18 Best Spend Management Software Reviewed in 2025
Best Spend Management Software Shortlist
Here’s my shortlist of the best spend management software:
Our one-on-one guidance will help you find the perfect fit.
Outdated spend management software isn’t only costly to maintain—it also comes with several added headaches, including slow reporting, manual data entry errors, and a constant stream of back-and-forth with other departments just to get clean numbers. But with so many solutions out there promising visibility and automation, it’s tough to know which ones will actually help.
As a financial controller, I’ve worked through the full cycle, from budget planning to monthly close, and I know exactly how much time and stress inefficient tools can create. I’ve also seen what happens when a tool clicks with the team, which is what drove me to create this list.
Using this knowledge, I tested and reviewed these tools with a practical eye, looking for key features that hold up in the day-to-day of financial management. These picks for spend management software will help you find a tool that works for you, your team, and your bottom line.
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Best Spend Management Software Summary
This comparison chart summarizes pricing details for my top spend management software selections to help you find the best one for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for AI-powered SaaS spend control | Free demo available | Pricing upon request | Website | |
| 2 | Best for automated expense approvals | Free demo available | From $8/user/month (billed annually) | Website | |
| 3 | Best for freelancers | 30-day free trial | From $6.30/month (billed annually) | Website | |
| 4 | Best for team collaboration | Free demo available | Pricing upon request | Website | |
| 5 | Best for global enterprises | Free demo available | From $11/user/month | Website | |
| 6 | Best for automated expense tracking | Free plan available | From $5/user/month | Website | |
| 7 | Best for fast-growing companies | 30-day free trial + free plan available | From $15/user/month | Website | |
| 8 | Best for procurement solutions | Free demo available | From $2,000/user/month | Website | |
| 9 | Best for real-time visibility | Free plan available | From $12/user/month (billed annually) | Website | |
| 10 | Best for enterprise budget control | Free demo available | Pricing upon request | Website |
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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
Best Spend Management Software Reviews
Below are my detailed summaries of the best spend management software that made it onto my shortlist. My reviews offer an in-depth look at the key features, pros & cons, integrations, and ideal use cases of each tool to help you find the best one for you.
Spendflo is a spend management software designed to help businesses control SaaS expenses through AI-powered insights and full-stack procurement management. It simplifies vendor management, helping you gain visibility into contracts, renewals, and spending patterns across your entire software stack.
Why I picked Spendflo: Spendflo is ideal if you're looking to get ahead of SaaS sprawl. Its AI-powered insights help you identify duplicate tools, unused licenses, and unauthorized spend, giving you better control over your software costs. You can manage procurement intake, track renewals, and centralize contract data, making it easier to plan ahead and avoid unnecessary renewals.
Standout features & integrations:
Features include 360 degrees cost optimization, renewal tracking that syncs with Google Calendar, and access to procurement experts for vendor negotiations and contract management support.
Integrations include JumpCloud, GitHub, Adobe, Jira, HubSpot, Salesforce, Freshdesk, Figma, Zendesk, Asana, Monday.com, and Keka.
Pros and cons
Pros:
- Consolidates contract information
- Automated workflow management
- AI-driven procurement services
Cons:
- No mobile app support
- Pricing transparency issues
Rippling Spend is a spend management software that provides businesses with detailed control over their expenditures. Its real-time visibility into spending makes it easier to manage financial operations and remain compliant.
Why I picked Rippling Spend: I like that it offers dynamic policy enforcement, allowing you to set custom spending rules that automatically apply to expenses. This feature is crucial for maintaining control over your company's spending habits and ensuring that all expenditures align with your financial policies. Additionally, the software's automated expense approval workflows reduce the need for manual intervention, further reinforcing consistency and compliance with your organization's expense policies.
Standout features & integrations:
Features include compliance controls that help prevent overspending by alerting you to any expenses that violate company policies. The software also supports international payments, which is a significant advantage for businesses operating globally.
Integrations include Slack, Checkr, Google, Zoom, Asana, Salesforce, Microsoft 365, Guideline, GitHub, Carta, PayPal, and 1Password.
Pros and cons
Pros:
- Supports multi-currency transactions and international compliance
- Offers integrated corporate card management
- Automatically assigns spending limits and approval workflows
Cons:
- Could offer more platform customization options
- Can be difficult to import historical data
FreshBooks is an accounting software tailored for freelancers and small business owners, focusing on invoicing, expense tracking, and time management. It simplifies financial tasks, helping users manage their business finances with ease.
Why I picked FreshBooks: FreshBooks is ideal for freelancers, offering intuitive invoicing and expense tracking. You can create professional invoices in minutes and track expenses with ease, while its user-friendly dashboard helps you keep an eye on your business finances without hassle. FreshBooks also supports time tracking, making it easy for you to bill clients accurately.
Standout features & integrations:
Features include automated payment reminders, customizable invoice templates, and detailed expense reports. You can also track your time and manage projects within the platform. Additionally, FreshBooks offers multi-currency billing, which is useful for international clients.
Integrations include G Suite, Shopify, Stripe, PayPal, Mailchimp, HubSpot, Slack, Trello, Zapier, and Fundbox.
Pros and cons
Pros:
- Intuitive invoicing system
- Automated payment reminders
- Time tracking for accurate billing
Cons:
- Limited advanced accounting features
- Not ideal for larger businesses
Spendesk is a spend management platform designed for teams to manage expenses, budgets, and payments. It helps businesses streamline financial operations and improve team collaboration in managing company spending.
Why I picked Spendesk: Spendesk excels in team collaboration, allowing your team to manage expenses with shared visibility. You can use virtual cards for secure online payments, and set up approval workflows that fit your team's processes. Spendesk also offers real-time spend tracking, which keeps everyone on the same page. Together, these features make it an excellent choice for businesses looking to enhance their financial coordination.
Standout features & integrations:
Features include real-time spend tracking and customizable approval workflows. You can automate expense reporting and gain insights into spending patterns. Spendesk also supports multi-currency transactions for global teams.
Integrations include Xero, QuickBooks, Sage, Slack, Datev, Microsoft Excel, Microsoft Dynamics, Oracle, and MYOB.
Pros and cons
Pros:
- Real-time spend tracking
- Customizable approval workflows
- Automated expense reporting
Cons:
- Initial setup can be complex
- Limited offline features
Coupa is a spend management platform designed for large enterprises, focusing on procurement, invoicing, and expense management. It helps businesses optimize their spending and improve financial efficiency across global operations.
Why I picked Coupa: Coupa is tailored for global enterprises, providing advanced procurement and invoicing capabilities. Teams can easily manage expenses in multiple currencies, which is ideal for international businesses. Additionally, the platform's analytics offer insights into spending patterns, helping your team make informed decisions. These features, combined with Coupa's detailed reporting tools, only further support large-scale financial management.
Standout features & integrations:
Features include budget tracking, supplier management, and contract management. You can gain visibility into spending with detailed analytics. The tool also supports compliance with global financial regulations.
Integrations include SAP, Oracle, Salesforce, Workday, QuickBooks, Xero, Microsoft Dynamics, ADP, and Slack.
Pros and cons
Pros:
- Strong procurement capabilities
- Detailed spending analytics
- Global compliance support
Cons:
- High reliance on technical support
- Limited flexibility for small teams
Expensify is a spend management software that simplifies expense tracking and reimbursement for a wide range of users, including individuals and businesses. Its core functions include expense management, travel booking, and invoice creation.
Why I picked Expensify: Expensify’s strong, user-friendly automation features help teams streamline the entire reimbursement process from receipt capture to payment. It leverages SmartScan technology to automatically extract and categorize receipt data, integrates seamlessly with major accounting platforms, and uses customizable policies to enforce compliance and reduce manual errors.
Standout features & integrations:
Features include mobile receipt scanning, automated report generation, and bill payment automation. You can also manage travel bookings and create invoices with ease. Additionally, the platform supports global reimbursements in over 190 countries.
Integrations include QuickBooks, Xero, Intacct, Oracle, Sage, Microsoft Dynamics, Gusto, Zenefits, and ADP.
Pros and cons
Pros:
- Easy mobile receipt scanning
- Supports global reimbursements
- Quick data export to accounting software
Cons:
- Limited customization options
- Occasional app syncing issues
Ramp is a spend management platform designed for fast-growing companies, providing corporate cards, expense management, and financial automation tools. It helps businesses optimize their spending and improve financial efficiency with ease.
Why I picked Ramp: Ramp’s automated expense management features make it perfect for fast-growing companies. You can issue unlimited virtual and physical cards to your team, helping manage expenses efficiently. Ramp also offers real-time expense tracking, which keeps your team informed and in control. Not only do these financial automation tools save time, they also allow your team to focus on what really matters—its growth potential.
Standout features & integrations:
Features include automated receipt collection, real-time expense tracking, and unlimited card issuance. You can also access detailed spend analytics to monitor financial health. Additionally, Ramp's automation tools streamline approvals and reporting processes, enhancing operational efficiency.
Integrations include QuickBooks, Xero, NetSuite, Sage Intacct, Slack, Gusto, Plaid, Rippling, Dropbox, and Google Workspace.
Pros and cons
Pros:
- Automated expense management features
- Unlimited virtual and physical cards
- Streamlined approval processes
Cons:
- Limited offline capabilities
- Some features require learning
Ivalua is a spend management platform designed for enterprises, focusing on procurement, supplier management, and contract management. It helps businesses optimize their procurement processes and improve supplier relationships.
Why I picked Ivalua: Ivalua is ideal for procurement solutions, offering advanced tools to manage supplier relationships and contracts. You can automate procurement workflows and gain real-time visibility into procurement activities, helping you make informed decisions. Additionally, the platform’s analytics capabilities offer insights into supplier performance, further enhancing your procurement strategy.
Standout features & integrations:
Features include supplier management, contract management, and procurement analytics. You can automate procurement workflows to save time and reduce errors. The platform also offers tools for risk management and compliance.
Integrations include SAP, Oracle, Microsoft Dynamics, Salesforce, Workday, Ariba, Coupa, JD Edwards, and Infor.
Pros and cons
Pros:
- Comprehensive supplier management tools
- Real-time procurement visibility
- Strong analytics capabilities
Cons:
- Limited offline functionality
- Frequent updates needed
Brex is a spend management solution that offers corporate cards with built-in expense management and financial tools. It helps businesses manage their finances efficiently with features designed to support growth and scalability.
Why I picked Brex: Brex offers live tracking of company expenditures across teams, departments, and individual employees through an intuitive, centralized dashboard. It automatically categorizes transactions, syncs with accounting platforms like QuickBooks and NetSuite in real time, and enables proactive control with dynamic spend limits and instant card freezing.
Standout features & integrations:
Features include automated expense categorization, receipt capture, and budget tracking. You can also access real-time spending insights and set spending limits for your team.
Integrations include QuickBooks, Xero, NetSuite, Expensify, Slack, Gusto, Carta, Plaid, Zapier, and Rippling.
Pros and cons
Pros:
- Flexible credit limits
- Rewards on business spending
- Automated expense categorization
Cons:
- Limited customer support availability
- Requires integration setup
OneAdvanced is a spend management solution, focusing on procurement, expense management, and financial reporting. It aids businesses in streamlining their financial operations and enhancing budget control.
Why I picked OneAdvanced: OneAdvanced offers detailed capabilities in real-time financial visibility, advanced analytics, and configurable budgeting workflows. This enables large organizations to set granular budget controls across departments and projects, track expenditures against those budgets in real time, and enforce compliance through automated approval processes. Plus, the software’s integration with procurement and finance systems ensures a unified view of spend, making it especially effective for enterprises with complex financial structures and strategic planning needs.
Standout features & integrations:
Features include customizable procurement workflows, intuitive expense management, and detailed financial reporting. You can track spending patterns and manage budgets more effectively.
Integrations include Microsoft Dynamics, SAP, Oracle, Sage, Salesforce, Workday, QuickBooks, Xero, and ADP.
Pros and cons
Pros:
- Flexible configuration options
- Intuitive expense management
- Detailed financial reporting
Cons:
- Initial setup may be complex
- Requires training for new users
Other Spend Management Software
Here are some additional spend management software options that didn’t make it onto my shortlist, but are still worth checking out:
- SAP Spend Control Tower
For data insights
- Ellucian
For educational institutions
- Tipalti Procurement
For payment automation
- Sage Intacct
For financial management
- Float
For cash flow forecasting
- Procurify
For purchase order management
- Workday Spend Management
For real-time spend visibility
- NetSuite Expense Managament
For project-based billing
- Budgyt
For budget consolidation
Spend Management Software Selection Criteria
When selecting the best spend management software to include in this list, I considered common buyer needs and pain points like expense tracking efficiency and budget compliance. I also used the following framework to keep my evaluation structured and fair:
Core Functionality (25% of total score)
To be considered for inclusion in this list, each solution had to fulfill these common use cases:
- Expense tracking
- Budget management
- Invoice processing
- Reporting and analytics
- Approval workflows
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Real-time spend visibility
- Multi-currency support
- AI-driven insights
- Customizable dashboards
- Mobile app functionality
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- Intuitive interface
- Easy navigation
- Minimal learning curve
- Responsive design
- Clear layout
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of training videos
- Access to interactive product tours
- Comprehensive templates
- Use of chatbots for guidance
- Regular webinars for users
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 availability
- Multi-channel support options
- Dedicated account managers
- Fast response times
- Comprehensive knowledge base
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Competitive pricing
- Transparent pricing structure
- Range of features offered
- Cost-benefit analysis
- Discounts for annual plans
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Positive feedback on functionality
- Satisfaction with customer service
- User experience insights
- Frequency of updates
- Overall recommendation rate
How to Choose Spend Management 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 | Ensure the software can grow with your business. It should handle increased transactions and users as your company scales without compromising performance. |
| Integrations | Look for seamless integration with your existing tools like accounting software, CRM, and ERP systems to enhance workflow efficiency and data accuracy. |
| Customizability | Choose a solution that allows you to tailor settings and features to fit your business processes and preferences, ensuring a personalized user experience. |
| Ease of Use | Prioritize a user-friendly interface with intuitive navigation to reduce training time and enhance productivity for your team. |
| Budget | Consider your budget and the software's pricing structure. Look for transparent pricing and evaluate if the features offered justify the cost for your needs. |
| Security Safeguards | Verify that the software has robust security measures in place, such as data encryption and user access controls, to protect sensitive financial data. |
| Compliance | Make sure the software complies with industry regulations relevant to your business, such as GDPR or SOX, to avoid potential legal issues. |
| Support | Evaluate the level of customer support provided. Look for options like 24/7 support, dedicated account managers, and a comprehensive knowledge base. |
What Is Spend Management Software?
Spend management software is a tool that helps businesses track, manage, and control their spending. Finance professionals, procurement teams, and department managers typically use these tools to maintain budget compliance and enhance financial oversight.
Typically, these solutions include key features, such as expense tracking, invoice processing, and budget management, to help with efficient financial operations and decision-making. Overall, spend management software provides valuable insights into spending patterns, aiding in better financial control.
Features of Spend Management Software
When selecting spend management software, keep an eye out for the following key features:
- Expense Tracking: Automatically records and categorizes business expenses, providing visibility into spending patterns to help manage budgets effectively.
- Invoice Processing: Streamlines the creation, approval, and payment of invoices, reducing manual entry and errors for smoother financial operations.
- Budget Management: Enables setting and monitoring of budgets, ensuring that spending aligns with financial goals and constraints.
- Real-Time Analytics: Offers insights into financial data and spending trends, aiding in informed decision-making and strategic planning to avoid overspending.
- Approval Workflows: Automates the approval process for expenses, accounts payable, and purchases, ensuring compliance with company policies and reducing bottlenecks.
- Multi-Currency Support: Facilitates transactions in various currencies, which is essential for businesses operating in international markets.
- Supplier Management: Helps manage supplier relationships and contracts, ensuring timely payments and improving procurement efficiency.
- Customizable Dashboards: Allows users to tailor their dashboard view to focus on the most relevant financial metrics and reports.
- Mobile Access: Provides the ability to manage expenses and approvals on-the-go, enhancing flexibility for remote teams.
- Compliance Management: Ensures adherence to industry regulations and internal policies, reducing the risk of non-compliance and associated penalties.
Benefits of Spend Management Software
Implementing spend management software provides several benefits for your team and your business. Here are a few you can look forward to:
- Improved Financial Control: Offers real-time analytics and budget management features, helping you maintain oversight and control over your finances.
- Increased Efficiency: Automates invoice processing and approval workflows, reducing manual tasks and allowing your team to focus on strategic activities.
- Enhanced Compliance: Ensures adherence to industry regulations with compliance management tools, minimizing the risk of penalties.
- Better Decision-Making: Provides insights into business and employee spending patterns through detailed analytics, enabling informed financial decisions.
- Cost Savings: Identifies areas for cost reduction by tracking expenses and managing supplier relationships, contributing to overall savings.
- Flexibility For Remote Work: Supports mobile access, letting your team manage expenses and approvals from anywhere, enhancing productivity.
- Stronger Supplier Relationships: Facilitates efficient supplier management, ensuring timely payments and improved procurement processes.
Costs and Pricing of Spend Management Software
Selecting spend management 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 spend management software solutions:
Plan Comparison Table for Spend Management Software
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Basic expense tracking, limited reporting, and simple approval workflows. |
| Personal Plan | $5-$25/user/month | Expense tracking, basic invoicing, budget management, and email support. |
| Business Plan | $30-$60/user/month | Advanced reporting, multi-currency support, integrations, and mobile access. |
| Enterprise Plan | $75-$150/user/month | Customizable dashboards, compliance management, advanced analytics, and dedicated account support. |
Spend Management Software FAQs
Here are some answers to common questions about spend management software:
What is the difference between spend management and expense management?
Spend management looks at the broader picture of all business spending, including procurement and vendor-related expenses. In contrast, expense management focuses narrowly on controlling and reimbursing expenditures made by employees after they occur. Your team should use both to ensure comprehensive financial oversight and control.
How does expense management software work?
Expense management software controls, tracks, and processes employee expense reimbursements and corporate credit card transactions. It integrates with accounting software and ERP systems, offering your team a streamlined way to manage expenses. This ensures accurate bookkeeping and timely reimbursements.
What are the steps to be followed for management of spending?
To manage end-to-end spending effectively, implement strategic sourcing and define your spending process. Standardize your approval process, track and analyze spend lifecycles, and automate notifications and processes where possible. These steps help your team maintain control over expenditures and improve financial efficiency.
How do you ensure compliance with spend management software?
Ensure compliance by using software with built-in regulatory features that align with industry standards. Set up automated approval workflows and audit trails to track spending activities. This helps your team adhere to financial regulations and reduces the risk of non-compliance.
Can spend management software integrate with existing systems?
Yes, most spend management software solutions offer integrations with popular accounting, ERP, and CRM systems. This ensures data consistency and reduces manual data entry. Check compatibility with your existing tools to maximize efficiency and data accuracy for your team.
How do you measure the ROI of spend management software?
Measure ROI by evaluating cost savings from reduced manual processes and improved procurement efficiency. Look at time saved on administrative tasks and better compliance rates. These metrics help your team assess the financial and operational benefits of the software.
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