10 Best Expense Tracking Software Reviewed in 2026
10 Best Expense Tracking Software Shortlist
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 you 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.
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Best Expense Tracking Software Summary
This comparison chart summarizes pricing details for my top expense tracking software selections to help you find the best one for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for global teams | Free demo available | From $29/employee/month | Website | |
| 2 | Best for vendor expenses | Free demo available | Pricing upon request | Website | |
| 3 | Best for AI-powered expense tracking | Free demo available | From $11.99/user/month (billed annually) | Website | |
| 4 | Best for payroll-linked expense tracking | Free demo available | Pricing upon request | Website | |
| 5 | Best for automated expense reporting | Free plan + 30-day free trial + free demo available | From $15/user/month | Website | |
| 6 | Best for managing multi-entity expenses | Free plan available | From $25/month | Website | |
| 7 | Best for spend management | Free demo available | Pricing upon request | Website | |
| 8 | Best for travel expense tracking | Free plan + free demo available | Pricing upon request | Website | |
| 9 | Best all-in-one expense tracking | Free plan available | From $99/month (+ 3% per booking) | Website | |
| 10 | Best free expense tracking software | Not available | Free to use | Website |
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Creatio CRM
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
DealHub AI
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
LiveFlow
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.9
Best Expense Tracking Software Reviews
Below are my detailed summaries of the best expense tracking software that made it onto my shortlist. My reviews offer a detailed look at the key features, pros u0026amp; cons, integrations, and ideal use cases of each tool to help you find the best one for you.
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
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
Best for AI-powered expense tracking
Sage Expense Management (formerly Fyle) is an expense-tracking software with machine learning and AI.
Why I picked Sage Expense Management: It seems to me like Sage Expense Management is the expense tracking software that’s the most up-to-date when it comes to the latest technology
Sage Expense Management Standout Features and Integrations:
Features include flexible expense reporting. I love that Sage Expense Management works inside of everyday apps like Slack, Gmail, Outlook. Employees can submit their receipts in whatever way they prefer, and Sage Expense Management 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 Sage Expense Management 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)
New Product Updates from Sage Expense Management (formerly Fyle)
Sage Expense Management Adds Reconciliation and Expense Review Updates
Sage Expense Management introduced a new Reconciliation module, faster expense review tools, expanded admin controls, and new AI and security features. These help finance teams reconcile transactions, review expenses, manage permissions, and access corporate card data more efficiently. For more information, visit Sage Expense Management’s official site.
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Paylocity is a comprehensive HR and payroll platform that also provides a robust expense management solution. Its built-in expense tracking system helps you manage reimbursements, capture receipts, and maintain compliance, all within the same environment you use for payroll and employee data. This makes it ideal for organizations that want unified financial oversight across HR and finance functions.
Why I picked Paylocity: I picked Paylocity because it blends expense tracking directly with payroll processing, which can save you hours each month. You can set custom expense policies, automate reimbursement approvals, and have approved expenses flow straight into payroll for faster processing. I also like that Paylocity’s AI tools automatically capture receipts and categorize transactions, so you can reduce manual entry and improve accuracy. Its mobile app adds even more convenience, letting you submit, review, or approve expenses from anywhere.
Paylocity Standout Features and Integrations
Standout features include AI-powered receipt capture, customizable approval workflows, and integrated fraud detection to ensure compliance. The platform also supports mileage tracking and card transaction imports, giving you full visibility into business spending.
Integrations include Indeed, Ironclad, Jira Software, OneTrust, PARiM, Rain, Tilt, Timeero, VICTIG, When, 15Five, and 401GO.
Pros and Cons
Pros:
- Direct integration with payroll
- Automated receipt capture and categorization
- Mobile app for real-time expense tracking
Cons:
- Pricing only available upon request
- Learning curve due to broad feature set
New Product Updates from Paylocity
Paylocity Expands Review, Survey, Expense, and Marketplace Tools
Paylocity added multi-approver performance reviews, proactive survey reminders, custom fields for physical card expense reports, and side-by-side Marketplace comparisons to improve oversight, data accuracy, employee feedback, and integration selection. For more information, visit Paylocity’s official site.
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Ramp is an expense tracking software that simplifies financial management for businesses. It offers a suite of tools, including corporate cards and accounts payable, to simplify your expense processes.
Why I Picked Ramp: I chose Ramp because it automates expense reporting, saving you from manual entry by capturing and categorizing expenses for you. You also get real-time transaction monitoring to track spending as it happens and customizable approval flows to match your company’s needs, helping you stay on budget and keep processes moving smoothly.
Ramp Standout Features and Integrations:
Features include global payment support, which allows you to handle transactions in multiple currencies, making it ideal for businesses with international operations. Another feature is the quick implementation process, letting you get up and running in just 30 days. Plus, Ramp provides free tools like expense policy templates to help you manage your finances more effectively.
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
New Product Updates from Ramp
Ramp Adds VAT-Compliant Reimbursement Statements
Ramp added VAT and entity address details to reimbursement statements, helping teams in the EU, UK, and Canada reclaim VAT with less manual paperwork. For more information, visit Ramp’s official site.
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Slash is a financial platform that combines expense tracking with modern business banking. It lets you manage multiple entities, automate payments, and analyze spending across accounts—all from one dashboard. With features like unlimited virtual cards, real-time analytics, and crypto-to-fiat support, Slash gives finance teams a flexible and transparent way to monitor cash flow.
Why I picked Slash: I picked Slash because it gives you the ability to separate income and spending across distinct virtual accounts, making it easier to organize finances for different projects or entities. You also get real-time spending analytics that help you spot trends and manage budgets as they evolve. I especially like that Slash offers spend controls and FDIC-backed security, which means you can issue virtual and physical cards while maintaining control over limits, permissions, and access.
Slash standout features and integrations:
Features include multi-entity management to oversee several businesses from one account, developer-friendly APIs for automation, and secure user role controls to customize permissions. You can also convert between fiat and crypto, automate transfers, and access high-yield business accounts.
Integrations include Google Sheets, Notion, Airtable, Email, Webhook, Amplitude, Zapier, Slack, QuickBooks, NetSuite, Xero, and Zoho.
Pros and Cons
Pros:
- Comprehensive banking integrations
- Advanced spend control options
- Supports multiple income streams
Cons:
- Limited tutorial and onboarding content
- Lacks built-in invoicing tools
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
Despite its name, TravelPerk doesn’t just handle travel expenses. It offers a variety of expense management tools and features.
Why I picked TravelPerk: If you want expense tracking software with lots of features, I think TravelPerk is an option worth considering. I like that you get unlimited users, as other per-software user costs can really start to add up.
TravelPerk Standout Features and Integrations:
Features include one interface for your travel booking, expense tracking, and reimbursement. I personally like having access to everything in one centralized place. TravelPerk allows you to book within the app, capture and manage your expenses while booking flights, accommodations, and transportation.
Integrations include Slack, Divvy, Rydoo, WeWork, Ramp, Expensify, Fyle, Zoom, and a few others.
Pros and Cons
Pros:
- User-friendly interface
- Booking tools
- Flat fee
Cons:
- Customizations are limited
- Mobile app could be more user-friendly
Divvy is a free expense tracking software.
Why I picked Divvy: Divvy is totally free to use. They don’t offer any paid plans. So how does Divvy make any money? They get a cut of the merchant fee that would normally go to Visa or the issuing bank whenever you use their credit card.
Divvy Standout Features and Integrations:
Features include a totally free expense tracking software, a corporate card, that even offers rewards. I like the idea of being able to manage all of the company’s cards and expenses in one place. Divvy’s software allows you to create budgets and control spending. I think the Divvy dashboard makes it easy to see all expense transactions in real time.
Integrations include QuickBooks, NetSuite, Sage Intacct, and Slack.
Pros and Cons
Pros:
- Includes free physical and virtual corporate cards
- User-friendly mobile app
- Totally free
Cons:
- Fewer features than paid alternatives
- Limited integrations
Other Expense Tracking Software
Here are some additional expense tracking software options that didn’t make it onto my shortlist, but are still worth checking out:
- Zoho Expense
For integrations
- Brex
For startups and small business
- Rydoo
For mobile users
- Coupa
For supplier integrations
- Puzzle
For AI-powered categorization accuracy
- Expensify
For automated receipt scanning features
- SAP Concur
For large companies
- LicenceOne
For SaaS spend management and security
- ExpensePoint
For global teams
- Rippling Spend
For automated policy controls
How I Evaluate Expense Tracking Software
I split my evaluation into two layers: the must-have capabilities—receipt capture, approval workflows, policy controls—and the differentiators that distinguish one tool from another.
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 75% to be considered for inclusion.
- Receipt Capture & OCR: I check whether a mobile snap or email forward accurately pulls vendor name, date, and amount—or if your team is still keying in receipt data by hand.
- Expense Report Workflows: Multi-step approval routing matters here, especially for teams where a $200 meal goes to a manager but a $5,000 conference trip escalates to a director.
- Policy Enforcement & Flagging: I look for tools that auto-flag violations at submission—like per-meal limits or unapproved vendors—rather than relying on approvers to catch them manually.
- Corporate Card Reconciliation: Card feeds from Visa, Mastercard, or Amex should auto-match to submitted receipts so your AP team isn't cross-referencing statements in a spreadsheet each month.
- Accounting System Integration: I evaluate native connections to platforms like QuickBooks, Xero, NetSuite, and Sage Intacct, checking whether expense codes and dimensions map cleanly to your GL.
- Reimbursement Processing: Tools should support direct deposit or payroll-integrated reimbursement, and I look at whether they handle multi-currency payouts for distributed teams.
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 catches duplicate receipts and inflated amounts before an approver even opens the report, which saves hours of manual review each close. Real-time spend dashboards with drill-downs by department, project, or vendor give FP&A managers visibility to course-correct mid-quarter. I also evaluate whether a tool offers native corporate card issuance with per-card spend limits and merchant restrictions applied at the point of swipe.
Beyond Features
Compliance matters—I check for SOC 2 Type II certification and whether the platform retains digital receipts long enough to satisfy local audit requirements. ERP connectivity is another big factor, especially whether GL dimension mapping works cleanly with your chart of accounts or requires manual cleanup after sync. For growing organizations, I evaluate multi-entity and multi-currency consolidation so finance teams can manage subsidiaries from a single instance without toggling between environments.
How to Choose Expense Tracking Software
It’s easy to get bogged down in long feature lists and complex pricing structures. To help you stay focused as you work through your unique software selection process, here’s a checklist of factors to keep in mind:
| Factor | What to Consider |
|---|---|
| Scalability | Can the software grow with your business? Consider whether it supports additional users, transactions, and data as your company expands. |
| Integrations | Does it connect with your existing systems? Check compatibility with your current accounting tools and other essential software. |
| Customizability | Can you tailor the tool to fit your needs? Look for customization options in workflows, reporting, and user roles to match your processes. |
| Ease of use | Is the software intuitive for your team? Evaluate the user interface and how quickly team members can navigate and utilize the tool effectively. |
| Implementation and onboarding | How long will it take to get started? Consider the setup time, training materials, and support offered during the initial phase. |
| Cost | What's the total cost of ownership? Compare pricing models, including subscription fees, additional charges, and any potential hidden costs. |
| Security safeguards | How does the software protect your data? Ensure it has strong encryption, access controls, and compliance with industry standards. |
What Is Expense Tracking Software?
Expense tracking software is a tool that helps businesses record, manage, and analyze their expenses. It’s commonly used by finance professionals, accountants, and managers to gain insight into spending patterns and make informed financial decisions. Features like real-time expense tracking, automated receipt scanning, and integration capabilities help with efficiency and accuracy in managing expenses. These tools provide overall value by simplifying financial oversight and enhancing budget control.
Features
When selecting expense tracking software, keep an eye out for the following key features:
- Real-time tracking: Allows you to monitor expenses as they occur, ensuring up-to-date financial records.
- Automated receipt scanning: Converts paper receipts into digital data, saving time and reducing manual entry errors.
- Integration capabilities: Connects with existing accounting and business systems to streamline data flow and enhance accuracy.
- Customizable reporting: Offers tailored reports to provide insights specific to your business needs and financial goals.
- Multi-currency support: Enables tracking and managing expenses in various currencies, essential for international operations.
- Approval workflows: Streamline the expense approval process, ensuring compliance and control over spending.
- Mobile access: Provides on-the-go access to expense data, allowing users to manage finances from anywhere.
- Data security: Ensures the protection of sensitive financial information with encryption and access controls.
- User-friendly interface: Offers an intuitive design that makes it easy for users to navigate and utilize the software effectively.
Benefits
Implementing expense tracking software provides several benefits for your team and your business. Here are a few you can look forward to:
- Increased accuracy: Automated receipt scanning reduces manual errors, ensuring precise financial records.
- Time savings: Real-time tracking and mobile access allow users to manage expenses quickly and efficiently.
- Enhanced visibility: Customizable reporting provides insights into spending patterns, helping with informed decision-making.
- Improved compliance: Approval workflows ensure expenses are reviewed and approved, maintaining control over spending.
- Cost management: Multi-currency support and integration capabilities help monitor and manage expenses across various platforms and regions.
- Data security: Strong encryption and access controls protect sensitive financial information from unauthorized access.
Costs & Pricing
Selecting expense tracking software requires an understanding of the various pricing models and plans available. Costs vary based on features, team size, add-ons, and more. The table below summarizes common plans, their average prices, and typical features included in expense tracking software solutions:
Plan Comparison Table for Expense Tracking Software
| Plan Type | Average Price | Common Features |
|---|---|---|
| Free Plan | $0 | Basic expense tracking, limited receipt uploads, and essential reporting. |
| Personal Plan | $5-$25/user/month | Unlimited receipt uploads, mobile access, and basic integrations. |
| Business Plan | $25-$50/user/month | Advanced reporting, multi-currency support, and approval workflows. |
| Enterprise Plan | $50-$100/user/month | Customizable features, integration with enterprise systems, and dedicated support. |
Expense Tracking Software FAQs
Here are some answers to common questions about expense tracking software:
Can expense tracking software sync with corporate credit cards?
Yes, many expense tracking software tools support syncing with corporate cards. This lets your team track spending automatically without entering every transaction. Make sure your card provider is supported by the software you use. Once linked, expenses usually show up in real time or within a day.
What’s the difference between expense tracking and accounts payable software?
u003cspan style=u0022font-weight: 400u0022u003eExpense 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.u003c/spanu003ernrnu003cspan style=u0022font-weight: 400u0022u003eAccounts payable software is more broad. It involves managing payments to suppliers and vendors. This includes processing invoices, scheduling and issuing payments, and bank reconciliation.u003c/spanu003e
How does expense tracking software handle duplicate receipts?
Most expense tracking software flags duplicates using receipt metadata or matching transaction amounts. If you upload the same receipt twice, the system may warn you or block the duplicate. You can usually review flagged entries and decide whether to keep or delete them. Some tools also let you merge duplicates if needed.
Does expense tracking software let you set spending limits?
Yes, many tools let you set limits by category, project, or employee. If someone goes over the limit, the software can flag the expense or block the submission. These limits help your team stay within budget without needing manual checks. You can adjust thresholds as policies change.
Is it necessary to train my team on the new expense tracking software?
Yes, training your team on new expense tracking software is necessary for successful adoption. Even if the tool is user-friendly, training helps team members understand its full capabilities and use it effectively. Look for vendors that offer comprehensive onboarding resources, such as tutorials, webinars, and support materials. This investment in training will help your team get the most out of the software and ensure a smooth transition.
What’s Next:
If you're in the process of researching expense tracking software, connect with a SoftwareSelect advisor for free recommendations.
You fill out a form and have a quick chat where they get into the specifics of your needs. Then you'll get a shortlist of software to review. They'll even support you through the entire buying process, including price negotiations.