I Tested 9 Best Expense Management Software, Go Try Them

Keeping track of expenses is a headache. 

Whether it’s your spending spiraling out of control after a shopping trip or your business finances feeling like a tangled mess of receipts, invoices, and subscriptions, it’s easy to lose track. I’ve been there. I bounced between clunky spreadsheets and unreliable apps for years, trying to make sense of my finances with tools that never quite did the job. Spoiler alert: none of those worked well.

That’s when I decided to dive deep into the best expense management software, determined to find tools that could simplify life for both personal budgets and business needs. Over the past few months, I’ve tested a wide range of software. Some tools were built for businesses, packed with features like automated expense reports and team approvals. Others catered to individuals, offering clever ways to track daily spending, set savings goals, and stay within budget.

I tried them all, from flashy apps promising to revolutionize expense tracking to no-frills expense management solutions that simply got the job done. I tested their features, examined how they handled business expense needs, and even stressed them with real-world scenarios.

Now, I’m here to share my findings with you. 

9 best expense management software solutions I tested

Managing expenses efficiently is crucial for maintaining financial health and ensuring smooth operations. Expense management software automates and streamlines the process of recording, tracking, and managing business-related expenses. I have seen business owners use expense management tools to gain real-time visibility into the company's spending, enforce compliance with expense policies, and reduce the time spent on manual expense reporting.

To me, the best expense management software is essential for streamlining financial operations and controlling company spending. Such software offers a comprehensive suite of features designed to automate and simplify the spend management process. Key functionalities include real-time expense tracking, allowing us to monitor expenditures as they occur, and receipt capture capabilities that enable us to digitize and store receipts effortlessly.

I also want automated approval workflows to ensure that expense reports are routed to the appropriate approvers without manual intervention, thereby reducing our processing time and errors. Integration with existing accounting systems is also vital, facilitating seamless data synchronization and financial reporting. 

Moreover, the software enforces policy compliance by flagging or rejecting expenses that do not align with company policies, helping to prevent unauthorized spending. By incorporating these features, the best expense management software enhances efficiency and provides valuable insights into spending patterns, enabling more informed financial decision-making.

How I selected the best expense management software

I considered the following factors while evaluating expense management software solutions. 

• Real-time expense tracking: Real-time tracking is vital when evaluating expense management software. I look for systems that enable employees to capture and upload expenses as they happen. This feature is particularly useful for teams on the go, as it minimizes delays in reporting. For instance, a sales representative can immediately log a meal expense after a client meeting, reducing the risk of lost receipts. I also check if the system provides instant updates on overall budgets or spending limits, ensuring I have a clear and current view of company expenditures at any moment.
• Optical character recognition: OCR technology is a game-changer for minimizing manual work and improving accuracy. I have thoroughly tested expense management tools by uploading different receipts: printed, handwritten, faded, or crumpled. The best systems accurately extract details like merchant name, date, and amount, automatically populating these fields in the expense report. I also ensure the software supports multiple languages and currencies in OCR processing, which is critical for global teams.
• Customizable approval workflows: No two businesses have identical approval processes, so I prioritize software with highly customizable workflows. For example, you might want a workflow where expenses under $500 are auto-approved, while anything higher requires multiple layers of approval. The software should allow us to create, adjust, and automate these workflows without requiring coding expertise. I also check if I can assign delegates or backups for approvers to ensure smooth operations during absences.
• Expense policy reinforcement: I evaluate how well the software enforces expense management policies. Beyond flagging out-of-policy expenses, we want the system to prevent the submission of non-compliant claims altogether. For example, if employees are restricted from booking first-class flights, the software should automatically reject such claims or redirect users to approved options. This feature reduces back-and-forth between approvers and submitters while ensuring adherence to company policies.
• Integration with financial systems: Integration is one of the main aspects I assess. Seamless compatibility with tools like QuickBooks, NetSuite, or SAP is critical for syncing expense data with payroll and accounting systems. I also evaluate whether integrations include real-time syncing or periodic batch updates, as the former offers more immediate insights. For organizations using multiple software platforms, the ability to connect through APIs or middleware ensures consistent and reliable data flow.
• Advanced analytics: The value of expense management software extends beyond just recording transactions. It should provide actionable insights. I explore the types of reports the software generates, such as spending by category, department, or vendor. Dashboards that allow real-time monitoring of trends are especially useful for identifying areas where spending can be optimized. I also check for drill-down capabilities, which let me analyze individual transactions directly from the summary reports.
• Mobile app functionality: A robust mobile app is crucial for modern businesses, especially those with remote or traveling employees. I test the expense management software to ensure it supports key features like receipt uploads, expense submission, and workflow approvals via their mobile app. GPS-based mileage tracking is another feature I value, as it simplifies travel expense calculations. The app’s ability to function offline is a bonus, allowing users to continue working without worrying about connectivity issues, with automatic syncing once online.
• Scalability and multi-currency support: Expense management software must keep pace as businesses grow. I check whether the solution supports an expanding user base without additional licensing costs or performance degradation. Multi-currency support is another critical feature. The software should handle conversions based on live exchange rates and accurately report transactions across different currencies. This feature simplifies the expense management process for global teams and prevents costly manual calculations.

When evaluating 20+ expense management software, I tested each feature in real-world scenarios. I uploaded various receipts to assess OCR accuracy, configured multi-level approval workflows, and attempted out-of-policy submissions to evaluate policy enforcement. I also integrated the software with accounting and ERP systems to check data flow and synced delays. The mobile app was tested for offline uploads, GPS mileage tracking, and approvals. I reviewed dashboards for actionable insights and ensured robust security by examining encryption protocols and compliance certifications. This thorough testing gave me a clear understanding of each expense management software’s practical performance and suitability.

To be included in the expense management software category, a product must:

• Automate expense tracking, reporting, and management
• Integrate with existing accounting and administrative systems
• Establish a process to review all expenses before submission

*This data was pulled from G2 in 2025. Some reviews may have been edited for clarity.  

1. Navan (Formerly TripActions)

Whether you’re booking flights, hotels, rental cars, or just trying to keep your expenses organized, Navan seems designed to make life easier for people who juggle hectic schedules.

From my phone or laptop, I can search, book, and track everything from my phone or laptop seamlessly. I was impressed with Navan’s expense management capabilities. Navan makes it ridiculously easy to upload receipts. I only snap a photo, and the system auto-fills most details. It even automatically matches expenses to trips, saving me countless hours of manual input.

One of my favorite things is the policy compliance integration. It flags expenses outside company policy before they’re even submitted, so I’m not caught off guard later. And it doesn’t feel restrictive. The system even supports direct billing for hotels and rental cars, so I don’t have to front the money and wait for reimbursement.

I also appreciated how Navan integrates with loyalty programs. Frequent flyers can use this feature to keep earning points while booking through the platform, and the rewards Navan offers for being budget-conscious are icing on the cake.

I found the search functionality to be robust. You can filter options by brand (like Marriott or Delta) or price range, making it easy to find the best fit for your needs. It even provides recommendations for the best deals.

If I book part of my trip outside Navan (say, using a conference discount code), grouping those expenses with meals or transportation gets tricky. The platform isn’t intuitive and often feels like a manual workaround.

While the auto-fill feature is generally great, I’ve seen it occasionally get things wrong. Fixing those errors manually can be a hassle, especially when uploading multiple receipts simultaneously.

I also didn’t like how the mobile app didn’t have all the features of the desktop version. For instance, changing an itinerary or editing a trip on the go is much slower and clunkier on mobile. I’d love to see full parity between the two platforms.

The booking process isn’t as seamless as it could be for complex itineraries like multi-city trips. Editing these trips or making changes mid-travel often feels more cumbersome than it should.

What I dislike about Navan:

• If I book part of my trip outside Navan (say, using a conference discount code), grouping those expenses with meals or transportation gets tricky. The platform isn’t intuitive and often feels like a manual workaround.
• While the auto-fill feature is generally great, it occasionally gets things wrong. Fixing those errors manually can be a hassle, especially when uploading multiple receipts simultaneously.

What G2 users dislike about Navan:

“I had one issue where the hotel did not get the corporate credit card information before I arrived, which resulted in some back and forth with Navan and the hotel to verify the card information and that it was, in fact, a company card. Ideally, manual work never would have had to be done.”

- Navan (Formerly TripActions) Review, Yvonne W.

2. Expensify

If you’ve ever felt buried under receipts or dreaded filling out expense reports, you should know about Expensify. I’ve been using it for a while now, and while it’s not perfect, it’s pretty darn close to making expense tracking painless.

The first thing I love about Expensify is the SmartScan technology. I just take a picture of my receipt with the mobile app or email it directly to receipts@expensify.com, and it handles the rest. It pulls out all the details—amounts, dates, vendors—you name it. Sometimes, I don’t even need to think about organizing receipts because Expensify automatically matches them to my credit card transactions. Seriously, it’s like having an assistant who never sleeps.

Then there’s the integration. It syncs beautifully with tools like QuickBooks and Concur, making life easier if you already use those for bookkeeping or travel management. 

Plus, there’s this rule-setting feature that auto-fills repetitive fields, which has saved me so much time. And when I’m on the go, the mobile app is a game-changer. I can snap receipts, track mileage, and manage reports from my phone. No more waiting until I’m at my desk to log expenses.

Sometimes, SmartScan didn’t get it right, and I had to fix things manually. 

One thing I’ve noticed is the occasional issue with duplicate expenses. If I upload a receipt before the credit card charge shows up, the system doesn’t always reconcile them, and I end up with duplicates. It’s a minor hassle but annoying when trying to keep things tidy.

I didn’t like the difference between reports and individual expenses a bit confusing at times. It took me a while to figure out how to manage them efficiently, especially when I was new to the platform. And while the SmartScan feature is a huge help most of the time, it can be frustratingly slow when I need to upload receipts quickly.

I’ve also noticed a file upload size limit for receipts. Sometimes I have to resize or reformat larger files before uploading, which can be a pain. 

What I dislike about Expensify:

• If I upload a receipt before the credit card charges import, Expensify doesn’t always match them, leaving me with duplicates I must manually clean up.
• The app is great for basic tasks, but it doesn’t offer all the features of the desktop version, and certain workflows feel clunky when I’m on my phone.

What G2 users dislike about Expensify:

“I wrote back and forth with the Expensify concierge for over a week because they were billing me double. I sent in the bank receipts and showed them the problems, and they continued to double-bill me. Finally, I had to delete my account. This company doesn't think twice about stealing from its customers.”

- Expensify Review, Kelly C.

3. Ramp

I liked how Ramp made it easy to set up expense categories, issue virtual or physical corporate cards, and simplify reimbursements.

Ramp works beautifully with tools like QuickBooks Online, Sage Intacct, and NetSuite. Once I linked everything, it automated expense reports, reimbursements, and even accounts payable processing. My favorite feature has to be the automatic receipt matching. I just forward an emailed receipt, and Ramp pairs it with the right transaction in seconds. 

Issuing virtual and physical cards has been a breeze. We can set spending limits for each card, restrict them by category, and even block specific vendors in real-time. It’s like having a built-in safety net for expenses. Plus, employees find it super easy to use.

I also liked how Ramp’s AI flagged duplicate expenses, categorized transactions automatically, and even suggested ways to cut costs. We’ve saved so much time and money with these features.

The reporting dashboard offered us a real-time snapshot of all spending. We could drill down into trends, see vendor-specific costs, and even pull ready-made audit reports. It’s made staying on top of our finances so much easier.

I also appreciated how Ramp let us set up approval workflows to fit exactly how our team operates. We’ve set up one-click approvals for smaller purchases, and for bigger expenses, there are multi-level sign-offs. It’s flexible and keeps things running smoothly.

Setting up bank integrations wasn’t as seamless as we had hoped. It took some back-and-forth to get everything working perfectly, which was frustrating when we were hoping to save time from day one.

A few things are missing, like payroll integration or detailed project-level expense tracking. While these aren’t deal breakers for us, I can see how they’d matter for others.

I’ve hit a few roadblocks here and there, like occasional login delays or server timeouts. They don’t happen often, but it’s a bit annoying when they do.

What I dislike about Ramp:

• Linking bank accounts was more time-consuming than we expected. We had to contact support several times to get everything working properly.
• While rare, I’ve had moments when the platform was slow to load or couldn’t log in due to a server issue.

What G2 users dislike about Ramp:

“I would love a built-in sync dashboard. The Dashboard would display the sync status of accounts payable/reimbursement and credit card transactions that synced or attempted to sync to the accounting system. Downloading the sync reports or clicking into each transaction with a sync error is not ideal for high transaction volume clients.”

- Ramp Review, Mikail S.

4. Brex

Using Brex has been an interesting experience, and I want to share what stands out. 

The virtual cards are a game-changer. I can issue them instantly, set dynamic spending limits for each team member, and track their usage in real-time. It’s a great way to maintain control without micromanaging. 

The notifications are top-notch, too. Whether it’s an approval request or a spending alert, we get instant updates via Slack or email, which keeps us informed and saves a ton of back-and-forth communication. I also appreciated the cashback and travel points that add value to business expenses.

Another big win is the automation Brex offers. Automated reconciliation syncs transactions directly with our expense policies, saving our team hours of manual work. The advanced reporting tools are equally impressive, providing detailed analytics to help us understand spending trends and identify areas where we can optimize. 

My biggest frustration has been integrating with accounting software like QuickBooks and NetSuite. It’s functional but not seamless. Sometimes, data syncing requires manual intervention, which feels counterproductive. The process for attaching photo receipts to transactions is another area that needs improvement. While the feature is there, it can feel cumbersome, requiring extra steps that slow me down when trying to move quickly.

Another challenge is the sheer number of features Brex offers. Don’t get me wrong, having so many tools is fantastic, but it can sometimes feel overwhelming, especially for new users or smaller teams who don’t need everything all at once. 

I’ve also noticed that while the real-time features are great, there are occasional delays in syncing certain updates, which can be frustrating when expecting instant results.

What I dislike about Brex:

• Syncing with tools like QuickBooks and NetSuite can be frustrating. Sometimes I had to intervene manually, which defeats the purpose of automation.
• While attaching receipts to transactions is possible, it feels clunky and takes more steps than it should, especially when I’m in a rush.

What G2 users dislike about Brex:

“The only shortcoming that Brex has is the lack of physical checks. While antiquated and outdated, checks can still be a big part of business dealings. I get $10,000 - $100,000 in monthly wire transfers from title companies. Occasionally, I get paper checks instead. When I used Bluevine, they recognized these as normal, and made the entire balance of the checks available immediately. I've only deposited two checks with Brex, but both had very long holds placed on them. I would appreciate certified funds checks from title companies, not having any holds placed on them, as it can impact payroll and bill management.”

- Brex Review, Mike M.

5. SAP Concur

Juggling expense reports, travel receipts, and approval workflows can feel like a full-time job. That’s where SAP Concur steps in. 

I appreciated how SAP Concur handled expense reports. It automatically imported expenses from corporate cards. The mobile app lets you snap a photo, and it’s synced instantly. The OCR technology is pretty sharp at pulling details from receipt images, saving you from manual data entry.

I was also impressed with the customizable dashboards. We could easily track spend, approvals, and pending tasks in one glance. Plus, there are built-in policy enforcement tools that flag out-of-policy expenses automatically. For managers, this means compliance headaches are almost non-existent.

Another highlight is the reporting capabilities. SAP Concur lets you generate custom analytics reports on spending patterns, policy adherence, and vendor usage. 

While the OCR tech is great, attaching receipts to expenses can sometimes feel like pulling teeth. I didn’t like how the process wasn’t always intuitive, especially on the desktop version, and uploading delays can test your patience.

I also disliked how the navigation wasn’t as smooth as possible. Finding specific features often felt like a scavenger hunt. Even simple tasks like editing entries or attaching receipts involved more clicks than they should.

Speed is another sore spot. Certain actions, like transitioning between tabs or generating reports, can be painfully slow, especially during peak usage. It’s not a dealbreaker but a mood killer when you’re in a rush.

The learning curve is real. While the platform is loaded with features, it can feel overwhelming for new users. Expect to spend some time digging through help articles or leaning on your IT team to get fully up to speed.

What I dislike about SAP Concur:

• Sometimes I feel stuck in slow motion when waiting for pages to load or reports to process. It’s frustrating, especially when I’m in a hurry.
• While uploading receipts is great, the execution isn’t always smooth. I’ve faced delays, duplicate uploads, and moments when receipts just won’t attach properly.

What G2 users dislike about SAP Concur:

“Dealing with SAP Concur is a constant exercise in frustration. The system is incredibly slow, with pages frequently reloading at the worst possible times. What should be a quick expense reporting process turns into a long, drawn-out ordeal where you’re left staring at the screen, waiting for things to load or refresh — if they ever do.

On top of the sluggish performance, the software often just doesn’t work right. Bugs, glitches, and unexpected errors are part of the daily experience. Basic tasks require too many clicks, and the unintuitive interface doesn’t help either.

Honestly, I can’t help but think we made a huge mistake by choosing SAP. There are better, faster, and more reliable options out there. If I could return, I’d strongly advocate for selecting a different platform. SAP Concur turns simple expense reporting into a chore, and no one should waste this much time on something so basic.”

- SAP Concur Review, Jason B.

6. Emburse Expense Enterprise (formerly Chrome River Expense)

When I started using Emburse Expense Enterprise, I was genuinely impressed by how much it simplified our team’s expense management routine.

I was impressed by the pre-populated information. Instead of manually filling in repetitive details, the system smartly auto-filled most fields, saving us work hours. This expense management software also made it easy to manage receipts with the CR Snap app. Just snap a photo, and the app allocates it to the correct expense category. This feature works seamlessly most of the time and is a major time-saver for anyone from our team juggling multiple receipts.

I also liked the Chrome integration. This feature might not seem like a big deal until you try it. The integration ensures smooth access and a seamless workflow, making the tool a natural extension of your daily tasks.

I found the itemization process for multi-category expenses, like a hotel stay with different charges, tedious. It requires extra steps that feel unnecessary at times.

Also, I occasionally struggled with uploading receipts with the CR Snap App, leading to failed attempts that required redoing the process. This hiccup can disrupt an otherwise smooth experience.

I disliked how the system can be overwhelming for users unfamiliar with tax brackets or compliance details. The lack of clear guidance in these areas is a noticeable gap. While the platform handled most tasks efficiently, itemizing sometimes results in reporting overlaps, creating minor inconsistencies that need manual correction.

What I dislike about Emburse Expense Enterprise:

• Splitting expenses like hotel stays into multiple categories feels unnecessarily complicated. It takes more time than I’d like to get it right.
• The tax-related features can be tricky to navigate. If you’re unfamiliar with tax brackets or compliance requirements, it’s easy to get lost without clear guidance.

What G2 users dislike about Emburse Expense Enterprise:

“Sometimes, when I take a photo of a receipt through the Chrome River App, it splits the image down the middle, making it hard to record things, so I usually take a photo with my cell phone camera and upload it to the app.”

- Emburse Expense Enterprise (formerly Chrome River Expense) Review, Hillary C.

7. BILL Spend & Expense (Formerly Divvy)

I was impressed with the budget control feature BILL Spend & Expense offers. We could assign cards to specific employees, set their spending limits, and even track departmental budgets. No more mystery overspending; it’s all laid out for us.

One feature I didn’t expect to love as much as I do is the vendor-specific cards. Setting up a card just for one vendor is genius. It makes recurring payments much easier to handle and keeps everything organized.

Another thing I appreciate is how it handles receipts. Attaching them to transactions is simple, and the categorization tools make my life much easier when it’s time to reconcile. Oh, and the visibility? It’s next-level. Everyone on the team knows what’s left in their budget, so there’s no more awkward “Do we have enough for this?” conversations.

Now, onto the things I didn’t like. I disliked how the user interface is tricky to navigate in some areas, especially when editing or updating previously uploaded data, like account descriptions.

While the tool works great after setup, configuring it to meet specific needs took us some time. Moreover, I didn’t like how some areas, like report customization, felt restrictive and could use more flexibility for tailoring to unique business requirements. While support is available, I’ve noticed delays in resolving issues, especially for complex problems.

What I dislike about BILL Spend & Expense:

• Some parts of the platform are harder to navigate than they should be. Editing previously uploaded data can feel unnecessarily complicated, and I often had to dig around to find what I needed.
• Getting everything set up initially was a bit of a slog. It’s not impossible, but it required more time and effort than I expected to customize it to my needs.

What G2 users dislike about BILL Spend & Expense:

“I wish there were a way to choose the fields that export when downloading transactions. I've also noticed that users can still choose GL's in budgets that a general ledger is inactive in. Maybe they start in the incorrect budget, code the transaction, and then switch to the correct budget, and the coding remains to what it was in the incorrect budget instead of resetting or not allowing those GLs/Depts to be chosen.”

- BILL Spend & Expense (Formerly Divvy) Review, Angela M.

8. Airbase

I appreciated how Airbase let us submit expenses effortlessly from our phones or the website. The convenience is unmatched, especially when I’m on the go. It’s even better that I can track the approval process step-by-step and see exactly who needs to approve my expenses. This transparency reduces a lot of back-and-forth communication, saving time and effort.

As an employee, having the ability to track budgets and historical spending is a major advantage. I like how Airbase allows me to see trends over time. This makes it easier to budget and plan my spending effectively, aligning with company goals while staying accountable.

I was impressed with the platform’s ability to consolidate invoices and credit cards so that nothing slips through the cracks. Virtual cards for recurring expenses add a modern touch, providing enhanced control and security.

The corporate card feature stood out for its modern design and the cashback option. This ensures that not only am I spending smartly, but the company benefits too. 

One limitation I noticed is the inability to assign multiple dates to an invoice or bill, which becomes problematic when dealing with expenses that span multiple periods. We have to manually update these details in external systems like QuickBooks, which is time-consuming and prone to human error.

I also don’t like that Airbase lacks a recurring payment feature. For example, managing subscriptions could be far easier if an automated option existed. Having to manually resubmit requests or receipts for annual services adds unnecessary complexity to an otherwise seamless platform.

What I dislike about Airbase:

• I find it inconvenient that there’s no way to automate recurring payments, whether for subscriptions or vendor relationships. It’s frustrating to manually resubmit requests or receipts for something that happens regularly.
• I wish there was a way to assign multiple dates to a single invoice when expenses span different periods. Manually updating these details in another system feels like unnecessary extra work.

What G2 users dislike about Airbase:

“The only thing that can be a bit difficult is if you need to download multiple bills for the same vendor. You have to download each one; there is no bulk download.”

- Airbase Review, Verified User in Accounting

9. Fyle

I loved how Fyle updates expenses in real-time, especially through its credit card integrations. The instant notification feature means I never forget to record transactions, and it keeps me financially organized without much effort.

The platform allows me to multitask seamlessly. I can upload receipts, categorize expenses, and verify data while working on other tasks. This saves me from having to dedicate specific time to expense management, making the process unobtrusive.

I found the automated reminders to file receipts incredibly helpful. It takes the stress out of forgetting to log expenses, ensuring compliance with company policies without needing constant manual input.

I’ve noticed how Fyle adapts to various organizational workflows. Its customizable features ensure it works how I need it to, whether managing my finances or handling reimbursements for a small team.

I was also impressed with the data accuracy when scanning receipts. The AI reads and categorizes information reliably, minimizing errors and reducing the manual effort on my end.

Fyle’s speed can sometimes work against it. Notifications or updates pop up so fast that they occasionally feel overwhelming, especially when dealing with multiple transactions.

The email reminders to log receipts feel limited in customization. I wish I could set personalized frequencies or conditions for these notifications to tailor them to my work style.

While Fyle is excellent for managers or team leaders, its features feel less optimized for individual contractors. I feel it could offer more for freelancers or one-person businesses. Some features feel overly simplified for complex use cases. For instance, advanced reporting or analysis tools could enhance its capabilities for more data-driven users like myself.

What I dislike about Fyle:

• Sometimes, Fyle feels a bit too eager to remind me about everything. The notifications and updates come so fast that they can get overwhelming, especially when juggling multiple things simultaneously. I wish I had more control over the frequency of these alerts.
• The email reminders to file receipts are helpful but feel a little rigid. I’d like to customize how and when these reminders come through so they better fit my schedule. As it stands, they’re useful but not as tailored as I’d prefer.

What G2 users dislike about Fyle:

“I wish it was easier to complete an expense from the text message function. It's easy to load a photo, and Fyle will match it, but I wish coding it and providing the "Purpose" was easier. Also, I wish Fyle didn't create a duplicate expense when you submit a receipt with a gratuity on it because the full amount hasn't been posted yet on the back end.”

- Fyle Review, Adam H.

Expense management software: Frequently asked questions (FAQs)

1. What is the best software to track business expenses?

Based on my hands-on testing, Navan, Expensify, and Rampo are the best software to track business expenses. 

2. What is the best free expense management software?

Expensify, BILL Spend & Expense, and Navan are the best free expense management software for businesses. 

3. How do small businesses keep track of expenses?

Small businesses track expenses using tools like QuickBooks, Wave, or Zoho Expense for easy categorization. Mobile apps help log receipts in real time, while spreadsheets offer a budget-friendly manual option. Regular reviews of bank statements ensure accuracy and organized receipt storage simplifies tax preparation and audits.

4. What is the best credit card expense management software?

Ramp and Expensify are top credit card expense management choices, offering real-time spend tracking, automated reporting, and receipt scanning. 

5. What is the best travel and expense management software?

Navan (formerly TripActions) and SAP Concur are top travel and expense management software, offering integrated travel booking and expense tracking with advanced compliance tools.

Take control of your expenses, one click at a time

Whether juggling personal budgets or managing complex business finances, the best expense management software will save you hours of frustration, eliminate manual errors, and give you a clear picture of where your money is going.

I learned during the testing process that no two tools are the same, and choosing the right one depends on your unique needs. Some apps stand out for personal use with features like smart spending categorization, daily reminders, and the ability to link directly to your bank accounts for real-time tracking. For businesses, the game changes entirely. Tools that offer automated expense reports, integrations with accounting platforms, and team-wide approval workflows are invaluable for keeping things efficient and compliant.

My advice? Don’t settle for “good enough.” Take the time to assess your priorities, test out a few tools, and invest in the one that feels right for you. I promise that the peace of mind and control you’ll gain will make it all worthwhile.

Looking to track business expenses more cost effectively? Explore these free business expense trackers to get started.