20 Best Expense Tracking Software To Identify Spending Patterns In 2025
10 Best Expense Tracking Software Shortlist
Here's my pick of the 10 best software from the 20 tools reviewed.
Our one-on-one guidance will help you find the perfect fit.
There are so many different expense-tracking solutions out there, so selecting the best one can be tricky. You want to streamline the process for tracking and categorizing expenses, allowing for accurate financial analysis and reporting - and need the right tool for your projects and team. I've got you covered! In this post, I use my personal experience with expense tracking in large teams to review a curated list of the best expense tracking software.
What is Expense Tracking Software?
Expense tracking software is a digital solution that automates and optimizes the monitoring and management of business expenses. It allows organizations to efficiently track and record various expenses incurred by employees, facilitating better financial control and transparency. This is mainly accomplished through diverse features that include receipt capture, categorization of expenses, real-time expense monitoring, integration with financial systems, and reporting.
Finance departments, small business owners, employees, and freelancers often use expense tracking to reduce manual errors, improve compliance with expense policies, and enhance visibility into spending patterns
-
LiveFlow
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.9 -
Float Financial
Visit Website -
Vena
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.5
Overviews Of The 10 Best Expense Tracking Software
Here’s my assessment of each tool that I chose for the top list and what I think it does best.
Fyle is an expense-tracking software with machine learning and AI.
Why I picked Fyle: It seems to me like Fyle is the expense tracking software that’s the most up-to-date when it comes to the latest technology
Fyle Standout Features and Integrations:
Features include flexible expense reporting. I love that Fyle works inside of everyday apps like Slack, Gmail, Outlook. Employees can submit their receipts in whatever way they prefer, and Fyle will extract and code the data. You can reimburse employees using ACH payments within the software, and they can track the payment status themselves.
I also like that Fyle integrates with most credit card companies and popular accounting software to help automate account reconciliations.
Integrations include Office 365, Slack, Xero, QuickBooks, NetSuite, Microsoft Teams, and TravelPerk.
Pros and cons
Pros:
- Can submit expenses many different ways
- Ability to send ACH payments
- Automation features
Cons:
- Limited integrations on standard plan
- No single-user plan (minimum five users)
Payouts is a financial platform that automates and optimizes global payouts and vendor management. It streamlines financial workflows, making it easier for businesses to handle vendor-related expenses efficiently.
Why I picked Payouts: Payouts offers automated invoice processing, reducing manual data entry and minimizing errors. Its intelligent invoice capture technology accurately extracts data from invoices in any format, speeding up processing times and ensuring accuracy. This feature is particularly beneficial for tracking vendor-related expenses, as it ensures all invoices are processed promptly and correctly. Additionally, Payouts provides real-time spend visibility through comprehensive dashboards and custom reports. This allows you to monitor your expenses as they occur, giving you better control over your cash flow and enabling informed financial decisions.
Payouts Standout Features and Integrations:
Features include flexible approval workflows that you can customize to match your business needs, ensuring that all vendor payments are properly authorized before processing. The collaborative vendor portal enhances communication by allowing vendors to submit invoices directly and check payment statuses, reducing the administrative burden on your team. Payouts also supports diverse payment options, including traditional bank transfers, eWallets, and cryptocurrencies, offering flexibility in managing vendor payments across different platforms
Integrations include Everflow, CJ Affiliate, Awin, PayPal, Venmo, Payoneer, NetSuite, Priority, Workday, Skrill, and Tune.
Pros and cons
Pros:
- Approval workflows for vendor payments
- Multiple payout methods
- Intelligent invoice capture and processing
Cons:
- Doesn't track non-vendor-related expenses
- Potential challenges integrating with existing systems
Deel is a platform that helps businesses manage hiring, payroll, and compliance for global teams. It offers tools to handle contracts, payments, and tax regulations across different countries.
Why I picked Deel: Deel's expense management system lets you create custom expense categories and set specific limits for each. This means you can tailor expense policies to fit your company's needs, ensuring that spending stays within budget. Additionally, you can require receipts for expense submissions, adding an extra layer of oversight. Another useful feature is the ability to manage and approve expenses directly through the platform. Managers can review pending expenses, approve or deny them, and keep track of all expense records in one place.
Deel Standout Features and Integrations:
Features include the option to add mileage expenses using a built-in calculator that estimates costs based on distance and vehicle type. Deel also offers per diem expense calculations, allowing employees to claim daily allowances for business trips easily.
Integrations include Expensify, QuickBooks, Google Workspace, Slack, JIRA, HubSpot, BambooHR, Workday, Xero, Salesforce, Microsoft Teams, Zendesk, and Jira Software Cloud.
Pros and cons
Pros:
- Customizable expense policies
- Offers diverse payment options
- Simplifies global hiring and payments
Cons:
- Occasional delays in payment processing
- No option for corporate spending cards
New Product Updates from Deel
500+ New Platform Enhancements for Global Hiring and Payroll
Deel announced over 500 platform enhancements focusing on global hiring, HR, payroll, and AI-driven compliance, featuring tools for faster hiring, smarter HR management, strategic planning, and enhanced payroll flexibility. For more details, visit the source: Deel Blog.
Puzzle.io is a modern accounting platform built for startups and small businesses. Its core service is an AI-native ledger that automates bookkeeping tasks like categorization, reconciliations, and accruals. On top of its accounting engine, Puzzle.io includes tools to manage and monitor business expenses in real time.
Why I picked Puzzle.io: I picked Puzzle.io because of how it uses machine learning to automatically categorize expenses. As transactions come in, Puzzle.io applies categorization rules and learns from prior activity to improve accuracy over time. This reduces the manual review typically needed for coding transactions. You also get live cash flow data and variance monitoring, which can help you spot spending shifts quickly. The dual cash and accrual books let you see both short-term cash flow and long-term financial position.
Puzzle.io Standout Features and Integrations:
Standout features include built-in variance analysis, automated accruals, continuous accuracy reviews, customizable automation rules, AI-powered categorization, cash runway metrics, and collaboration tools for founders and advisors.
Integrations include Mercury, Ramp, Brex, Every, Meow, Rippling, Gusto, Deel, Central, Stripe, Bill.com, Runway, and Causal.
Pros and cons
Pros:
- Supports both cash and accrual accounting
- AI improves categorization accuracy over time
- Automates revenue recognition and expense categorization
Cons:
- Free trial requires users to connect a bank account
- Smaller integration ecosystem compared to ERP tools
New Product Updates from Puzzle.io
Puzzle.io's Automated PDF Statement Loading
Puzzle.io has introduced automated PDF statement loading for Meow, streamlining the reconciliation process by eliminating manual downloads and uploads. For more details, visit Puzzle.io Product Updates.
GotBilled is an invoice processing system designed for small businesses. It offers automated invoice collection, document data processing, and clear financial reports.
Why I picked GotBilled: One feature that stands out is GotBilled's automated payment reminders. By sending notifications when payments are due, it helps prevent missed deadlines and late fees, ensuring smoother cash flow management. I also like the platform's ability to provide detailed financial reports. These reports offer insights into spending patterns and projections of upcoming costs, enabling businesses to make informed financial decisions.
GotBilled Standout Features and Integrations:
Features include expense management, allowing you to keep track of expenses and reallocate underused assets to optimize your budget. The invoice tracking feature lets you find, manage, and export all invoices from a single dashboard. Additionally, the invoice request function enables you to provide a person's email for missing invoices, and GotBilled will send an invoice submission form to collect the necessary documents.
Integrations include Zendesk, MailChimp, Salesforce, Intercom, Slack, Zoom, Figrma, OpenAI, Notion, Trello, Google Workspace, and Asana.
Pros and cons
Pros:
- Built-in currency conversion
- Insights into spending patterns
- Automates payment reminders
Cons:
- Can be expensive for small teams processing many invoices
- Not ideal for large enterprises
Rippling is a workforce management platform that integrates HR, IT, and finance functions into one system.
Why I picked Rippling: Rippling provides a comprehensive solution for expense tracking within its broader workforce management platform. The expense tracking software features corporate cards, expense management, and bill pay, enabling businesses to control and report on their spending in one centralized location. You can also set automated policies to ensure all spending is within company guidelines.
Rippling Standout Features and Integrations
Features include tools for automatic receipt matching, employee reimbursement, and real-time reporting, which help businesses manage their expenses efficiently.
I also like that the platform includes tools for payroll, benefits management, time and attendance tracking, performance management, and employee surveys, as well as solutions for app and device management.
Integrations include GitHub, Google Workspace, Greenhouse, Jira, and Zendesk.
Pros and cons
Pros:
- Helpful customer support services
- Smooth onboarding process
- Easy payroll processing
Cons:
- Limited customization options
- Reporting features could be improved
Klippa SpendControl is a cloud-based solution designed to simplify how you handle business expenses. By automating the submission and approval processes, it reduces the time you spend on administrative tasks.
Why I picked Klippa SpendControl: I like its advanced OCR technology that allows you to capture and process receipts and invoices by simply taking a photo with your mobile device. The system extracts relevant data automatically, reducing errors and saving you time. Another valuable aspect is the customizable approval workflows. You can set up multi-level approval processes that align with your company's policies. This ensures that expenses are reviewed and approved by the right people, maintaining control and compliance.
Klippa SpendControl Standout Features and Integrations:
Features include automatic currency conversion, which handles expenses in different currencies by applying daily exchange rates or allowing you to set custom rates. The mileage tracking feature integrates with Google Maps, enabling you to accurately calculate and claim travel expenses. Additionally, the system offers fraud detection by identifying duplicate claims, helping you maintain financial integrity.
Integrations include AFAS Software, SAP, Exact Online, Odoo, Twinfield, Oracle Netsuite, Xero, Okta, QuickBooks, and Microsoft Entra ID.
Pros and cons
Pros:
- Fraud detection through duplicate claim identification
- Customizable approval workflows
- OCR technology reduces manual data entry
Cons:
- Most integrations are add-ons
- Initial setup may require time
DualEntry is an AI-native ERP and financial management platform that helps mid-market businesses automate expense tracking and manage complex financial operations. It’s designed for companies looking to centralize financial processes while gaining real-time insights into spending.
Why I Picked DualEntry: I picked DualEntry because it offers advanced automation that makes expense tracking much easier. Its AI-driven transaction recommendations help you quickly categorize expenses, while automatic bank matching saves time and reduces manual work. You can also build customizable workflows that align with your team’s specific approval processes. I like that the system supports multi-entity management and global currencies, making it a great fit for companies with international operations. Plus, you get robust reporting tools that make it easy to track spending patterns and make smart financial decisions.
DualEntry Standout Features and Integrations:
Standout features include AI-powered transaction categorization, automatic bank matching, customizable approval workflows, real-time bank feeds, and continuous audit readiness to help you stay compliant.
Integrations include BambooHR, Bill.com, Brex, Deel, Google SSO, Gusto, HubSpot, Ramp, Rippling, Salesforce, Stripe Billing, and Stripe Invoicing.
Pros and cons
Pros:
- Automated revenue recognition ensures compliance with standards
- Supports multi-entity and multi-currency operations
- Advanced AI features help with complex tasks
Cons:
- Customization options require careful setup
- Depth of the platform may not be suitable for smaller teams
Airbase is a spend management platform that gives you high-level insight into how much your company is expensing and on what.
Why I picked Airbase: I like that it has features that allow you to proactively manage your expenses and spending. Instead of finding out about surprise expenses after they’ve occurred, you’ve got spend controls and rule-based expense policies to prevent them in the first place.
Airbase Standout Features and Integrations:
Features include spending limits and budgets, which you can set for different departments or teams. I think this would be a great tool to hold people accountable, as well as proactively give managers a better understanding of how much money they have to work with. I think Airbase’s mobile app makes it easy to capture receipts. It also provides a detailed audit trail for every expense.
Integrations include NetSuite, QuickBooks, Xero, Jira, Ironclad, and Slack.
Pros and cons
Pros:
- Strong focus on control and compliance
- Advanced reporting and analytics
- Easy to reimburse employees
Cons:
- No offline connectivity
- Limited integrations
Navan (formerly called TripActions) is a software that helps companies manage corporate cards, manage travel expenses, and track other operating costs.
Why I picked Navan: I think Navan stands out as the best solution for tracking travel expenses. I was impressed by its group travel features and user-friendly interface.
Navan Standout Features and Integrations:
Features include simplified online booking. I like how you can make employee flight and hotel reservations within the software. The group travel options allow you to book travel arrangements for up to 50 employees at a time.
I was impressed by Navan’s automated expense management. It automatically categorizes and reconciles transaction details whenever a company card is used in person or online.
Integrations include Slack, QuickBooks, NetSuite, Okta, Expensify, and Sage Intacct.
Pros and cons
Pros:
- Automated reconciliation simplifies the expense reporting process
- Easy to integrate with various travel booking platforms
- Intuitive interface
Cons:
- May be too complex for small businesses
- Pricing details aren’t transparent
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for AI-powered expense tracking | Free demo available | From $11.99/user/month | Website | |
| 2 | Best for vendor expenses | Free demo available | Pricing upon request | Website | |
| 3 | Best for global teams | Free trial + demo available | From $29/month | Website | |
| 4 | Best for AI-powered categorization accuracy | 14-day free trial | From $25/month | Website | |
| 5 | Best for detailed spending reports | Free demo available | From $19/month | Website | |
| 6 | Best for automated policy controls | Free demo available | From $8/user/month (billed annually) | Website | |
| 7 | Best for customizable approval workflows | Free demo available | From $5.20/user/month | Website | |
| 8 | Best for AI-driven transaction recommendations | Free demo available | Pricing upon request | Website | |
| 9 | Best for spend management | Free demo available | Pricing upon request | Website | |
| 10 | Best for travel expense tracking | Free plan available | Pricing upon request | Website |
Other Options
Here is some other expense tracking software that didn’t make my shortlist but is still worth checking out.
- Zoho Expense
For integrations
- TravelPerk
All-in-one expense tracking
- Divvy
Free expense tracking software
- Coupa
For supplier integrations
- LicenceOne
For SaaS spend management and security
- Brex
For startups and small business
- SAP Concur
For large companies
- Rydoo
For mobile users
- ExpensePoint
For global teams
- Expensify
For automated receipt scanning features
Related Financial Software
If you still haven't found what you're looking for here, check out these tools closely related to expense tracking software, that we've tested and evaluated.
- Accounting Software
- Billing Software
- ERP Software
- POS Systems
- Financial Reporting Software
- Forecasting Software
- Merchant Account Services
- Expense Report Software
Selection Criteria For Expense Tracking Software
Wondering how I decided which expense tracking software was best?
First, I looked at the basic functionality that most expense tracking software on the market is currently offering.
Core Functionality
Here are the basic functions the products need to provide to make it onto my list:
- Expense entry and categorization
- Receipt capture and storage
- Reporting and analytics
- Integration with existing financial systems
- Approval workflows
- Policy compliance checks
Key Features
- User-friendly interface: A user-friendly interface ensures ease of use and smooth navigation, allowing users to quickly and intuitively enter and manage expenses without unnecessary complexities.
- Receipt capture methods, ideally with OCR technology: The software should support receipt capture through various methods such as uploading images, email forwarding, or mobile scanning. Additionally, incorporating OCR technology enables the automatic extraction of relevant data from receipts, reducing manual data entry.
- Customizable categorization and tagging: The software should provide customizable expense categories and tags to allow users to classify expenses based on their specific needs and reporting requirements. This ensures consistent tracking and easy filtering of expenses for reporting purposes.
- Variety of reporting and analytics options: The software should offer a range of reporting options, including pre-built templates and customizable reports, to provide insights into spending patterns, expense breakdowns, and other relevant financial metrics. Advanced analytics features, such as data visualization and trend analysis, further enhance the understanding of operational and capital expense data.
- Mobile apps and offline functionality: Mobile apps for iOS and Android platforms allow users to capture receipts, enter expenses, and manage their expense reports conveniently on the go. Offline functionality ensures users can continue working even when not connected to the internet, with data syncing once a connection is restored.
- Customizable approval workflows: The software should enable the configuration of customizable approval workflows, allowing businesses to define specific approval hierarchies, policies, and rules. This ensures proper authorization and compliance with company spending policies.
- Multi-currency support and currency conversion: Supporting multiple currencies and automatic currency conversion simplifies the management of international expenses. The software should have up-to-date exchange rates and the ability to convert expenses into the desired reporting currency.
- Security and data privacy: Encryption, secure data storage, and role-based access controls ensure the protection of sensitive financial information and comply with data privacy regulations (e.g., GDPR).
Usability
I prioritized tools that had intuitive, modern-looking, and easy-to-use interfaces, particularly for mobile apps. Employees who are using these tools won’t necessarily have a background in finance, so apps should be clean and simple enough for the average person to understand.
Integrations
It’s very important that expense tracking software integrates with popular existing ERPs and accounting software that companies are likely to use. It’s a nice bonus if they also integrate with other common programs like Slack or Dropbox, as well as travel booking apps.
People Also Ask
Here are my answers to some common questions people have about expense tracking software.
Who uses expense tracking software?
Expense tracking software is used by businesses of all sizes, from startups to large enterprises.
Within an organization, a finance or accounting team is typically in charge of managing expenses. Expense tracking software is predominantly used to monitor and manage travel expenses incurred by employees, contractors, or departments.
What’s the difference between expense tracking and accounts payable software?
Expense tracking software is specialized in dealing with recording, categorizing, and managing employee expenses. It includes features for capturing receipts and submitting expense reports for reimbursements.
Accounts payable software is more broad. It involves managing payments to suppliers and vendors. This includes processing invoices, scheduling and issuing payments, and bank reconciliation.
What are the benefits of using expense tracking software?
A good expense tracking software can help to save your business time and money. It reduces manual data entry and dealing with expense reports. It can also help to improve accuracy and compliance, as well as provide real-time visibility into spending patterns and trends.
Conclusion
The right expense tracking software for your company will depend on what you’re looking for. If you deal with a lot of travel expenses, you may look at options like Navan or TravelPerk. If you’re a startup or small company, Brex or Zoho Expense might be a better option.
After reading my reviews above, I hope you now have a better idea of which expense tracking software is the right choice for your situation.
For the latest tech news, accounting and finance resources, and insights from financial leaders, be sure to sign up for our weekly newsletter.