7 best expense management software in September 2025
- What is expense management software?
- 7 best expense management software
- Benefits of using employee expense management software
- 5 essential features of expense management software
- How to choose the right expense management software for your business
- Start simplifying expense management with Ramp
Managing employee expenses can be a headache for finance leaders. From tracking receipts to ensuring policy compliance, manual processes are time-consuming and prone to errors. Mismanaged expenses can lead to overspending, financial discrepancies, and endless frustration.
This is where expense management software comes in. The best tools automate and streamline expense tracking, giving you real-time visibility and control over company spending. Say goodbye to manual expense management spreadsheets and hello to accuracy and efficiency with the right software solution.
What is expense management software?
Expense Management Software
Expense management software helps businesses track, control, and automate their spending. These platforms let companies set budgets, enforce spending policies, and efficiently manage expenses using tools like receipt matching and transaction categorization.
Expense management software can help automate approval workflows, preventing unapproved expenses before they happen. Integrations with accounting systems provide real-time insights and detailed financial reports, making it easier to make informed decisions and close your books faster.
7 best expense management software
Here are our picks for the best expense management software on the market right now, based on factors including feature set, integrations, usability, pricing, and others:
Software comparison
- Real-time spend reporting: Ramp's expense management system lets you see all your business's expenses in a single dashboard.
- AI-powered insights: Get tailored recommendations on where you should reduce spend, renegotiate contracts, and more with Ramp Intelligence.
- Integrated corporate cards: Ramp’s unlimited physical and virtual corporate charge cards offer built-in spend controls and tracking.
- Enforce your expense policy automatically: Block out-of-policy spending before it happens. Set purchase limits, block merchant categories, and more.
- Automated receipt generation and categorization: Ramp automatically categorizes receipts, making expense reporting and reimbursements fast and easy.
Starting at
$0/mo.
Additional pricing tiers
$15 per user/mo. for Ramp Plus. Enterprise pricing available.
Promotion
Unlimited free tier
Availability
Web, iOS, Android
AppZen- Real-time insights into spending: See up-to-the-minute expense data and get an accurate overview of your financial situation at any time.
- AI-powered expense audits: AppZen automates the auditing process, reducing the need for manual checks.
- Spending pattern analytics: Get a clear view of where and how you’re spending money, helping identify areas for cost savings.
- Identifies and eliminates duplicate entries: Maintain the integrity of your expense reports with clean error-free financial records.
- Detects fraudulent activities: AppZen proactively identifies and prevents fraudulent activities by flagging anomalies.
Starting at
N/A
Additional pricing tiers
All pricing is quote-based
Promotion
14-day trial
Availability
Web
BILL Spend & Expense (formerly Divvy)- Create and manage custom budgets: Design and oversee budgets with specific spending limits so team members stay within financial boundaries.
- Physical and virtual corporate cards: Manage business expenses and retain control over corporate spending, making it easier to manage expenses.
- Digital receipt management: Simplify expense reporting by capturing and storing receipts via mobile app.
- Set custom spending rules: Tailor controls so spending aligns with company policies and financial strategies.
- Redeem rewards for cashback, travel, or gift cards: Includes a rewards system that allows users to earn and redeem points for cashback, travel, or gift cards.
Starting at
$0/mo.
Additional pricing tiers
N/A
Promotion
Unlimited free tier
Availability
Web, iOS, Android
Airbase- Detailed analytics: Airbase has robust analytics that highlight areas for cost savings based on business spending patterns.
- Real-time visibility into spending: Get real-time insights into your business transactions as they occur, enabling better financial control.
- Intuitive mobile app: A user-friendly mobile app lets you capture receipts and approve transactions no matter where you are.
- Integrates with over 70 ERP systems: Sync all your financial data across the platforms your business relies on, improving operational efficiency.
- AI-based OCR creates expense reports from receipts: Airbase automatically generates detailed expense reports directly from receipt images, eliminating the need for manual data entry.
Starting at
N/A
Additional pricing tiers
All pricing is quote-based
Promotion
N/A
Availability
Web, iOS, Android
Expensify- SmartScan feature automatically captures receipts: Simplify expense management by automatically capturing and recording all necessary details from receipts.
- Customizable approval workflows: Design and implement expense approval workflows that are tailored to your specific business needs.
- All-in-one finance platform: Access features for bill pay, invoicing, and spend tracking in one centralized location.
- Advanced mileage tracking: Accurately log and manage your travel expenses with a robust tool suite that tracks mileage for reimbursement or tax purposes.
- Integrates with most major accounting systems: Expensify integrates with major accounting systems, including QuickBooks, Microsoft Dynamics, and Xero.
Starting at
$0 for individuals
Additional pricing tiers
$5 per user/mo. for Collect, $9 per user/mo. for Control
Promotion
Free tier for individuals
Availability
Web, iOS, Android
Navan (formerly TripActions)- All-in-one travel booking and expense management platform: Navan integrates travel booking with expense management for convenience.
- Real-time data on travel and expenses: Access real-time information on both travel arrangements and related expenses, helping you manage budgets effectively.
- Automated expense reporting: Navan automates the expense reporting process, saving time and reducing the likelihood of errors.
- AI-powered travel recommendations: Get personalized travel recommendations that cater to your business preferences and needs.
- Robust analytics highlight cost-saving opportunities: View advanced analytics that provide insights into spending patterns.
Starting at
$0/mo.
Additional pricing tiers
$15 per user/mo. for more than 5 users
Promotion
Free tier with seat limits
Availability
Web, iOS, Android
SAP Concur- Real-time insights into company spending: Make more informed decisions based on up-to-date financial data.
- Integrates travel booking with expense management: Combining travel booking with expense management simplifies the process of planning trips and tracking related expenses.
- Automated invoice management: This feature streamlines the invoicing process, ensuring that all invoices are processed and paid on time.
- Integrates with ERP systems: SAP Concur integrates with popular ERP systems like NetSuite and other accounting platforms for better data flow between systems.
- Mobile app lets you manage expenses on the go: A user-friendly mobile app allows you to capture receipts, track spending, and approve transactions.
Starting at
N/A
Additional pricing tiers
All pricing is quote-based
Promotion
Free trial available
Availability
Web, iOS, iPadOS, Android
Benefits of using employee expense management software
Expense tracking software simplifies spend management, expense claims, and the reimbursement process. By automating expense compliance and report processing, these end-to-end spend management solutions eliminate the need for spreadsheets, making financial oversight more efficient and accurate.
Here are five key reasons why cloud-based expense management apps make sense:
1. Spend visibility
Gain real-time insight into where and how your budget is spent. With clear visibility, you can track business expenses, identify spending trends, and make informed financial decisions.
This level of oversight is especially useful for companies managing multiple recurring SaaS subscriptions, where hidden costs can easily pile up.
2. Cost control
Set spending limits and monitor transactions to keep expenses within budget. Preset expense rules ensure employee expenses stay within policy, and custom workflows ensure that the right stakeholders are looped in for approval.
Automated alerts can help you catch overspending before it becomes a problem so every department stays on track financially.
In industries like construction or field services, mobile-first approvals are particularly valuable since employees often spend and submit expenses while on the go.
3. Increased efficiency
Automate the creation, submission, and approval of expense reports. Reduce manual workload, speed up employee expense reimbursement, and ensure accurate financial records. By eliminating tedious processes, your team can focus on more important tasks that enable growth.
4. Scalable systems
As your business grows, your expense management system should scale with you. Unlike manual processes, the right expense management software can handle increased transaction volumes and supportmore users without compromising performance. The right software keeps your financial operations running smoothly no matter the size of your business.
5. Guarantee compliance
Software helps ensure that all expenses adhere to company policies and regulatory requirements by setting automatic controls and alerts for noncompliant transactions. It also helps maintain financial integrity, reduce the risk of expense fraud, and ensure your business meets all legal obligations.
This is especially critical in highly regulated fields such as healthcare, where strict audit trails and compliance features are non-negotiable.
5 essential features of expense management software
As you evaluate your options for expense management software, pay close attention to the feature set each tool offers. Features will differ from platform to platform, but these should be non-negotiable:
- Policy compliance: Look for options that automatically ensure all spending follows company rules and prevent unauthorized transactions
- Real-time spend data: Choose a platform that gives instant access to current spending information, helping you catch errors quickly and make better financial decisions
- Advanced spend controls: Your expense software should provide spend controls that go beyond simple limits, letting you set category and vendor restrictions on employee spending to stay within budget
- Automated receipt matching: The best tools make receipt scanning simple through mobile apps or email forwarding, then automatically match receipts to the correct transactions — reducing manual work and minimizing errors
- Customizable expense approval workflows: Look for tools that let you create tailored approval processes to fit your business needs
How to choose the right expense management software for your business
When it comes to choosing the right software for your business, it’s important to keep these five factors in mind as you make a final decision:
1. Cost and budget
Before you commit to a platform, spend some time evaluating the total cost of ownership, including subscription fees, implementation costs, and any other charges for features or support. Your software should provide good value for the money and fit within your company budget. Be sure to consider the potential cost savings the platform might offer through increased efficiency and reduced manual labor.
2. Integration compatibility
Always check the list of integrations for expense management software. Make sure the software you choose integrates with your existing systems, like your enterprise resource planning (ERP) platform, accounting software, and other financial tools. When all your financial systems are properly integrated, you’ll reduce the risk of errors and duplication.
3. Ease of use
A user-friendly interface ensures employees can easily adopt and use the software. An intuitive mobile app is also important since it allows users to manage expenses, capture receipts, and approve transactions on the go.
4. Automation and efficiency
Look for software that automates expense management processes like expense report generation, receipt capture, and invoice management. Automation reduces manual effort, minimizes errors, and speeds up workflows, so your finance team can focus on more strategic tasks.
5. Advanced analytics and reporting
You need powerful analytics and reporting features that offer real-time insights into spending patterns and financial health. Customizable reports and dashboards can help you make informed decisions, identify cost-saving opportunities, and ensure compliance with company policies.
Start simplifying expense management with Ramp
The right expense management software should simplify finance, not add extra work. Ramp combines automation, real-time visibility, and AI-driven insights in one platform that makes managing expenses faster, smarter, and easier.
Instead of juggling spreadsheets and chasing down manual approvals, Ramp delivers end-to-end expense management — from the moment a purchase is made to closing the books. Finance leaders stay in control, employees get a seamless experience, and the entire business saves time and money.
If you’re looking for expense management software that scales with your company and adapts to the way you work, Ramp is the clear choice.
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