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Expense Report Software

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TravelBank logo



Leading all-in-one expense and travel management platform

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Improve visibility with easy expense capture, seamless reports, an automated approval flow, and timely insights. "My co-worker sent a TravelBank expense report to me, and I’m thinking 'Why are we not using this?' It sped things up so much that I’m able to reconcile in less than a day now."

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Teampay logo



Request, approve, and track company spending in real-time.

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Teampay’s spend management platform gives finance teams control and automates the purchasing, reconciliation, and reporting process.

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Payhawk logo



Business spend, reinvented.

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Payhawk's expense management solution enables you to control employee spend, reimburse mileage and per diem claims and out-of-pocket spend from a single tool.

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Quadient Accounts Payable Automation logo

Quadient Accounts Payable Automation


AI-Powered Accounts Payable Automation

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Cut invoice processing costs by up to 86% with this top rated AP automation solution. Increase AP controls and empower your remote team.

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PEX logo



Expense management for controlling employee spending

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PEX is an expense management solution for business that integrates your accounting software with prepaid debit cards to control and analyze employee spending

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Reimbi logo



The best way to reimburse

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Reimbi is an expense management platform that simplifies expense reporting. Say no to over-built, over-priced, and complicated expense report software.

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Routespring logo



Make Business Trips, Without Paying For It

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Routespring will help you & your team make work trips, without paying for it.

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Factorial logo



HR software for small & medium companies

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Factorial is a powerful HR software for small to medium companies to automate administrative tasks such as documents, holidays, absences, and much more. Manage payrolls and securely store important documents or even offer flexible compensation and benefits for employees in just one place.

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Precoro logo



All-In-One Procurement Software For SMBs and Enterprises

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Capture all of your business expenses in a matter of seconds. Streamlined approvals, expense tracking and reporting, automated PR and PO — all in one procurement software. Enjoy a broad range of features, including integrations with NetSuite and Quickbooks. Get a free 14-day trial.

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Quickbooks Online logo

Quickbooks Online


Small business accounting software

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Use Quickbooks Online to track expenses by capturing photos of receipts on your mobile device and attaching them to expenses records in Quickbooks.

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FreshBooks logo



Accounting Software Built for Owners

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Automatically import expenses from your credit cards and bank accounts to FreshBooks. Capture photos of receipts on the go and generate custom expense reports.

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Xero logo



Accounting Software for SMBs

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Create expense claims from the office or on the go. Take photos of receipts using Xero for Mobile, add to expense claims, and approve or decline items.

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Emburse Certify Expense logo

Emburse Certify Expense


Travel and expense report management software

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Gain deep data visibility into corporate spend with the remarkable usability of Emburse Certify Expense. Automatically create reports for employees, streamline approvals, and make reimbursement and reporting effortless for accountants.

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Wave Accounting logo

Wave Accounting


Accounting, invoicing, and payroll management platform

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Connect a bank account to automatically download all your expense transactions. Use Wave's receipt scanning app to eliminate even more work!

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SAP Concur logo

SAP Concur


Travel, expense and invoice—automated and in control

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Concur takes you beyond automation to a completely connected spend management solution that grows along with your business.

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Small Business Time Tracking for Payroll and Billing

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Zoho Expense logo

Zoho Expense


The one-stop-shop for travel and expense management

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Zoho Expense is a cloud-based software, designed to make your expense reporting effortless. Automate your expense recording and approval processes with ease.

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Workday HCM logo

Workday HCM


An HCM system that adapts to what comes next.

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Workday HCM is a cloud-based human resources solution that helps businesses streamline workforce planning, talent management, employee engagement, and payroll processes.

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Happay logo



A simple and intuitive solution that focuses on the people.

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Happay is an all-in-one Expense Management system for businesses of all sizes. Our Platform makes Employee Expense Management a breeze with AI-powered features and technology.

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Expensify logo



Automated expense management

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Easily track your receipts and manage expenses on the go with Expensify. Just take a photo of your receipt and Expensify automatically transcribes the details.

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QuickBooks Online Advanced logo

QuickBooks Online Advanced


Accounting & business management for small businesses

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QuickBooks Online Advanced is a web-based accounting & business management solution which enables small businesses to track sales, inventory, financial accounts & payroll from a single dashboard

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BigTime logo



Time, billing, expense, payment, and project mgmt software

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BigTime is the access-anywhere operating system behind the greatest professional services teams on the planet. See how we help your project-driven firm track & bill its most important asset: time. BigTime can help you take the guesswork out of utilization, capacity planning, and revenue projections.

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Fiverr Workspace logo

Fiverr Workspace


Time tracking, invoicing and payments app for freelancers

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Fiverr Workspace (formerly AND.CO) is a cloud-based solution for freelance and small business workers, designed to streamline the time & expense tracking process with tools such as invoicing, contract creation, time tracking, expense tracking, & more. Fiverr Workspace also provides native mobile app support for Android & iOS.

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BQE CORE Suite logo



Time & Billing | Project Management | Accounting

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Core's intuitive, mobile time and expense tracking makes it fast and easy for staff to enter their information.

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Nexonia Expenses logo

Nexonia Expenses


Expense management for ERP & accounting systems

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Automated timesheet, expense management, and corporate travel solution that gives busy financial leaders the tools to get T&E spending under control.

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Here's what we'll cover:

Buyers Guide

Expense Management

Most small businesses have expense policies in place to reimburse employees for travel, lodging, and other business-related expenditures. Having an expense policy is great; however, businesses also need to track submitted expense claims effectively. Doing so using software helps ensure that employees are complying with organizational policies and not claiming reimbursement for arbitrary or personal expenses. 

Expense management solutions offer various functionalities that help businesses maintain detailed expense records to identify fraudulent/erroneous claims and analyze employee spending to minimize wasteful expenses. 

In this buyer’s guide, we’ll explore some key functionalities of expense management solutions that can help your small business track expense claims better. We’ll also cover additional factors you need to keep in mind when evaluating these solutions.

Here’s what we'll cover: 

What is expense management software?

Expense management software is a type of accounting solution that automates tracking and processing expense claims, such as spending on travel, business calls, lodging, etc. This type of software offers functionalities that help small businesses avoid errors in tracking expenses, analyze trends in employee spending, and simplify reimbursement claims processing.

What are the types of expense management software?

Expense management software solutions are available as stand-alone tools or modules included as part of full-suite accounting solutions. The right option depends on whether you only need a tool to manage employee expenses, such as tracking receipts and automating workflows for faster approvals, or a more broad-scoped platform to manage organizational financial transactions.   

  • Stand-alone expense management software: These tools offer functionalities designed exclusively for expense management, such as receipt collection, reporting business expenses, and customizable approval workflows. They are ideal for small businesses that want a tool to specifically handle expense claims only. 

  • Full-suite accounting solutions: These solutions include expense management as part of a group of other tools, such as bookkeeping and tax management, for managing all financial accounting processes. Growing small businesses might want to opt for full-suite accounting tools as their requirements are broader than the scope of stand-alone expense management software.  

Key question to ask a vendor before you buy: Do you offer expense management as a part of a full-suite accounting solution or as a stand-alone tool?  

What are the deployment options for expense management software?

In terms of deployment choices, expense management software solutions are either cloud-based or on-premise. 

While both deployment options have their advantages and disadvantages, small businesses will often benefit by choosing cloud-based software. In addition to low upfront costs and faster implementation, many cloud-based expense management software platforms also have mobile apps. This allows users to update and track expense claims on the go using their smartphones.  

Here’s a closer look at these two deployment types: 

  • Cloud-based: The software vendor handles everything including hosting the software, data backup, periodic updates, and maintenance. Small businesses can use the software for a monthly/annual subscription fee.  

  • On-premise: The vendor provides the software for an upfront, one-time license fee. However, businesses will have to manage software hosting, data backup, and software maintenance.   

Key questions to ask a vendor before you buy: Which deployment option do you think would meet my requirements best? How is it more aligned to my business than the other? 

What are some common features of expense management software?

Expense management solutions offer features ranging from receipt management to detailed expense reporting. Read on to learn how these features can help your small business manage employee expenses better.

Receipt management: Allow employees to scan and upload expense receipts from cloud accounts (Google Drive, Dropbox, etc.) using multiple devices, such as desktops, laptops, and iOS/Android tablets and smartphones. Store records of receipts categorized by expense type, such as travel or lodging. 

Receipt management in Zoho Expense

Receipt management in Zoho Expense

Approval workflow management: Set up automated workflows to process employee expense claims; tag receipts to relevant stakeholders and departments, such as project managers or finance teams, for review and approval. 

Expense approval workflow in SutiExpense

Expense approval in SutiExpense

Audit and compliance: Automatically notify employees about duplicate receipts, incomplete documentation, and other expense submission errors that violate your organization's policies. Facilitate periodic audits by providing a central repository of expenses data.

Detecting receipt duplication in Nexonia

Detecting duplicate receipts in Nexonia Expenses

Analytics and reporting: Understand expense trends and plan for future expenses by analyzing common types of expenses, categorized by employee roles and departments, using visual charts and graphs. Identify fraudulent claims and spot anomalies to identify avoidable spending and revise expenses policies. 

Expense analytics in Fyle

Expense analytics in Fyle 

Key question to ask a vendor before you buy: What are the core features of your solution that can help my business track employee expenses better? 

What are some important expense management software integrations?

Integrating expense management software with other solutions allows seamless transfer of data and simplifies processes.  

Here are two types of software that expense management software integrates with: 

  • Cloud storage tools: Integration with cloud storage solutions allows employees to upload receipts they may have stored in these solutions temporarily to the expense management software at a later time. It also provides data backup. 

  • Human resource (HR) software: Integration with HR systems provides automatic mapping to expense brackets for specific employee roles. For example, moving from manager to senior manager may allow for a higher expense limit, and, with this integration, the change would reflect automatically. 

Key questions to ask a vendor before you buy: What are the different integrations your product offers and how can these benefit my small business?  

The ability to embrace new technology is important for growth, but small businesses should focus on the tools/technologies that they can adopt most easily and that will have the greatest impact.

In the context of expense management software, there are two trends that small businesses should pay attention to: 

  • Rise of mobile expense management apps: Many expense management software vendors now offer mobile apps for both iOS and Android devices. These apps use different smartphone features to help users handle processes on the go. For example, they can use cameras to scan and upload receipts and tag them with geolocation data to establish authenticity.  

  • Increasing use of optical character recognition (OCR) to automate data entry: OCR uses computer vision to recognize and capture written or printed alphanumeric characters. The technology is a popular addition to expense management software for identifying required information (such as dollar amounts) from a physical document (such as receipts) and automatically updating relevant fields in the system.  

Key question to ask a vendor before you buy: What new technology innovations have you incorporated in your product and what new trends are you planning to leverage? 

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Note: The applications selected in this article are examples to show a feature in context, and are not intended as endorsements or recommendations, obtained from sources believed to be reliable at the time of publication.