Managing expenses can be a headache for any CFO. You're juggling receipts, tracking costs, and ensuring compliance. Expense report software is here to help, making it easier to manage your finances and free up your time for more strategic tasks.
I've tested and reviewed the top expense report tools on the market. My goal is to present an unbiased look at how these solutions can solve your challenges. I'll cover key features, pricing, and the specific needs each tool addresses.
In this article, you'll find insights tailored to you and your team's needs. Let's dive into the best options to help you manage expenses efficiently.
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Expense Report Software Comparison Table
The table below compares pricing details for my top expense report software selections.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for global teams | Free demo available | From $29/user/month | Website | |
| 2 | Best real-time reporting | Free demo available | From $11.99/user/month (billed annually) | Website | |
| 3 | Best seamless approval workflows | Free demo available | Pricing upon request | Website | |
| 4 | Best for built-in spending policies | Free plan + free demo available | From $15/user/month | Website | |
| 5 | Best for monitoring and managing budgets | Free demo available | Pricing upon request | Website | |
| 6 | Best expense management in Europe | Free trial available | From £9.5/month | Website | |
| 7 | Best for simplifying travel expense tracking | Free plan available | Pricing upon request | Website | |
| 8 | Best always free option | Free to use | Website | ||
| 9 | Best for hassle-free expense management | 14-day free trial | From $3/user/month (billed annually) | Website | |
| 10 | Best for startups and small businesses | Free plan available | From $12/user/month | Website |
Best Expense Report Software Reviews
Below are my detailed summaries of the best expense report software that made it onto my shortlist. My reviews offer a detailed look at the key features, pros & cons, integrations, and ideal use cases of each tool to help you find the best one for you.
Deel's expense management dashboard lets users generate reports and track, approve, and manage expenses. Deel is an all-in-one HR platform designed to help businesses hire, manage, and pay employees and contractors worldwide. It offers tools to handle global payroll, compliance, and HR tasks, making international workforce management more straightforward.
Why I picked Deel: Deel's expense management system allows you to create customized expense categories, enabling precise tracking and control over various expense types. This customization ensures that your team's expenditures align with your company's policies and reporting needs. Additionally, Deel provides a mileage expense calculator, which estimates travel costs based on trip distance and predefined reimbursement rates. For businesses operating globally, Deel offers the ability to set up expense policies tailored to different countries or entities.
Standout features & integrations:
Features include expense approval workflows and per diem expense calculations, allowing employees to claim daily allowances for business trips easily. Additionally, the platform provides analytics dashboards that offer insights into expense trends and patterns, aiding in financial planning and decision-making.
Integrations include Expensify, QuickBooks, Google Workspace, Slack, JIRA, HubSpot, BambooHR, Workday, Xero, Salesforce, Microsoft Teams, Zendesk, and Jira Software Cloud.
Pros and Cons
Pros:
- Simplifies global hiring and payments
- Offers diverse payment options
- Customizable expense policies
Cons:
- No option for corporate spending cards
- Occasional delays in payment processing
Learn more about Deel Payroll:
Best real-time reporting- Free demo available
- From $11.99/user/month (billed annually)
Visit WebsiteCustomer Rating:4.6/5
Sage Expense Management (formerly Fyle) is an expense management platform that connects to your existing Visa, Mastercard, and Amex corporate cards to handle receipt capture, real-time policy enforcement, multi-level approval routing, card reconciliation, and accounting sync.
Who Is Sage Expense Management Best For?
Finance and AP teams at mid-sized companies who need live visibility into card spend and want reconciliation handled automatically will get the most out of Sage Expense Management.
Why I Picked Sage Expense Management (formerly Fyle)
I picked Sage Expense Management as one of the best because it gives finance teams a live view of card spend the moment a transaction happens. When an employee swipes their Visa or Mastercard, the platform triggers a text prompt for a receipt and matches it to the transaction automatically, so reconciliation happens in near real time rather than at month-end. I also love that the AI Copilot lets you query spend breakdowns, approval turnaround times, and policy violations in plain language, putting reporting insights a question away.
Sage Expense Management Key Features
- Multi-level approval routing: Route expenses through single or multi-stage approval chains based on department, project, or policy violations, with on-the-fly approver additions.
- Smart GPS mileage tracking: Log business trips using Google Maps distance calculation, with support for vehicle-specific rates, recurring trips, commute deductions, and policy limits.
- Soft and critical policy rules: Set expense rules that either flag a submission for review or block it entirely, across categories like amount, payment mode, expense age, and currency.
- Active-user billing: Pay only for employees who create at least one expense or have a connected card transaction in a given month, keeping costs tied to actual usage.
Sage Expense Management Integrations
Sage Expense Management offers native integrations with QuickBooks Online, Xero, Sage Intacct, Sage 300 Construction and Real Estate, and Sage 50 in beta. Business plans include API access for custom integrations.
Pros and Cons
Pros:
- Mileage tracking supports commute deductions
- Policy rules flag spend before submission
- Real-time card alerts speed receipt matching
Cons:
- Email receipt syncing can fail
- OCR misreads can create duplicate expenses
Learn more about Sage Expense Management (formerly Fyle):
Best seamless approval workflows- Free demo available
- Pricing upon request
Visit WebsiteCustomer Rating:4.8/5
In Airbase, Finance teams can see all pending requests and reports at a glance. Airbase is a financial services solution that offers expense management, accounts payable automation, corporate cards, and guided procurement. Their customers are primarily mid-market technology companies, although they also serve many in the financial services and automotive industries.
Why I picked Airbase: Most expense software allows you to designate individuals to approve expenses, but Airbase stands out because it has multilayered approval workflows that consider department, expense category, location, and more. This saves a ton of time and confusion at matrixed organizations. You can also make the rules as complex as you like.
Standout features & integrations:
Features include automated reimbursement for approved expenses, with expenses paid out each night. And along with spending limits, I liked how Airbase lets you set expiration dates on company cards to control subscription renewals. The drawback comes when dealing with semi-regular vendors who you use more than once but not every month.
Integrations include NetSuite, Sage, Quickbooks, Xero, American Express, Jira, Slack, Okta, BambooHR, and Rippling.
Pros and Cons
Pros:
- Mileage tracking
- Email and Slack integrations
- Approval groups for speed
Cons:
- Too complex for small businesses
- Cards are either “one-time” or ”recurring”
4Best for built-in spending policiesRamp
- Free plan + free demo available
- From $15/user/month
Visit WebsiteCustomer Rating:4.8/5
Ramp provides an automated accounting dashboard that categorizes transactions, syncs expenses, and flags missing memos for review. Ramp is a versatile platform that offers expense report software designed to help you manage business finances more efficiently. By automating routine tasks and providing real-time insights, Ramp helps you focus on what truly matters for your business.
Why I Picked Ramp: I picked Ramp for its advanced AI automation that reduces manual work, freeing up time for more strategic decisions. Its customizable corporate cards come with built-in spending policies to help control team expenses and ensure compliance. Ramp also eases financial operations with automated expense submissions, eliminating the need to chase receipts, and an efficient accounts payable feature that speeds up bill processing.
Standout features & integrations:
Features include accounting automation, which speeds up your monthly financial closes and enhances accuracy, reducing the risk of errors. The platform also supports global operations by allowing payments to 195 countries in over 40 currencies, making it a good fit for businesses with international dealings. Another feature is its ability to process reimbursements quickly, ensuring your team gets their money back fast, which is crucial for maintaining morale and productivity.
Integrations include NetSuite, Sage, Xero, QuickBooks, Microsoft Dynamics Business Central, Acumatica, Uber, Lyft, Okta, Google, Rippling, and Gmail.
Pros and Cons
Pros:
- Automated expense reporting and receipt matching
- Ability to issue multiple virtual cards with customizable controls
- Comprehensive reporting features
Cons:
- Could offer more advanced accounting features
- Mostly focuses on accounts payable and spend management
Best for monitoring and managing budgets- Free demo available
- Pricing upon request
Visit WebsiteCustomer Rating:4.7/5
Finance uses the Payments tab in Spendesk to approve reimbursements. Spendesk is a spend management and budget tracking tool that offers company cards, invoicing, and accounting automation. It aims to give finance teams overall spend visibility while allowing functional teams to do their jobs without red tape.
Why I picked Spendesk: I like that Spendesk takes a two-pronged approach to expense management. They give finance teams the power of the purse, enabling them to monitor and manage overall spending. But they also let teams access and manage their individual budgets.
Standout features & integrations:
Features include budget overviews that allow approvers to make informed decisions based on what has already been spent and earmarked. I also like that Spendesk automatically accounts for transactions in your real-time budget, which means no surprise spending.
Integrations include Slack, NetSuite, and Xero.
Pros and Cons
Pros:
- Ease of use
- Easy subscription management
- Quickly issue virtual cards
Cons:
- Spendesk cards not universally accepted
- Limited integrations
Learn more about Spendesk:
6Best expense management in EuropePleo
- Free trial available
- From £9.5/month
Visit WebsiteCustomer Rating:4.8/5
Administrators can use Pleo to monitor team spending or individual expenses. Pleo is a European spending solution that handles expense management, invoices, and reimbursements. Businesses can automate expense reporting by issuing Pleo cards and get real-time notifications when they are used.
Why I picked Pleo: Based in Denmark, Pleo was created with the unique expense management challenges of Europe in mind, making it perfect for European companies or companies that do business in Europe. This means quick and easy currency conversion, value-added tax calculation, and international compliance standards.
Standout features & integrations:
Features include vendor cards, which let your team manage recurring payments and set spending limits with ease. Pleo overdraft also helps you maintain cash flow by offering interest-free overdrafts for timely payments. Plus, the VAT split feature simplifies managing multiple VAT rates, saving your team time on manual reviews.
Integrations include NetSuite, Xero, QuickBooks, Slack, Microsoft Teams, DropBox, Sage, Google Workspace, Microsoft 365, and Zapier.
Pros and Cons
Pros:
- Auto-attached receipts
- Card limits by month or transaction size
- Easy to onboard and implement
Cons:
- Card limits aren’t transparent to users
- Difficult to dispute charges
Learn more about Pleo:
Best for simplifying travel expense tracking- Free plan available
- Pricing upon request
Visit WebsiteCustomer Rating:4.7/5
Along with expense management, Navan is also a tool for planning and booking trips. Recently, TripActions rebranded as Navan and combined their travel planning and expense management tools into one system. The mobile app, instead of being a partially functional supplement, offers full access to Navan’s features.
Why I picked Navan: Travel is one of the top reasons for expense reporting, and I picked Navan because it sets itself apart by allowing you to search and book flights and hotel rooms within the app. This means you never have to transfer data from those expenses to Navan. Of course, you can also log meals and other expenses, but Navan streams booking and reporting travel expenses into one process.
Standout features & integrations:
Features include real-time inventory management, giving your team instant access to a wide range of travel options with competitive rates. AI-powered personalization tailors search results based on individual preferences, making travel arrangements more intuitive for your team. Additionally, automated expense reconciliation simplifies tracking and categorization of expenses, reducing manual input and errors for your organization.
Integrations include Slack, Salesforce, SAP Concur, Microsoft Outlook, Google Workspace, TripAdvisor, Uber, Lyft, Airbnb, and American Express.
Pros and Cons
Pros:
- Links to rewards programs
- Rate comparisons
- Book flights and rooms from app
Cons:
- Doesn’t display all flight options
- Limited roles and permissions
Learn more about Navan:
Along with expense reports, Divvy allows you to create and monitor budgets. Founded in 2016 and acquired by BILL in 2021, Divvy is an expense management and corporate credit card solution primarily for small businesses. They are able to offer the software for free to users because they collect a fee from the merchant. Consequently, they incentivize the use of Divvy cards over reimbursements.
Why I picked Divvy: With business software, “free” usually means that the tool still charges transaction fees. However, Divvy’s merchant fee model makes it truly free to the businesses that use it, which is why I’m impressed by it. This is how small organizations can move expense management out of spreadsheets without breaking the bank.
Standout features & integrations:
Features include budget management tools that allow you to set spending limits and track expenses, providing your team with real-time insights into financial data. You can also use the virtual cards feature to manage and control spending more effectively, reducing the need for physical cards. Additionally, the software offers detailed reporting capabilities, helping you analyze spending patterns and make informed financial decisions.
Integrations include QuickBooks Online, Xero, NetSuite, TravelPerk, Open Dental Software, QuickBooks Online Advanced, ZenBusiness, Headset, and Bill.com.
Pros and Cons
Pros:
- Physical and virtual cards
- User-friendly app
- Quickly edit credit lines and budgets
Cons:
- Slow reimbursement process
- Inconsistent notifications
Learn more about Divvy:
Best for hassle-free expense management- 14-day free trial
- From $3/user/month (billed annually)
Visit WebsiteCustomer Rating:4.3/5
Zoho Expense proactively notifies you when there’s an issue with your expense report. Zoho is a company that makes a wide range of business tools, beginning with their customer relationship management (CRM) system. They work primarily with small businesses in the IT and software industries and even offer a free plan for up to three users and 20 receipts per month.
Why I picked Zoho Expense: For Zoho users who want a simple way to add expense management to their toolset, Zoho Expense is, in my opinion, a natural choice. Plus, if you’re already using Zoho Books for accounting, the direct integration can save a ton of time and effort.
Standout features & integrations:
Features include effortless expense reporting that automates receipt tracking and enables quick expense creation. Your team can take advantage of customizable approval processes to streamline the way expenses, trips, and purchase requests are managed. Additionally, you have the tools for budget management to help create and monitor spending against defined limits, ensuring efficient oversight of your company's finances.
Integrations include Zoho Books, QuickBooks, Xero, Slack, Dropbox, Google Drive, OneDrive, Microsoft Teams, Uber for Business, and Lyft.
Pros and Cons
Pros:
- IRS-compliant travel logs
- Policy compliance management
- Automated reminders
Cons:
- Premium support is an add-on
- Lack of reporting customization
Learn more about Zoho Expense:
10Best for startups and small businessesBrex
- Free plan available
- From $12/user/month
Visit WebsiteCustomer Rating:4.5/5
In Brex, supervisors have an inbox where they can approve unresolved expenses. Brex is a technology company that offers a suite of financial management and service tools, including travel management, pill payment, financial forecasting, corporate credit cards, and expense management. It’s most popular among software and IT services organizations.
Why I picked Brex: Brex provides an advanced financial management toolset for startups and enables small businesses to implement corporate cards without impacting founder credit. Combined with the sophisticated admin control, I think it’s a good choice for companies that want to start their expense management on the right foot.
Standout features & integrations:
Features include automatic expense classification that simplifies how you manage your team's expenses. Real-time data synchronization with ERPs ensures that your financial data is always up-to-date, allowing you to make informed decisions quickly. Additionally, Brex supports seamless onboarding and offboarding of employees through HRIS connections, making it easier to manage personnel changes.
Integrations include NetSuite, QuickBooks, Workday, WhatsApp, Coupa, Xero, Gusto, Slack, Zapier, and Navan.
Pros and Cons
Pros:
- Detailed admin control
- Auto-enforced spending policies
- Auto-approval of designated expenses
Cons:
- Less functionality in mobile app
- Lacks travel management
Other Expense Report Software
Here are some other expense report software choices worth considering that didn’t make the list:
- 11AirwallexBest for end-to-end expense management
- 12XledgerBest for multi-entity expense management
- 13PuzzleBest for AI-powered expense accuracy
- 14ExpensifyBest for companies with broad financial needs
- 15SAP ConcurBest for global enterprises
- 16SlashBest for cashback rewards
- 17Emburse Certify ExpenseBest for project accounting
- 18Rippling SpendBest for automated expense management
- 19Doxis SpendControlBest for customizable reporting dashboards
- 20DualEntryBest for reducing manual reconciliation tasks
- 21PaycomBest all-in-one HR and expense management
- 22PaylocityBest comprehensive HR solution
- 23PerkBest for mileage tracking
- 24WebexpensesBest for European mid-market businesses
- 25RydooBest for international compliance
How I Evaluate Expense Report Software
I evaluate each tool in two layers: the baseline criteria a tool must clear—like OCR receipt capture, approval routing, and ERP sync—and the differentiators that set the strongest options apart.
Core Functionality (Table Stakes For This List)
When I'm selecting tools for my list, I rank each one on a scale from 0 (does not offer the functionality) to 5 (excels in this area) for each core functionality listed below. Then, I calculate the tool's total score into a percentage. Each tool needs to achieve a minimum total score of 65% to be considered for inclusion.
- Expense Report Creation: I check whether employees can create, itemize, and submit reports from both desktop and mobile—for example, a field rep logging meals and mileage from their phone.
- Receipt Capture & OCR: Each tool's OCR accuracy matters here, especially how well it auto-extracts vendor names, dates, and totals from photographed or forwarded receipts.
- Approval Workflows: I look for configurable multi-level routing, like sending a report to a direct manager first, then to finance when it crosses a certain spend threshold.
- Policy Enforcement & Flagging: The best tools let you codify rules—per diem caps, category restrictions, duplicate detection—and flag violations before a report reaches an approver.
- Reimbursement Processing: I evaluate whether the platform supports direct reimbursement via ACH or payroll sync, rather than forcing teams to export data and process payments manually.
- Accounting & ERP Integration: Native connectors to platforms like QuickBooks, Xero, NetSuite, or SAP are what I look for, including GL code mapping and dimensional tagging.
Once I have a list of tools that meet this criteria, I consider what sets each platform apart.
Differentiating Factors (What Sets Vendors Apart)
Here's how I compare and contrast different vendors:
Standout Features
AI-powered audit tools that auto-flag duplicates and outliers across every submitted report save hours of manual review. I also look for native corporate card issuance, which lets finance teams set spend controls upfront and match transactions to reports automatically. Travel booking integration is another differentiator—when an employee books a flight and the itinerary flows directly into their expense report, it cuts manual data entry and improves policy compliance before spend even happens.
Beyond Features
Compliance and audit readiness matter—I check whether a tool offers compliant digital receipt storage and supports VAT/GST reclaim for teams operating across multiple jurisdictions. The integration ecosystem is equally important, especially direct card feeds from major issuers and native ERP connectors that sync GL codes without manual mapping. I also evaluate pricing transparency, since hidden fees for reimbursements or premium support can quietly erode the ROI a platform promises.
How to Choose Expense Report Software
Comparing expense report software can drain hours fast. Long feature lists and fuzzy pricing distract from what matters: compliance, accuracy, and smooth workflows. I’ve created a quick checklist to help you focus on the essentials and pick the right online expense reporting solution with confidence.
| Factor | What to Consider |
|---|---|
| FactorScalability | What to ConsiderWill the tool grow with your business? Consider if it can handle increased volume as your company expands. Look for solutions with flexible pricing tiers that can accommodate growth without breaking the bank. |
| FactorIntegrations | What to ConsiderDoes it connect with your existing systems? Ensure it integrates with your accounting and HR software to avoid manual data entry and reduce errors. |
| FactorCustomizability | What to ConsiderCan you tailor it to fit your workflows? Check if the software allows you to customize fields, reports, and approval processes to suit your team's specific needs. |
| FactorEase of Use | What to ConsiderIs it user-friendly for everyone? Look for intuitive interfaces that require minimal training so your team can start using it quickly without frustration. |
| FactorImplementation and onboarding | What to ConsiderHow long will it take to get up and running? Consider the time and resources needed for setup, including any available training materials or support from the vendor. |
| FactorCost | What to ConsiderHow does pricing align with your budget? Evaluate the total cost of ownership, including licensing, support, and any hidden fees, to ensure it fits within your financial constraints. |
| FactorSecurity Safeguards | What to ConsiderHow does it protect your data? Verify that the software complies with security standards and offers features like encryption and role-based access to safeguard sensitive information. |
| FactorCompliance requirements | What to ConsiderDoes it meet industry standards? Ensure the software complies with relevant regulations and standards, such as GDPR or SOX, to avoid legal issues and maintain trust with stakeholders. |
What Is Expense Report Software?
Expense report software is a tool that helps businesses track and manage employee expenses. Typically used by finance teams, accountants, and managers, it provides value by simplifying expense tracking and ensuring compliance with company policies. Automated expense entry, receipt management, and integration capabilities help reduce manual work, improve accuracy, and save time. Overall, these tools make managing expenses easier and more efficient for businesses.
Features
I know how critical accuracy and compliance are when choosing expense report software. As you compare solutions, look for tools that automate workflows, ensure data integrity, and simplify approvals. Other key features to keep an eye on, include:
- Time and Expense Tracking: Enables users to track expenses and time spent on tasks, which is essential for accurate budgeting and invoicing.
- Automated Approval Workflows: Streamlines the expense approval process by setting up automated workflows that notify the appropriate personnel for approvals.
- Receipt Capture: Allows users to capture and upload receipts directly into the software, ensuring all expenses are documented and easily accessible.
- Integration With Accounting Software: Ensures seamless data transfer between your expense report software and your accounting systems, reducing manual data entry.
- Mileage Tracking: Provides tools for accurately tracking and reporting mileage expenses, which is crucial for employees who travel frequently.
- Policy Compliance: Automatically checks submitted expenses against company policies to ensure compliance and flag any discrepancies.
- Multi-Currency Support: Facilitates expense reporting for international transactions by supporting multiple currencies and exchange rates.
- Mobile Accessibility: Offers mobile applications that allow employees to submit expenses and capture receipts on the go.
- Real-Time Reporting: Generates real-time reports on expenses, helping managers to monitor and control budgets effectively.
- Customizable Categories: Allows users to create and customize expense categories to fit their unique business needs.
Benefits
Implementing expense report software provides several benefits for your team and your business. Here are a few you can look forward to:
- Reduced Administrative Burden: Automating expense reporting reduces the time employees spend on manual tasks, allowing them to focus on more important work.
- Improved Accuracy: Automated data entry and receipt capture minimize human errors, ensuring more accurate financial records.
- Faster Reimbursement: Streamlined approval processes and automated workflows speed up reimbursement times, keeping employees satisfied.
- Better Expense Tracking: Real-time tracking of expenses helps keep budgets on target and provides insights into spending patterns.
- Enhanced Compliance: Built-in policy enforcement ensures that all expense claims adhere to company policies and regulatory requirements.
- Easier Auditing: Centralized storage of receipts and expense reports simplifies the auditing process, making it easier to track and verify expenses.
- Cost Savings: By identifying and eliminating unnecessary expenses, businesses can achieve significant cost savings.
Costs & Pricing
Pricing for expense report software can vary based on number of users, add-on features, and more. Here’s a snapshot of specific costs and general price ranges, so you can compare options confidently. This helps you gauge value, ensure compliance, and choose a solution that streamlines your workflow without hidden surprises.
Pricing Comparison Table for Expense Report Software
| Plan Type | Average Price | Common Features |
|---|---|---|
| Plan TypeFree Plan | Average Price$0 | Common FeaturesBasic expense tracking, limited integrations, and basic support. |
| Plan TypePersonal Plan | Average Price$5-$15/user/month | Common FeaturesAdvanced expense tracking, mobile access, receipt capture, and email support. |
| Plan TypeBusiness Plan | Average Price$20-$50/user/month | Common FeaturesMulti-user support, enhanced reporting, approval workflows, and integrations. |
| Plan TypeEnterprise Plan | Average Price$50-$100+/user/month | Common FeaturesCustomizable features, dedicated account manager, advanced analytics, and API. |
Expense Report Software FAQs
Here are some answers to common questions about expense report software:
Can expense report software help with tax compliance and audit readiness?
Yes, expense report software supports tax compliance and audit readiness by storing digital receipts, tracking mileage or per diems, and auto-categorizing expenses per tax rules. Reports consolidate deductible vs. non-deductible expenses, while comprehensive audit trails make verifying claims easy.rnrnThis not only simplifies tax prep for small business accountants but also ensures you’re ready to provide complete records during an audit.
How can expense report software reduce fraud or duplicate claims?
Expense report software helps cut down on fraud and duplicate claims by automating policy checks, matching receipts with transactions, and flagging questionable expenses. It tracks submission histories, uses rules to detect unusual patterns, and requires supporting documentation.rnrnThese controls allow finance teams and small business accountants to catch errors and intentional misreporting quickly, providing audit trails that make investigations and compliance much easier.
How do automated approval workflows work in modern expense report tools?
Modern expense report tools let you set custom approval paths—such as routing large expenses to managers or department heads. Approvers receive instant alerts, can review submissions from anywhere, and the system logs every decision and comment.rnrnThis reduces processing delays, increases policy compliance, and supports accountants by providing a clear audit trail. Approvals can be adjusted for small business needs or scaled company-wide.