I Evaluated 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. Along the way, I was constantly asking myself what's the best expense management software for small businesses, since many teams struggle to balance ease-of-use with real financial oversight.

I evaluated a wide range of software and dug into hundreds of G2 reviews. 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.

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

9 best expense management software solutions I evaluated

According to a recent study by Findity, 44% of employees manage expenses at work. Managing them efficiently is crucial for maintaining financial health and ensuring smooth business operations. And as I reviewed these platforms, one question kept coming up: which is the best solution for corporate expense tracking that works across both small and growing companies? My short list has those answers.

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.

The shift toward digital tools is clear. Findity study also show that adoption of expense apps rose 5% between 2022 and 2024, while reliance on spreadsheets and pen-and-paper declined.

And according to G2 data, these expense management tools have  an average 78% user adoption rate and a payback period of just 11 months. This shows businesses don’t just adopt expense management software, they see a measurable return on investment quickly.

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 users to monitor expenditures as they occur, and receipt capture capabilities that enable them to digitize and store receipts effortlessly.

Automated approval workflows are also important to ensure that expense reports are routed to the appropriate approvers without manual intervention, thereby reducing 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. Real-time tracking is also a huge win for anyone searching for the best app to track office expenses, since it helps employees log receipts before anything slips through the cracks.
• Optical character recognition: OCR technology is a game-changer for minimizing manual work and improving accuracy. I read about user experience 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 users to create, adjust, and automate these workflows without requiring coding expertise. I also check if users 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 users 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 evaluate 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 useful feature, 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 options, I focused on how each platform performs in real-world business contexts, based on patterns in G2 user reviews. I looked at how well receipt scanning (OCR) captures data, how flexible multi-level approval workflows are, and how reliably policy violations are flagged during out-of-policy submissions. Reviewers often highlighted integration quality with accounting and ERP systems, so I paid close attention to how data syncs and potential delays affect workflow efficiency. Mobile apps were evaluated for their support of offline uploads, GPS mileage tracking, and on-the-go approvals.

I also reviewed how well dashboards deliver actionable insights and whether platforms meet key security standards, including encryption protocols and compliance certifications. Analyzing these factors across platforms gave me a clear view of each tool’s practical strengths, limitations, and overall suitability for businesses of different sizes.

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

Across all the G2 reviews I analyzed, these nine platforms consistently showed up as the most recommended business expense app options for companies trying to bring order to their spending.

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

1. Navan (Formerly TripActions): Best for travel and expense control

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.

G2 reviewers frequently highlight how seamless Navan makes it to search, book, and manage travel and expenses from both mobile and desktop devices. Many users mention being impressed by its expense management capabilities — particularly how easy it is to upload receipts. According to reviews, simply snapping a photo allows the system to auto-fill most of the required details, and it even matches expenses to trips automatically, cutting down on manual entry.

Policy compliance is another standout. Navan came up repeatedly as a leading expense management software for service industry teams, especially for companies juggling frequent travel, client meetings, and on-the-go approvals.

I noticed reviewers consistently mention that Navan flags out-of-policy expenses before they’re submitted, which helps avoid surprises during the approval process. Users also appreciate that it doesn’t feel overly restrictive. The platform supports direct billing for hotels and rental cars, eliminating the need to pay out of pocket and wait for reimbursement.

Loyalty program integration is also a favorite among frequent travelers. G2 users mention they can still earn points while booking through Navan, and some also highlight the extra rewards the platform offers for booking budget-friendly options.

Search functionality gets strong marks too. Users say they can easily filter by brand (like Marriott or Delta), price range, and more. The platform even suggests the best available deals, helping travelers make more informed decisions.

I’ve seen G2 reviewers point out that when part of a trip is booked outside Navan, like when using a conference discount code, it becomes tricky to group those expenses with meals or transportation. The process can feels manual and unintuitive, which can disrupt workflow for hybrid travel bookings.

While the auto-fill feature is generally appreciated, I noticed some users mentioning that it occasionally misreads receipt details. Fixing those errors, especially when uploading multiple receipts at once, can be tedious and time-consuming.

The mobile app is another area where users on G2 wish for improvement. Several reviewers note that it lacks full feature parity with the desktop version. Tasks like editing itineraries or changing trip details mid-travel tend to be slower and less intuitive on mobile, which makes on-the-go adjustments more difficult.

Complex bookings, like multi-city trips, also come up as a pain point. Users say that editing or adjusting these types of itineraries during travel isn’t as seamless as it could be, often requiring more steps than expected.

That said, many reviewers emphasize that despite these drawbacks, Navan’s automation, policy compliance, and ease of use far outweigh the frustrations. For most teams, the platform delivers significant time savings and smoother expense management, making it a strong choice for companies that want to simplify travel and expense tracking.

What I dislike about Navan:

• I’ve seen G2 users mention that when part of a trip is booked outside Navan — like using a conference discount — grouping related expenses with meals or transportation can get tricky. The process often feels like a manual workaround and isn’t as intuitive as it should be.
• While the auto-fill feature is generally praised, some reviewers note that it occasionally gets details wrong. Manually correcting those errors, especially when uploading multiple receipts at once, can be frustrating.

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: Best for painless receipt capture

If you’ve ever felt buried under receipts or dreaded filling out expense reports, you should know about Expensify. While it’s not perfect, it’s pretty darn close to making expense tracking painless.

The first thing that stood out to me in the reviews is the SmartScan technology. Users can just take a picture of their 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. You don’t even need to think about organizing receipts because Expensify automatically matches them to your credit card transactions. Seriously, it’s like having an assistant who never sleeps.

G2 reviewers often highlight how well it integrates with platforms like QuickBooks and Concur. I’ve seen users say the syncing process is smooth and helps streamline bookkeeping and travel management, especially if you’re already using travel management tools.

Another feature that gets a lot of appreciation is the rule-setting function. It can auto-fill repetitive fields, which users say saves a lot of time during expense entry. The mobile app also gets strong praise. Reviewers mention being able to snap receipts, track mileage, and manage reports directly from their phones — no need to wait until they're back at a desk to log expenses.

I’ve seen G2 users mention that while the SmartScan feature is helpful overall, it doesn’t always get things right. A few reviewers note they’ve had to manually correct receipt details, which can slow things down, especially when uploading in bulk. But this is something common in most of tools with such a feature. 

Duplicate expenses are another minor issue mentioned by users on G2. Some users say that if they upload a receipt before the matching credit card charge appears, the system doesn’t always reconcile the two, leading to duplicates that need to be cleaned up manually.

There’s also some confusion around the difference between reports and individual expenses. I noticed feedback from new users who found the structure a bit unclear at first, which made it harder to manage submissions efficiently.

SmartScan’s speed occasionally comes up as a pain point too. A few reviewers mention it can lag when they’re trying to upload receipts quickly. 

Irrespective of these small hiccups, Expensify shines for its SmartScan tech, card matching, and mobile-first design, delivering a practical, time-saving solution for individuals and teams alike.

What I dislike about Expensify:

• I’ve seen G2 users mention that if a receipt is uploaded before the corresponding credit card charge imports, Expensify doesn’t always match them automatically. This can result in duplicates that have to be cleaned up manually, which adds extra work.
• The mobile app is also a bit limited. While it handles basic tasks well, several reviewers note that it lacks some of the functionality found in the desktop version, and certain workflows can feel clunky on a 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: Best for proactive spend controls

G2 Users liked how Ramp makes it easy to set up expense categories, issue virtual or physical corporate cards, and simplify reimbursements.

Ramp seems to work beautifully with tools like QuickBooks Online, Sage Intacct, and NetSuite. Once users link everything, it automates expense reports, reimbursements, and even accounts payable processing. A favorite feature among reviewers is the automatic receipt matching. You just forward an emailed receipt, and Ramp pairs it with the right transaction in seconds. 

G2 reviewers often highlight how easy it is to issue both virtual and physical cards with Ramp. I’ve seen users mention how simple it is to set spending limits, restrict categories, or block specific vendors in real time. It’s frequently described as a built-in safety net that gives teams more control, and many say employees find the system intuitive to use.

Ramp’s AI features also get strong praise. I found it especially helpful for companies looking for the best expense management platform for growing companies who want to scale spending controls as they add new departments, vendors, and users. Reviewers note that it automatically flags duplicate expenses, categorizes transactions, and even suggests cost-cutting opportunities. Several users say these automations have helped them save both time and money across the board.

The reporting dashboard is another favorite. I came across reviews describing how it gives a real-time snapshot of company spending, including vendor-specific insights and ready-to-download audit reports. Being able to drill down into trends has made it easier for finance teams to stay on top of their budgets.

Approval workflows are also widely appreciated. G2 users mention that Ramp allows for flexible setups — like one-click approvals for smaller purchases and multi-level sign-offs for larger expenses. It’s a level of customization that helps teams keep things moving without compromising oversight.

But I’ve also seen G2 users mention that setting up bank integrations with Ramp isn’t always smooth. It sometimes requires back-and-forth troubleshooting, which can be frustrating, especially for teams expecting a time-saving setup right out of the gate.

Another recurring theme in G2 reviews was around missing features, like payroll integration or detailed project-level expense tracking. While these gaps aren’t deal breakers for every team, I’ve noticed reviewers pointing out that they could be limiting for more complex financial workflows.

There are also mentions about occasional technical hiccups on the G2 feedback. Some users report intermittent login delays or server timeouts. They’re not frequent, but when they do happen, they interrupt the flow.

Still, Ramp stands out for its proactive controls, AI-driven insights, and customizable workflows, giving finance teams the visibility and efficiency they need to scale confidently.

What I dislike about Ramp:

• Linking bank accounts was more time-consuming than users expected. Some reviews mentioned that they had to contact support several times to get everything working properly.
• While rare, users 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: Best for finance-stack workflows at scale

G2 reviewers often describe Brex's virtual cards as a standout feature. I’ve seen users highlight how easy it is to issue cards instantly, set dynamic spending limits for each team member, and track usage in real time. It’s a convenient way to stay in control without needing to micromanage every transaction.

Notifications are another area where Brex gets high marks. Whether it’s an approval request or a spending alert, users mention receiving instant updates through Slack or email, which helps cut down on internal communication loops. Cashback and travel points also come up often — many appreciate the added value Brex brings to everyday business spending.

Automation is a big win, too. Reviewers frequently mention that automated reconciliation aligns transactions with expense policies, reducing the need for manual work. The reporting tools also get positive feedback, especially for the level of detail they offer. Users say they can easily track trends and spot opportunities to optimize spending.

That said, integrations with accounting platforms like QuickBooks and NetSuite aren’t always seamless. I’ve come across G2 reviews where users had to manually intervene to get data syncing properly, which undercuts the time-saving benefit. The receipt attachment process also gets some criticism, it works, but the extra steps can slow things down when you're trying to move quickly.

Another thing I’ve seen G2 users mention is that Brex offers so many features, it can feel overwhelming, especially for smaller teams or new users who don’t need everything right away. While the range of tools is impressive, the learning curve can be steep if you're just getting started.

Real-time features are generally well-liked, but I’ve also come across G2 feedback about occasional delays in syncing updates. When you’re expecting instant results, even a short lag can be frustrating.

Though some integrations and processes feel clunky, Brex earns high marks for real-time spend alerts, flexible virtual cards, and valuable rewards, helping businesses stay in control while maximizing value.

What I dislike about Brex:

• Syncing with tools like QuickBooks and NetSuite can be frustrating. Sometimes users had to intervene manually, which defeats the purpose of automation.
• While attaching receipts to transactions is possible, G2 reviews note that it feels clunky and takes more steps than it should.

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: Best for enterprise travel and expense governance

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

Users appreciated how SAP Concur handles expense reports. It automatically imports expenses from corporate cards. The mobile app lets you snap a photo, and it syncs instantly. The OCR technology is pretty sharp at pulling details from receipt images, saving you from manual data entry.

G2 reviewers were also impressed with the customizable dashboards. They could easily track spend, approvals, and pending tasks at a 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 frequent highlight in the reviews 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 little clunky, according to G2 reviews. The process isn’t always intuitive, especially on the desktop version, and uploading delays can test your patience.

Users also noted on G2 how the navigation wasn’t as smooth. Finding specific features or simple tasks like editing entries or attaching receipts can involve more clicks than they should.

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

Also, another sentiment echoed by users on G2 is that while the platform is loaded with features, it can feel overwhelming for new users. 

Despite its learning curve and occasional sluggishness, SAP Concur remains a powerhouse for enterprises, offering deep integrations, global support, and compliance features that make complex travel and expense programs manageable.

What I dislike about SAP Concur:

• I’ve seen G2 users mention that Brex can feel sluggish at times. Waiting for pages to load or reports to process can be frustrating.
• Receipt uploads are another area where the experience can be hit-or-miss. While the feature itself is useful, some reviewers note delays, duplicate uploads, or issues where receipts fail to attach properly, which slows things down when you're trying to move quickly.

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): Best for highly configurable enterprises

Emburse Expense Enterprise is a tool that genuinely impresses a lot of users by simplifying their team’s expense management routine.

G2 reviewers often highlight how helpful the pre-populated information is in this expense management software. I’ve seen users mention that instead of manually entering repetitive details, the system auto-fills most fields, saving teams valuable time. Receipt management also gets a lot of positive feedback, especially with the CR Snap app. According to users, snapping a photo and having it automatically categorized to the right expense type works smoothly in most cases and cuts down on the usual receipt chaos.

The Chrome integration is another feature that stands out, making it one of the best desktop expense management software solutions for teams who prefer managing expenses on a full-screen interface rather than mobile apps alone. It might seem minor at first, but several reviewers mention how it creates a more seamless workflow, almost like a natural extension of your daily browser activity.

That said, I’ve seen G2 reviewers mention occasional issues with the CR Snap App during receipt uploads. Some users say failed attempts can require redoing the process, which interrupts an otherwise smooth experience.

The platform can also feel overwhelming for users who aren’t familiar with tax brackets or compliance details. I noticed G2 feedback noting that they would benefit from clearer in-platform guidance to make onboarding smoother.

Itemization is another area that comes up on G2 reviews. While the platform handles most tasks well, some users report that itemizing expenses can create overlaps in reports. These minor inconsistencies usually need to be fixed manually, adding extra steps to the review process

Despite these issues, Emburse’s configurability, multilingual support, and reliable mobile tools make it a strong fit for global organizations with complex expense needs.

What I dislike about Emburse Expense Enterprise:

• Splitting expenses like hotel stays into multiple categories feels unnecessarily complicated to quite a few users.
• 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): Best for budget-first card programs

I’ve seen G2 reviewers really appreciate the budget control features in BILL Spend & Expense. Users mention being able to assign cards to individual employees, set spending limits, and track departmental budgets all in one place. It eliminates the guesswork around overspending and provides clear visibility across teams.

One feature that stands out is vendor-specific cards. I’ve come across several users who say setting up a dedicated card for a single vendor makes recurring payments easier to manage and keeps things more organized.

Receipt handling also gets strong feedback. Attaching receipts to transactions is simple, and reviewers say the built-in categorization tools make reconciliation much smoother. Visibility into budgets is another highlight — users say everyone knows exactly where things stand, which cuts down on unnecessary back-and-forth about available funds.

Now, onto the parts that could use improvement. I’ve seen G2 reviewers mention that the user interface can be tricky to navigate, especially when trying to edit or update previously uploaded data like account descriptions. It’s not always as intuitive as users would like.

Also, while the platform performs well once it's up and running, setup can be time-consuming, according to the G2 feedback I analyzed. Several users noted that configuring the tool to fit specific business needs took longer than expected. Report customization also comes up as a limitation. I’ve noticed feedback suggesting it feels too rigid for teams that need more tailored reporting options.

Support is generally available, but I’ve seen reviews mentioning delays when dealing with more complex issues. Quick fixes are handled well, but some users say resolution times can stretch out when things get technical.

 Still, BILL Spend and Expense wins praise for its budget-first approach, giving businesses clear visibility and firm control over every dollar spent.

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 users often have to dig around to find what they need.
• Getting everything set up initially can be a bit of a slog. It’s not impossible, but it required more time and effort, according to user reviews.

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: Best for all-in-one spend ops

Airbase lets users submit expenses effortlessly from their phones or the website. The convenience is unmatched, especially when people are on the go. I’ve seen G2 reviewers highlight how helpful it is to track the approval process step by step in Airbase. Being able to see exactly who needs to approve an expense adds transparency and cuts down on unnecessary back-and-forth, which saves time and simplifies communication.

Budget visibility is another standout. Many users appreciate being able to track spending trends and view historical data, which makes it easier to plan and stay aligned with company goals. I’ve seen reviewers mention how this level of insight supports accountability while also helping employees make smarter budgeting decisions.

Airbase also gets strong feedback for consolidating invoices and credit card management. According to users, this ensures nothing falls through the cracks. The addition of virtual cards — especially for recurring expenses — is seen as a modern feature that gives teams more control and security.

The corporate card itself is often praised for its sleek design and cashback perks. Users say it’s not just about convenience, but also about maximizing value for both employees and the company. 

One limitation I noticed in G2 reviews is the inability to assign multiple dates to an invoice or bill, which becomes problematic when dealing with expenses that span multiple periods. Users have to manually update these details in external systems like QuickBooks, which is time-consuming and prone to human error.

I also gathered from G2 feedback 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.

Even so, Airbase is widely valued for consolidating spend management into one platform, offering transparency, approval tracking, and modern card features.

What I dislike about Airbase:

• I’ve seen G2 reviewers point out that Airbase doesn’t currently support automating recurring payments, which can be frustrating. Having to manually resubmit requests or receipts for regular expenses like subscriptions or vendor fees adds unnecessary work.
• Another limitation users mention is the inability to assign multiple dates to a single invoice when expenses span different time periods. 

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: Best for fast small-team reimbursements

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

I’ve seen G2 reviewers mention how Fyle supports seamless multitasking. Users like being able to upload receipts, categorize expenses, and verify data while working on other tasks, making expense management feel less disruptive to their day-to-day workflow.

The automated reminders to file receipts are another favorite. I came across several reviews highlighting how helpful these alerts are in preventing missed submissions and keeping users in compliance — without the need for constant manual follow-up.

Fyle also earns praise for its adaptability. That flexibility is part of why it’s often mentioned as which expense management app is best for startups, especially for early-stage companies that need something fast, affordable, and scalable.

Reviewers mention that the platform’s customizable features make it easy to align with different organizational workflows, whether you're managing your own finances or overseeing reimbursements for a small team.

Receipt scanning accuracy gets strong feedback as well. Users say the AI reliably reads and categorizes expense data, minimizing errors and reducing the need for manual corrections.

I’ve seen G2 users mention that while Fyle is fast, the speed can sometimes be a drawback. Notifications and updates pop up quickly that they can feel overwhelming at times, especially when managing multiple transactions at once.

Email reminders to log receipts are helpful, but I’ve noticed G2 reviewers wishing for more customization. Being able to set personalized frequencies or conditions for those alerts would make them better suited to different work styles.

Fyle seems well-optimized for managers and team leads, but I’ve come across G2 feedback from freelancers and individual contractors who feel the platform could offer more tailored features for solo users. Some tools feel overly simplified, and more advanced reporting or data analysis options would go a long way for users who need deeper financial insights.

Even then, Fyle delivers fast, accurate expense capture and real-time updates, making it especially appealing for small businesses and startups looking to stay organized.

What I dislike about Fyle:

• I’ve seen G2 users mention that Fyle can sometimes feel a bit too eager with its reminders. Notifications and updates come through so quickly that they can feel overwhelming.
• Email reminders to file receipts are helpful, but they also come across as a bit rigid. I’ve noticed users wishing for more flexibility to customize when and how those reminders are delivered, so they better align with individual schedules and work styles

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 for organizing business expenses?

In my experience, platforms like Navan, Expensify, and Ramp stand out as the best software for organizing business expenses. They combine real-time tracking, automated receipt scanning, and centralized reporting, making it easier to stay on top of spending without drowning in spreadsheets or manual entry.

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. What’s the best expense management software for small businesses?

Small businesses often need simple, affordable tools that still offer real-time visibility. Based on my testing, Expensify, BILL Spend & Expense, and Fyle are strong options that make it easy for small teams to capture receipts, automate reports, and manage budgets without a steep learning curve.

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.

6. Which is the best solution for corporate expense tracking?

For corporate expense tracking, I’ve seen companies have the most success with SAP Concur, Ramp, and Emburse Expense Enterprise. These platforms offer advanced approval workflows, policy enforcement, and deep integrations with financial systems to give finance teams full visibility and compliance at scale.

7. What is the best desktop expense management software?

If you prefer managing finances from a desktop, Emburse Expense Enterprise and SAP Concur provide excellent web-based platforms with full functionality. Both allow for in-depth report building, multi-level approvals, and integrations that work seamlessly across desktop systems.

8. What’s the most recommended business expense app?

Across hundreds of G2 reviews I analyzed, Expensify and Ramp consistently appeared as the most recommended business expense apps for companies that want to simplify expense capture, streamline reimbursements, and cut down on manual reporting.

9. What’s the best expense management platform for growing companies?

As companies scale, tools like Ramp and Airbase become increasingly valuable. They offer stronger controls, customizable approval workflows, and built-in analytics to help growing businesses maintain visibility as spending becomes more complex.

10. What’s the best app to track office expenses?

For office managers and finance teams tracking everyday office expenses, tools like BILL Spend & Expense and Airbase make it simple to categorize spending, manage recurring vendor payments, and ensure department budgets stay on track.

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 evaluation 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. That’s why I focused my research on finding the top-rated software for managing business expenses, not just tools that look good on paper, but ones that actually simplify the messy, real-life parts of tracking money.

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.