on expenses: Helps organize and separate personal and business expenses for self-employed professionals, making it easy to analyze spending habits on the dashboard.

  • Key feature

    Mileage tracking: Provides effective tools like favorite location detection, trip categorization, visual maps for routing, and more for mileage tracking.

  • Key feature

    Tax deduction finder: Suggests potential tax deductions based on recorded expenses, helping users save money during tax season.

  • Key feature

    Tax deduction finder: Sync, scan, and review credit card and bank account transactions for potential tax deductions. It also automatically generates IRS reports for tax filing.

Everlance Pros/Cons

  • Advantage

    Separates personal and business expenses

  • Advantage

    Effective for mileage tracking and reimbursement workflow automation

  • Advantage

    Adequate features for self-employed professionals who travel a lot

  • Advantage

    Easy to use with no steep learning curve

  • Advantage

    Allows data export

  • Advantage

    Suitable for small businesses due to low-pricing plans

  • Disadvantage

    Users report glitches in recording trips and expenses

  • Disadvantage

    Users report buggy automatic sync and tracking

  • Disadvantage

    No bulk editing option for transactions or trips

  • Disadvantage

    Lacks customization for reporting and dashboards

Everlance Pricing

PlanPricing (per user/month)Offerings
Free (Business)$0Allows up to 15 users to automatically track 30 trips per month with limited expense management features.
CPM Program$10Allows unlimited trip detection and direct integration to sync bank account and credit card transactions.
FAVR Program$33Everything is in Premium + additional training and priority support.
Rydoo

Rydoo

Best for AI-Powered Expense Monitoring

Geekflare rating score 4.6 out of 5
4.6
|
  • Travel Expense Management
    Yes
  • Integration
    35+
€8/user/month
FREE Trial Available
Try Rydoo

About Rydoo

Rydoo uses AI to optimize the expense management process, enabling finance teams to track expenses, conduct smart audits, and gain insights to make better financial decisions. It also enables smart travel expense management with mileage tracking and per diem management features.

With Rydoo, your employees can submit expenses quickly and accurately by simply snapping a picture of their receipts. Further, its advanced AI-enabled features, like fraud detection and expense compliance management, help streamline and scale expense policy implementation efforts.

Rydoo Features

  • Key feature

    Rydoo mobile app: Track employee expenses by scanning receipts, automating mileage tracking, and simplifying per Diem calculations.

  • Key feature

    Set up approval workflows: Track and enforce expense policy by streamlining expense approvals and follow-ups.

  • Key feature

    Global compliance: Supports tax, per diem, and mileage calculations in 80+ countries.

  • Key feature

    Credit card reconciliation: Automate adding expenses from credit cards and banks, and AI helps match and clean data.

  • Key feature

    Integrations: Sync and share data between your existing systems across 35+ HR, travel, ERP, or accounting software to centralize expense management.

Rydoo Pros/Cons

  • Advantage

    Good accuracy of OCR for uploading receipts

  • Advantage

    The cloud-based platform makes it easy to generate reports and audit trails

  • Advantage

    Clean and intuitive navigation

  • Disadvantage

    The mobile app doesn’t recognize receipt pictures clicked in low light

  • Disadvantage

    User-based pricing can get expensive for large teams

  • Disadvantage

    Users report poor customer service and occasional glitches and lags when using the software

Rydoo Pricing

PlanPricing (per user/month)Offerings
Essentials€8Allows access to the mobile app to add unlimited expenses with basic integration and single approval workflow.
Pro€10Automated reconciliations, custom policy enforcement, multi-level approval workflows, and more.
BusinessPricing on requestPriority support and API access
EnterprisePricing on requestInsights dashboard, sandbox access, and advanced automation.
Fyle

Fyle

Best for Intelligent Expense Reporting

Geekflare rating score 4.5 out of 5
4.5
|
  • Travel Expense Management
    Yes
  • Integration
    5+
$11.99/user/month
Try Fyle

About Fyle

Fyle helps SMBs manage employee expenses and automate accounting workflows. It provides a ‘messaging’ interface to log expenses, where you can share receipt pictures. Fyle’s OCR detects expense data to save.

Fyle provides automation and integration with accounting software to use this expense data for streamlined accounting. This eliminates manual data entry and enhances visibility into spending patterns, thus saving time and reducing errors.

Fyle Features

  • Key feature

    Texting for receipt collection: Your employees can text receipt photos, and Fyle captures spending data to save. It can then follow up for more information over the text, helping avoid the need to manually edit information on the desktop app.

  • Key feature

    Automate expense reports: Fyle’s AI generates expense reports on schedule or demand by simply texting.

  • Key feature

    Alerts and notifications: Help employees update receipts and information when they use their credit card. This ensures timely budgeting, accounting, and reimbursements.

  • Key feature

    Manage trip expenses: Offers dedicated tools to track mileage and per diem, streamline travel booking, and sync data with accounting software.

  • Key feature

    Automate expense compliance: Fyle’s AI flags expenses that do not adhere to your company’s spending policies, thus avoiding manual reviews.

Fyle Pros/Cons

  • Advantage

    Proactive customer support

  • Advantage

    Allows sending expense reports from the mobile app

  • Advantage

    Detects handwritten documents

  • Advantage

    Can fetch expense data from emails

  • Advantage

    Intuitive mobile app user interface

  • Disadvantage

    Inadequate options to set up approval workflows

  • Disadvantage

    Lacks integrations with other apps like travel or taxi booking platforms

  • Disadvantage

    Users report occasional app glitches and wrong detection of data by AI

  • Disadvantage

    Inadequate dashboard features for reporting and analytics

Fyle Pricing

PlanPricing (monthly)Offerings
Growth$11.99Allows unlimited AI receipt scans and tracking with credit card and bank account integrations, reconciliation, and single-stage approvals.
Business$14.99Multi-entity compliance enforcement, advanced analytics, API integration, and premium support.
EnterprisePricing on requestAdvanced security features and a dedicated enterprise account manager

What is an Expense Management Software?

Expense management software provides visibility into your business and employee expenses across operations. It tracks expenses, aggregates transactions, and integrates them with accounting software to streamline expense tracking to maintain clean financials.

For this, expense management software often uses AI technologies like OCR for offline receipts and modern expense cards, such as corporate and virtual cards, to capture expenses. This automates the error-prone efforts required to manually enter transaction details and check compliance with policies.

Thus, with accurate expense data, financial teams can easily generate expense reports to make financial decisions and optimize business expenditures.

What are the Benefits of Using Expense Management Software?

An expense management software translates the gained visibility into expenses into the below benefits:

Save Time

The best business expense tracking apps allow users to use mobile apps to capture receipts data using OCR technology.

Without this simple automation, your employees and financial teams have to perform manual tasks:

  1. Uploading receipts
  2. Maintaining paperwork for invoices or receipts
  3. Data entry of expenses in the required company format
  4. Clean data to remove duplicates
  5. Review expenses for policy compliance
  6. Follow-up with employees or vendors for re-checking expenses
  7. Match transaction data with banks and credit cards
  8. Remove or edit expense data to accommodate changes
  9. Sending data to generate reports
  10. Sharing data with other accounting software

With just one expense automation workflow, your business effectively removes these 10 manual tasks!

Enforce Compliance

An expense management software with built-in policy enforcement features ensures that all expenses adhere to company guidelines and regulatory requirements. The software automatically flags non-compliant submissions and helps follow up with flagged expenses to investigate issues more deeply. This reduces the risk of fraud or unauthorized spending.

Another way business tracking apps ensure compliance is by restricting spending by adding spend limits or rules on assigned credit cards. It also notifies employees when they reach expense limits so that they are mindful of their ongoing expenditures.

Increase Business Visibility

Expense management software provides real-time visibility into spending patterns across business operations. Finance teams can access dashboards that display current expenses, trends, and budget utilization.

With this visibility, they can make informed financial decisions.

For example, finance teams can quickly identify that travel expenses have surged in a particular department. With this insight, they can investigate further and implement measures to curb unnecessary travel costs.

Optimize budgets

Cloud-based software to track expenses helps save, categorize, and organize data in real-time. One can use AI or data analytics tools on this historical data to determine trends and ways to reduce expenses. Based on these insights, finance teams can set budget limits for different categories and receive alerts when approaching those limits.

For example, a company may find that its marketing department consistently overspends on events. With this insight, they can adjust future budgets or implement stricter approval processes for event-related expenses.

What is the Difference Between Expense Management and Spend Management Software?

Spend Management Software and Expense Management Software help automate and streamline business expenditures. The key difference lies in which area of finances they focus on, which we will understand using this table:

CriteriaExpense Management SoftwareSpend Management Software
ScopeFocuses on tracking and monitoring of employees expenses.Focuses on individual projects and their spending.
Primary featuresTracking expenses, settling claims, managing bills, expense reporting, travel booking, mileage tracking, tax calculations, and more.Managing supplier contracts, budgeting, procurement optimization, vendor management, financial projections, and more.
Use case examplePurchase of stationery or travel expenses of employees on official work.Focuses on expenses from the company’s point of view.
Spending typeDay-to-day operational costsCapital expenditures, operational budgets, or indirect procurement costs – all related to project management.
Users involvedTypically used by employees, HR, and finance teams.Comparing quotes from vendors and determining impact on project costs or tracking project costs versus actual spending.
Policy trackedEnforces expense policies for employee submissions of receipts.Enforces procurement policies and supplier contracts to ensure compliance. Includes on-ground project execution rules and associated costs.
Kind of reports preparedGenerates reports focused on employee expenses, travel expenses, and metrics to track reimbursements.Provides detailed reports on overall spending trends, supplier performance, and budget adherence.

Best Practices for Managing Corporate Expenses

Even if you procure the best Expense Management Software, you must know how to implement it effectively to maximize corporate expense savings and return on investment:

Set a Clear Expense Policy

The first requirement is to draft an expense policy by considering minimum and average expenses for the task. Do include cases where expenses might offshoot. Then, optimize your spending limits in this range based on real expense values.

Based on these values, your policy should outline:

  • What constitutes an approvable expense
  • Reimbursement limits
  • Required documentation for expense submissions

Make sure employees and other stakeholders are aware of the expense policy. Explore setting up alerts in the expense management software when spending limits are approaching.

Encourage Mobile App Adoption

Choose expense management software with a mobile app to facilitate receipt collection and submission. This helps employees quickly add receipts as they happen. The mobile app’s AI extracts required data instantly and submits or shares it with accounting software for further processing.

A mobile app increases the pace at which finance teams receive expense data for making on-time financial decisions.

For this, training sessions should be conducted with employees to highlight the ease of submitting expenses directly from their smartphones. These benefits include faster processing times and reimbursements.

Enforce Timely Submissions

Sometimes, employees lack the discipline to submit expenses on time. Even if they manage to submit them before the end of the month, it’s a lot of work for finance teams to review and process approvals.

In addition, such late submissions negate the benefit of gaining visibility into employee expenses. Finance teams cannot make informed decisions in real-time about controlling budgets and maintaining cash flow.

For this, set up automated notifications within your expense management software that remind employees of upcoming submission deadlines. For example, if reports are due on the 5th of each month, send reminders a week before to ensure compliance.

Conduct Regular Expense Reviews and Audits

Expense management software accurately captures expense data across operations, quickening the pace of expenditure reviews to identify anomalies and prevent fraudulent claims.

Explore expense management software like Zoho Expense, Pleo, and Rydoo, which provide dedicated expense auditing features. For other software, you can use analytics features to generate reports on spending trends.

Set Spending Limits

The best way to control expense budgets is to implement spend limits and alert workflow as follows:

  1. Define spending limits for different categories within assigned virtual cards or other payment modes.
  2. Set up automated alerts that notify managers when an employee’s expenses approach these predefined limits. Allow for follow-ups in the software to include exceptions.
  3. Conduct training for employees to adhere to these limits and ensure they understand these exceptions.
  4. Review and adjust these spending limits to accommodate changing markets and SOPs.

Such a proactive approach allows for timely interventions if spending exceeds budgetary constraints.

Offer Corporate Cards

Adopting expense management software that offers corporate debit or credit cards helps employees make purchases directly without needing to front costs. This is crucial because sometimes employees may feel uncomfortable bearing costs or may not have the required finances when performing a task. It also helps track and sync expense data in real-time.

With corporate cards, you simplify the reimbursement process as they are easier to monitor than individual reimbursements.

Explore expense management software like Moss, Pleo, Emburse, Payhawk, BILL, Expensify, and Rydoo, which provide dedicated corporate credit or virtual cards as a part of their ecosystem.

More Readings on Managing Expenses