19 Best Expense Reimbursement Software Reviewed in 2025
Best Expense Reimbursement Software Shortlist
Here’s my shortlist of the best expense reimbursement software:
Expense reimbursement software helps businesses track, manage, and approve employee expenses without messy spreadsheets or delayed payouts. If your team is still dealing with manual processes or chasing receipts over email, it’s time for a faster, more accurate way to handle reimbursements.
As a digital software expert, I know how tough it is to find a tool that actually fits your workflow. Some are too complex, others too limited, and many just don’t scale with your needs. You need something that saves time and works seamlessly with your existing systems.
I’ve reviewed and tested the top platforms to find tools that are easy to use, automate approval flows, and sync with your accounting software. These expense reimbursement software picks will help your team move faster, stay compliant, and get money back in employees’ pockets without the usual delays.
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Best Expense Reimbursement Software Summary
This comparison chart summarizes pricing details for my top expense reimbursement software selections to help you find the best one for your budget and business needs.
| Tool | Best For | Trial Info | Price | ||
|---|---|---|---|---|---|
| 1 | Best for real-time receipt submission | Free demo available | From $11.99/user/month | Website | |
| 2 | Best for reimbursement policy automation | Free demo available | From $8/user/month (billed annually) | Website | |
| 3 | Best for multi-currency support | Free trial available | Pricing upon request | Website | |
| 4 | Best for global compliance | Free demo available | From $7/user/month (billed annually) | Website | |
| 5 | Best for automated payments | Free demo available | From $99/month | Website | |
| 6 | Best for receipt scanning | Free plan available | From $5/user/month | Website | |
| 7 | Best for small team budgets | Free demo available | From $9/user/month (billed annually) | Website | |
| 8 | Best for procurement | Free demo available | Pricing upon request | Website | |
| 9 | Best for enterprise integration | Free demo available | Pricing upon request | Website | |
| 10 | Best for accounting integration | 30-day free trial | From $2/month | Website |
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CRM Creatio
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.7 -
Rippling Spend
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8 -
LiveFlow
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.9
Best Expense Reimbursement Software Review
Below are my detailed summaries of the best expense reimbursement 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.
Best for real-time receipt submission
Sage Expense Management (formerly Fyle) is an advanced expense reimbursement software designed to simplify how you manage your expenses. With features like real-time receipt submission and automated approvals, Sage Expense Management makes it easier for you and your team to handle expense tracking and reimbursements.
Why I Picked Sage Expense Management: I picked Sage Expense Management for its real-time receipt capture via text or app, which helps eliminate paper clutter and improves organization. Its AI-powered expense coding reduces manual data entry, while automated credit card reconciliation links transactions to corporate cards for easier tracking. Sage Expense Management also flags out-of-policy expenses to support compliance.
Standout features & integrations:
Features include budget tracking that gives you insights into your spending habits, helping you manage your finances better. Sage Expense Management also offers a user-friendly mobile app, allowing you to manage expenses on the go, whether you're a small business or a large enterprise. Another feature to note is the AI assistant, which provides quick insights into your expenses, making it easier to stay on top of your financial management.
Integrations include NetSuite, Sage Intacct, Xero, QuickBooks Online, QuickBooks Desktop, Sage 300 CRE, TravelPerk, and Bamboo HR.
Pros and cons
Pros:
- Text-based receipt capture
- AI-powered expense categorization
- Real-time credit card reconciliation
Cons:
- Auto-filing speed may vary
- Limited customization for complex cases
New Product Updates from Sage Expense Management (formerly Fyle)
Sage Expense Management Rebrand and New Feature Enhancements
Sage Expense Management (formerly Fyle) has introduced a refreshed brand identity and several feature improvements that enhance usability across web and mobile. The update focuses on smoother workflows, stronger admin controls, and expanded integration options for more efficient expense management. For more information, visit Sage Expense Management’s official site.
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Rippling Spend is a spend management solution that helps you control and monitor company expenses from one platform. It’s designed to simplify the way your team handles reimbursements, corporate card usage, and travel costs.
Why I Picked Rippling Spend: I picked Rippling Spend because it helps you control expense reimbursements with automated policies that flag or reject out-of-policy costs. It also lets you issue corporate cards with preset limits, so you’re preventing problems before they happen rather than fixing them later. These controls save your finance team time and reduce manual review. Together, they make reimbursements more predictable and compliant across your business.
Standout features & integrations:
Features include global spend controls that make it possible to manage reimbursements and expenses across multiple countries, travel tools that help you cut costs and handle bookings more efficiently, and analytics that give you detailed reports on where company money is going.
Integrations include Zoom, Asana, Salesforce, Microsoft 365, Guideline, GitHub, Carta, Jira, Datadog, Hubspot, Microsoft Teams, and Slack.
Pros and cons
Pros:
- Automated reimbursement approval workflows
- Multi-currency support for global teams
- Strong expense policy enforcement tools
Cons:
- Limited customization of reports
- May feel complex for very small teams
New Product Updates from Rippling Spend
Rippling Spend Introduces AI-Powered Expense Fraud Detection
Rippling Spend adds built-in AI detection to automatically flag manipulated or AI-generated receipts. This enhancement strengthens financial oversight and ensures greater accuracy in expense approvals. For more information, visit Rippling Spend's official site.
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Spendesk is an expense management platform aimed at businesses seeking to manage their spending effectively. It provides tools for tracking expenses, managing budgets, and handling payments.
Why I picked Spendesk: Spendesk is ideal for companies dealing with multiple currencies, offering features that simplify international transactions. Its virtual cards allow your team to make purchases in different currencies without hassle. The software also provides real-time spending insights, helping you keep track of expenses across various regions. Additionally, automated spending controls ensure compliance with company policies.
Standout features & integrations:
Features include invoice management, which helps your team handle supplier payments efficiently. Spendesk also offers budget tracking, allowing you to monitor spending against set limits. Plus, the software’s approval workflows can be customized to fit your organization’s processes.
Integrations include QuickBooks, Xero, Sage, Microsoft Dynamics, SAP, Oracle, Slack, Google Workspace, and Office 365.
Pros and cons
Pros:
- Budget tracking features
- Automated spending controls
- Real-time spending insights
Cons:
- Complex onboarding process
- Limited offline features
Webexpenses is an expense management software designed for businesses looking to enhance their financial control. It caters to companies of varying sizes, offering tools to manage and track expenses efficiently.
Why I picked Webexpenses: Webexpenses is best suited for businesses needing global compliance, providing features that ensure adherence to international standards. The software offers multi-currency support, making it easy for your team to handle expenses from different regions. Additionally, automated policy checks help maintain compliance with local regulations.
Standout features & integrations:
Features include a mobile app that allows your team to submit expenses on the go. The platform also offers receipt scanning to reduce manual entry, saving time and minimizing errors.
Integrations include QuickBooks, Xero, Sage, SAP, Oracle, Microsoft Dynamics, Salesforce, Workday, and ADP.
Pros and cons
Pros:
- Customizable workflows
- Automated policy checks
- Multi-currency support
Cons:
- Learning curve for new users
- Limited offline functionality
Tipalti is an expense management platform designed for businesses seeking to automate their financial operations. It serves companies of all sizes, providing tools for managing expenses, payments, and compliance.
Why I picked Tipalti: Tipalti excels in automated payments, offering features that streamline the payment process for businesses. The platform allows your team to automate payment workflows, reducing manual effort and errors. It also provides global payment capabilities, ensuring smooth transactions across different currencies. Additionally, Tipalti offers compliance checks to help your team adhere to regulatory requirements.
Standout features & integrations:
Features include supplier management, allowing you to maintain and organize supplier records efficiently. Plus, Tipalti's real-time payment tracking provides insights into transaction statuses, ensuring transparency.
Integrations include QuickBooks, Xero, Sage, SAP, Microsoft Dynamics, Oracle, Salesforce, Workday, and Intacct.
Pros and cons
Pros:
- Compliance checks included
- Global payment capabilities
- Automated payment workflows
Cons:
- Occasional system slowdowns
- Limited customization options
Expensify is an expense management tool designed for businesses of all sizes. It simplifies the expense reporting process, focusing on efficiency and accuracy.
Why I picked Expensify: Expensify excels in receipt scanning, making it easy for your team to capture and categorize expenses on the go. The tool uses SmartScan technology to read and process receipts quickly, reducing manual entry. You can also set up automatic approvals for faster processing. Additionally, Expensify’s mobile app ensures your team can manage expenses anytime, anywhere, only adding to its convenience.
Standout features & integrations:
Features include automatic mileage tracking, which helps your team calculate business travel expenses accurately. The tool also offers policy enforcement, ensuring compliance with company guidelines.
Integrations include QuickBooks, Xero, Sage, Oracle, Microsoft Dynamics, SAP, Salesforce, Bill.com, and Zenefits.
Pros and cons
Pros:
- Automatic approvals
- Mobile app access
- SmartScan technology
Cons:
- Limited offline functionality
- Limited customization options
Rydoo is an expense management software tailored for small to medium-sized teams. It helps users efficiently track and manage expenses, ensuring financial control and compliance.
Why I picked Rydoo: Rydoo combines simple expense tracking with automated approval workflows, helping teams avoid overspending without adding administrative overhead. Its real-time expense reporting gives managers instant visibility into spending, making it easier to enforce budget limits and spot cost-saving opportunities early. Plus, the mobile-first design allows employees to snap receipts and submit claims on the go, reducing delays and eliminating paper trails.
Standout features & integrations:
Features include automated approvals that streamline expense submissions. AI-powered receipt scanning makes entering expenses quick and easy, reducing manual entry errors. The insights feature gives you a clear picture of spending patterns, helping your team make informed financial decisions.
Integrations include QuickBooks, Xero, NetSuite, SAP, Workday, Microsoft Dynamics, Salesforce, Egencia, Sage, and Expensify.
Pros and cons
Pros:
- Corporate credit card reconciliation
- Automated approvals
- AI receipt scanning
Cons:
- Basic reporting tools
- Limited for large enterprises
Coupa is an expense management solution aimed at enterprises looking to enhance their procurement and financial operations. It provides tools for managing expenses, invoices, and procurement processes.
Why I picked Coupa: Coupa unifies procurement and expense tracking into a single platform, giving organizations complete visibility and control over spend. Unlike traditional expense management tools that focus mainly on reporting and reimbursement, Coupa integrates expense data directly with procurement workflows, ensuring that employee purchases align with company policies before money is spent.
Standout features & integrations:
Features include budget management, which helps your team control and monitor spending effectively. The platform also offers contract management, allowing you to track and manage supplier agreements. Additionally, Coupa's reporting tools provide detailed analytics, helping you make informed decisions about your procurement strategy.
Integrations include QuickBooks, Xero, Sage, Microsoft Dynamics, SAP, Oracle, Slack, Google Workspace, and Salesforce.
Pros and cons
Pros:
- Compliance checks for procurement
- Comprehensive spend visibility
- Strong focus on procurement
Cons:
- Requires ongoing training
- Complex implementation process
SAP Concur is an advanced expense management platform tailored for large enterprises. It helps organizations manage expenses, travel bookings, and invoices efficiently.
Why I picked SAP Concur: SAP Concur excels in enterprise integration, making it ideal for large organizations with complex systems. It offers automated expense reporting to reduce manual entry and errors, while the travel management feature helps your team coordinate business trips effectively. Plus, its invoice management ensures timely payments and compliance with company policies.
Standout features & integrations:
Features include a mobile app that allows your team to manage expenses on the go. The tool also offers real-time data analysis for insights into spending patterns, helping you make informed decisions.
Integrations include SAP, Salesforce, QuickBooks, Microsoft Dynamics, Oracle, Workday, ADP, Expensify, and Xero.
Pros and cons
Pros:
- Policy compliance checks
- Real-time data insights
- Automated expense reporting
Cons:
- Limited customization options
- Complex setup process
Xero is an accounting software solution tailored for small to medium-sized businesses. It offers tools for financial management, including expense tracking and reporting.
Why I picked Xero: Xero provides seamless, automated syncing of expense data directly into the accounting system, eliminating manual entry and reducing errors. Its open API and large ecosystem of integrations allow businesses to connect popular expense tools like Expensify, Pleo, or Receipt Bank, ensuring real-time updates of receipts, reimbursements, and credit card transactions.
According to Mark Gilham, a financial leader with 20+ years in the industry, the API integration was his most helpful feature. "I was able to build an API connection to our e-commerce platform myself, enabling us to automatically raise invoices with all necessary details and attachments. I could find everything I needed on APIs and integrations without needing to call in additional expertise."
Standout features & integrations:
Features include invoicing, which helps your team send and manage invoices easily. The software also offers bank reconciliation, allowing you to match transactions with your bank statements. Plus, its inventory management feature helps you track stock levels and manage orders.
Integrations include PayPal, Stripe, Square, HubSpot, Shopify, Salesforce, Gusto, Mailchimp, Harvest, and Bill.com.
Pros and cons
Pros:
- Bank reconciliation feature
- Advanced invoicing tools
- Real-time financial reporting
Cons:
- Limited customer support options
- Limited offline access
Other Expense Reimbursement Software
Here are some additional expense reimbursement software options that didn’t make it onto my shortlist, but are still worth checking out:
- Rippling
For HR integration
- Ramp
For corporate cards
- Paylocity
For payroll features
- Slash
For real-time expense tracking
- QuickBooks
For small business accounting
- Vena
For financial planning integration
- Zoho Expense
For mobile expense tracking
- Odoo
For open-source customization
- Emburse
For virtual card management
Expense Reimbursement Software Selection Criteria
When selecting the best expense reimbursement software to include in this list, I considered common buyer needs and pain points like reducing manual data entry and ensuring compliance with company policies. 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:
- Capture and store receipts
- Automate expense approvals
- Generate expense reports
- Integrate with accounting systems
- Provide policy compliance checks
Additional Standout Features (25% of total score)
To help further narrow down the competition, I also looked for unique features, such as:
- Multi-currency support
- AI-powered receipt scanning
- Real-time expense tracking
- Customizable approval workflows
- Mobile app access
Usability (10% of total score)
To get a sense of the usability of each system, I considered the following:
- Intuitive interface design
- Easy navigation
- Minimal learning curve
- Fast processing speed
- Customizable dashboards
Onboarding (10% of total score)
To evaluate the onboarding experience for each platform, I considered the following:
- Availability of training videos
- Interactive product tours
- Access to webinars
- Onboarding templates
- Chatbot assistance
Customer Support (10% of total score)
To assess each software provider’s customer support services, I considered the following:
- 24/7 support availability
- Multiple support channels
- Response time
- Availability of a knowledge base
- Personalized assistance
Value For Money (10% of total score)
To evaluate the value for money of each platform, I considered the following:
- Competitive pricing
- Scalability of plans
- Feature-to-cost ratio
- Discounts for annual billing
- Free trial availability
Customer Reviews (10% of total score)
To get a sense of overall customer satisfaction, I considered the following when reading customer reviews:
- Overall satisfaction ratings
- Frequency of updates
- User feedback on features
- Reported issues and resolutions
- Recommendations by users
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How to Choose Expense Reimbursement 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 | Will the software grow with your business? Consider future expansion and whether the tool can handle increased users and transactions without extra costs. |
| Integrations | Does it connect with your current systems? Ensure compatibility with your accounting, ERP, HR, and other software to avoid manual data entry. |
| Customizability | Can you tailor the software to your workflows? Look for options to modify approval processes and reporting to fit your needs. |
| Ease of Use | Is the interface intuitive for your team? A user-friendly design reduces training time and errors. Test demos to gauge usability. |
| Implementation and Onboarding | How quickly can you get started? Assess the setup time and resources needed. Look for tools with guided onboarding and training materials. |
| Cost | Does the pricing fit your budget? Compare costs across vendors, including hidden fees for additional features and user benefits. |
| Security Safeguards | Are your data and transactions secure? Ensure the software meets industry-standard security protocols, including encryption and two-factor authentication. |
| Compliance Requirements | Does it meet legal and financial regulations? Check for features that help maintain compliance with relevant laws and standards, |
What Is Expense Reimbursement Software?
Expense reimbursement software is a digital tool that automates how teams submit expenses and how companies reimburse employees. It simplifies the approval, tracking, and payout process, reducing paperwork and fraud.
Used by finance teams, HR departments, and employees across industries, this software eliminates manual expense reports and speeds up reimbursements.
Core features typically include receipt scanning, policy compliance checks, automated approvals, and integrations with payroll or accounting systems. It's especially valuable for companies aiming to improve cash flow control and ensure compliance with internal and tax-related policies.
Features of Expense Reimbursement Software
When selecting expense reimbursement software, keep an eye out for the following key features:
- Automated Expense Tracking: This feature records expenses automatically, reducing manual entry and minimizing errors in spend management.
- Receipt Capturing: Allows users to capture and store receipts digitally, making it easier to track and verify expenses.
- Policy Compliance Checks: Ensures that all expenses adhere to company policies, preventing unauthorized spending.
- Multi-Currency Support: Facilitates international transactions by handling multiple currencies without hassle.
- Customizable Approval Workflows: Let you tailor approval processes to match your organization's specific needs for accounts payable.
- Integration With Accounting Systems: Connects with your existing accounting software to streamline financial operations.
- Real-Time Reporting: Provides up-to-date insights into company spending patterns, helping you make informed financial decisions.
- Mobile App Access: Enables users to manage expenses on the go, increasing convenience and flexibility for employee spending.
- Tax Compliance Management: Assists with tax reporting and documentation, ensuring adherence to legal requirements.
- Virtual Card Management: Offers virtual cards for secure and controlled spending, reducing the risk of fraud.
Benefits of Expense Reimbursement Software
Implementing expense reimbursement software provides several benefits for your team and your business. Here are a few you can look forward to:
- Time Savings: Automated tracking and receipt capturing reduce the time spent on manual data entry.
- Improved Accuracy: Policy compliance checks and real-time reporting minimize errors and ensure accurate financial records and bookkeeping.
- Enhanced Control: Customizable approval workflows and virtual card management give you better control over spending.
- Convenience: Mobile app or cloud-based access allows users to manage expenses anywhere, increasing flexibility for remote work.
- Cost Efficiency: Integration with accounting systems simplifies expense management processes, reducing administrative costs.
- Better Decision-Making: Real-time reporting offers insights into spending patterns and business expenses, helping you make informed financial decisions.
- Compliance Assurance: Tax compliance management ensures adherence to legal requirements and expense policies, reducing the risk of penalties.
Costs and Pricing of Expense Reimbursement Software
Selecting expense reimbursement 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 reimbursement software solutions:
Plan Comparison Table for Expense Reimbursement Software
| Plan Type | Average Price | Common Features |
|---|---|---|
| Free Plan | $0 | Basic expense tracking, receipt capturing, and limited integrations. |
| Personal Plan | $5-$15/user/month | Receipt capturing, automated expense tracking, and mobile app access. |
| Business Plan | $20-$40/user/month | Customizable approval workflows, multi-currency support, and integration with accounting systems. |
| Enterprise Plan | $50-$100/user/month | Advanced reporting, tax compliance management, and virtual card management. |
Expense Reimbursement Software FAQs
Here are some answers to common questions about expense reimbursement software:
How does expense reimbursement software automate approvals?
Expense reimbursement software automates approvals by setting predefined rules and workflows that align with your company’s policy. When employees submit expenses, the system automatically routes them for approval based on these rules. This reduces manual intervention, speeds up the process, and ensures compliance with company policies.
Can expense reimbursement software integrate with existing accounting systems?
Yes, most expense reimbursement software can integrate with popular accounting systems like QuickBooks and NetSuite. This integration allows for seamless data transfer, reducing manual entry and errors. It ensures that all financial data is synchronized, making it easier for your finance team to manage expenses and financial reporting.
What security measures are in place to protect data in expense reimbursement software?
Expense reimbursement software often includes security measures such as data encryption, secure access controls, and regular security audits. These measures protect sensitive financial data from unauthorized access. When evaluating options, you should ensure the software meets industry security standards to safeguard your company’s information.
How does expense reimbursement software handle multi-currency transactions?
Software that supports multi-currency transactions automatically converts expenses into your company’s base currency using current exchange rates. This feature is particularly useful for businesses with international operations, as it simplifies the reimbursement process and ensures accurate financial reporting across different currencies.
Is it possible to customize workflows in expense reimbursement software?
Yes, many expense reimbursement software solutions allow you to customize workflows to fit your company’s specific needs. You can set up unique approval processes, define spending limits, and create specific categories for expenses. This flexibility helps ensure that the software adapts to your existing business processes rather than forcing you to change them.
What kind of support is available for users of expense reimbursement software?
Most vendors offer various support options, including online documentation, tutorials, and customer service representatives. Some also provide live chat or phone support. When choosing software, consider the level of support available and whether it meets your team’s needs, especially during implementation and onboarding.
What’s Next:
If you're in the process of researching expense reimbursement 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.