- Business expense trackers at a glance
- Top 9 business expense trackers for 2026
- How to choose a business expense tracking tool
- Benefits of using an expense tracker
- Best practices for tracking business expenses
- Why Ramp is the best expense tracker for business
Business expense trackers help you record purchases, organize receipts, and keep tabs on company spending. The right tool depends on your team's size and whether you need basic bookkeeping, mileage tracking, or expense management with approvals and spending controls.
Here are nine business expense trackers to consider.
Business expense trackers at a glance
Ramp is the best overall business expense tracker for companies that want corporate cards, automated expense tracking, and spending controls in one platform. Other options serve businesses focused on bookkeeping, mileage tracking, or traditional expense reporting.
| Tool | Best for | Starting price |
|---|---|---|
| Ramp | Expense management and spending controls | Free |
| Expensify | Simple use cases | Free for individuals |
| QuickBooks Online | Existing QuickBooks users | Free |
| Zoho Expense | Existing Zoho customers | Free for up to 3 users |
| Everlance | Businesses tracking mileage | Free individual plan; check business pricing |
| SAP Concur Expense | Complex expense reporting | From $7 per expense report |
| FreshBooks | Freelancers and small teams | $23/month at standard rate |
| Brex | Venture-backed startups | Free |
| Wave | Freelancers who need bookkeeping | Free |
Top 9 business expense trackers for 2026
Software comparison
- Customizable spend controls: Ramp’s corporate cards let you set specific spend limits and rules for each card.
- Automated expense reporting: Automatically captures and categorizes expenses, reducing manual work.
- Real-time spend tracking: View expenses as they happen for better decision-making.
- Seamless integrations: Works with tools like QuickBooks, Slack, NetSuite, and Excel.
- Easy receipt capture: Snap a photo—OCR technology matches it to transactions.
Starting at
Free
Additional pricing tiers
Plus: $15/user/mo. + platform fee
Free option
Ramp Free
Availability
Web, iOS, Android
Expensify- Receipt scanning: SmartScan extracts details such as merchant, date, amount, and currency from receipts.
- Expense reports and reimbursements: Create and submit expense reports and reimburse employees with a paid workspace.
- Approvals: Collect includes a simple approval workflow; Control adds multi-level approvals.
- Accounting integrations: Connect to QuickBooks Online or Xero on a paid plan; Control supports additional ERP integrations.
- Card transactions: Import corporate card transactions to help manage expenses and reconciliation; capabilities vary by plan.
Starting at
Free for individuals
Additional pricing tiers
Collect: $5/unique member/mo.; Control: $18/committed member/mo. (annual)
Free option
Unlimited receipt scans for individuals
Availability
Web, iOS, Android
QuickBooks Online- Expense tracking: Record income and expenses alongside your bookkeeping.
- Bank connections: Connect a bank account to import transactions. QuickBooks Free allows one connected bank account.
- Receipt capture: Upload receipts with QuickBooks Free; paid plans provide mobile receipt capture.
- Financial reporting: Run reports such as profit and loss to review business performance.
- Invoicing: Create and send invoices; QuickBooks Free limits invoices to two per month unless the business qualifies for and enables QuickBooks Payments.
Starting at
$0 (QuickBooks Free)
Additional pricing tiers
Simple Start: $38/mo. (standard rate)
Free option
1 user; 1 bank connection
Availability
Web; iOS and Android apps with paid plans
Zoho Expense- Receipt capture: Autoscan extracts details from receipts. The free plan includes 20 scans per user per month.
- Expense reports: Create and submit expense reports for review.
- Card management: Connect corporate cards for reconciliation; corporate card management is included in Standard and higher plans.
- Approvals: Route reports for approval; Premium includes advanced approval management and policy customization.
- Accounting integrations: Connect with accounting tools, including QuickBooks Online. Check plan and integration requirements.
- Pricing: Billed annually, Standard is $3/user/mo. and Premium is $5/user/mo.
Starting at
Free for up to 3 users
Additional pricing tiers
Standard: $4/user/mo.; Premium: $6/user/mo. (monthly billing)
Free option
20 receipt autoscans/user/mo.
Availability
Web, iOS, Android
Everlance- Mileage tracking: Automatically detect trips or enter them manually. Basic includes 30 automatically detected trips per month; Starter and Professional include unlimited automatic tracking.
- Expense records: Everlance supports expense tracking and receipt uploads; availability varies by plan.
- Bank and card sync: The individual Professional plan can connect supported bank accounts or cards to import transactions.
- Reports: Export mileage and expense data; available formats and filters vary by plan.
- Team management: Everlance Business provides a dashboard for reviewing team mileage and expenses and supports reimbursement programs. Check with Everlance for Business pricing.
- Annual rates: Individual Starter is $89.99/year and Professional is $119.99/year.
Starting at
Free individual Basic plan
Additional pricing tiers
Individual Starter: $10.99/mo.; Professional: $19.99/mo.
Free option
30 auto trips/mo.; unlimited manual trips
Availability
Web, iOS, Android
SAP Concur Expense- Expense reporting: Employees submit expenses for review and reimbursement; managers can approve reports through configured workflows.
- Receipt capture: ExpenseIt turns receipt photos into expense entries and is included in Plus and Premium.
- Corporate card integration: Connect supported corporate cards to bring transactions into the expense process.
- Accounting integrations: Connect with systems including QuickBooks, NetSuite, and SAP; availability and setup may vary.
- Travel management: Concur Expense can be combined with Concur Travel. Premium includes both; check other plan options and pricing.
Starting at
Base: from $7/report
Additional pricing tiers
Plus: from $11/report; Premium: custom pricing
Availability
Web, iOS, Android
FreshBooks- Expense tracking: Connect a bank account or credit card to import expenses and track spending alongside your books.
- Receipt capture: Photograph receipts and attach them to expenses. Automatic expense receipt-data capture is included in Plus and higher plans.
- Billable expenses: Mark expenses as billable and add them to client invoices, with an optional markup.
- Invoicing and time tracking: Send invoices and track billable time alongside business expenses.
- Reporting: Review expenses and generate reports to help monitor business spending.
Starting at
Lite: $23/mo. (standard rate)
Additional pricing tiers
Plus: $43/mo.; Premium: $70/mo. (standard rates); Select: custom
Promotion
30-day free trial; no card required
Availability
Web, iOS, Android
Brex- Corporate cards: Issue physical and virtual cards with spending controls.
- Receipt management: Add receipts through the dashboard, mobile app, or text message; Brex can automatically match receipts to expenses.
- Reimbursements: Employees can submit expenses for reimbursement, including when they don’t have a Brex card.
- Accounting integrations: Connect supported systems, including QuickBooks Online and NetSuite; availability and setup may vary.
- Policy and approvals: Premium adds multiple customizable expense policies and dynamic expense review chains.
Starting at
Essentials: $0/user/mo.
Additional pricing tiers
Premium: $12/user/mo.; Enterprise: custom
Free option
Cards and reimbursements; eligibility applies
Availability
Web, iOS, Android
Wave- Bookkeeping: Record income and expenses alongside invoices and other bookkeeping records.
- Receipt scanning: The paid receipts add-on or Pro plan scans unlimited receipts and extracts details using optical character recognition (OCR).
- Bank transactions: Pro can automatically import and categorize transactions from supported bank accounts.
- Mobile access: Use the Wave app for invoicing; managing accounting transactions and scanning receipts in the app requires the receipts add-on or Pro.
- Reporting: Review business finances using Wave’s dashboard and reports.
Starting at
Starter: $0
Additional pricing tiers
Pro: $19/business/mo.; receipts add-on: $8/mo.
Free option
Bookkeeping; receipt scanning costs extra
Availability
Web, iOS, Android
How to choose a business expense tracking tool
The right expense tracker depends on your team's size, existing tech stack, and whether you need proactive spend controls or just basic receipt capture.
A mileage app may be enough if you primarily need to track business driving. Accounting software can combine expense tracking with bookkeeping, while expense management software may also support team approvals and spending controls. Check which features each plan includes.
For a simple manual option, you can also use Ramp's free expense tracker template:
Just want a spreadsheet?
When evaluating expense tracking tools for your business, consider these factors:
Cost-effectiveness
Match the tool's pricing to your budget. Check whether you can save on user seats by limiting access to people who actually need it, and whether the free tier covers your requirements. Balance affordability with the features your team uses daily, especially automation capabilities that reduce manual work over time.
Ease of use
Evaluate user-friendliness before committing. Run an online demo to test the interface, and confirm the tool has a mobile app for on-the-go use.
Integration capabilities
Check whether the tracking tool integrates with your existing tech stack, including ERP systems and accounting software. Confirm setup requirements, plan availability, and how expense data will sync with the systems your team and accountants use.
Scalability and functionality
Choose a tool that can grow with you. Check how it handles transaction volume, additional users, and approval workflows, as well as whether adding seats or features changes the cost.
Security
Your financial data needs strong encryption and multi-factor authentication. Check how the vendor stores and backs up your data.
Reporting and tracking
Your business expense tracker should offer detailed, customizable reporting capabilities to give you a complete picture of where your business is spending money. It also lets you budget for business expenses and compare actual spend against your projections. With that visibility, you can adjust spend and spot cost-saving opportunities as they arise.
Customer support
Research the vendor's support reputation before buying. Look for live chat, phone support, and a clear onboarding process.
Benefits of using an expense tracker
An expense tracker helps you organize spending information in one place. Depending on the tool and plan, it can also help you:
- See where money goes: Review spending by category, employee, or other reporting fields to help monitor budgets.
- Organize receipts: Capture and store receipts alongside expense details, making records easier to find when needed.
- Support tax preparation: Keep expense details and supporting documents organized to help identify potentially deductible expenses and substantiate deductions.
- Simplify reconciliation: Import or sync transactions with accounting software to reduce manual entry and help match expenses to your records.
- Manage spending: Use approval workflows, policies, or card controls to help your team follow company guidelines.
Ready to take control of your finances?
Learn about Ramp’s pricing plans and start saving today.
Best practices for tracking business expenses
A consistent business expense tracking process makes it easier to maintain organized records and prepare for tax time, whether you use software or a spreadsheet. Start with these practices:
- Separate business and personal finances. Use dedicated business accounts where practical to make transactions easier to identify.
- Categorize expenses consistently. Choose categories that fit your business and apply them regularly.
- Keep supporting records. Save receipts and other required documentation, along with relevant details such as the business purpose. Check applicable tax and record-retention requirements.
- Review and reconcile regularly. Compare your records with bank and card statements to catch missing transactions, duplicates, or errors.
Why Ramp is the best expense tracker for business
Ramp eliminates the manual work in expense management, from receipt capture through reconciliation, so your team stops chasing paperwork and starts enforcing policy before spend happens.
Ramp's AI-powered software automatically matches receipts to transactions in real time. Employees simply snap a photo, and Ramp extracts key details like merchant, date, and amount and links them to the correct charge. You get full visibility into spend without manual matching, and your employees save time.
Ramp also makes it easy to enforce spending policies. You can set granular controls and limits by employee, department, or merchant category, whether that's restricting daily meal spend or limiting business-class flights. Ramp's Policy Agent blocks out-of-policy purchases at the swipe, before spend happens, so violations never reach your books.
Beyond tracking and controls, Ramp integrates directly with accounting software like QuickBooks, Xero, Sage Intacct, and NetSuite. Expenses sync to your general ledger with consistent categorization and custom GL mapping, making reconciliation and analysis easier.
Ramp also goes beyond basic expense tracking by automating the most time-consuming parts of managing business spend:
- Easy policy enforcement: Automate expense approvals and reimbursement workflows, and pay reimbursements to employee bank accounts in 1–2 business days.
- Accelerated reconciliation: Accurately code, categorize, and map transactions with AI to speed up month-end close.
- Accounts payable automation: Manage bills and payments alongside employee expenses in one place.
With automation, built-in controls, and direct accounting integrations for QuickBooks, Xero, Sage Intacct, and NetSuite, the median Ramp customer achieved 7.5% savings on expenses in their first year.
FAQs
The best expense tracker depends on your business's needs. Consider whether you need receipt capture, bookkeeping, mileage tracking, or expense management with approvals and spending controls. Compare pricing, integrations, and plan limits before choosing.
Yes. Ramp offers a free plan, and some other expense tracking and accounting providers offer free plans as well. Check which features are included: receipt scanning, bank connections, and other capabilities may require a paid plan or add-on.
Keep a consistent record of business expenses, including the amount, date, business purpose, and supporting documents where required. Categorize expenses as you record them and reconcile your records against bank and card statements regularly. Consult a tax professional about documentation and retention requirements for your business.
Some expense trackers integrate with QuickBooks, Xero, or other accounting software. Check the provider's integration details, setup requirements, and plan availability before choosing a tool.
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Marina Peterson
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