10 Best Software for Expense Tracking: Expert Guide (2026)
Good financial decisions start with clear numbers. If you’ve ever wondered where the budget disappeared, you’re not alone.
When expenses are tracked manually, clarity is often the first thing to disappear. A best software for expense tracking brings structure back to the process, making it easier to see what’s happening and why.
In this article, we’ll review leading software for keeping tracking of expenses and help you identify the one that matches your workflow and goals. Each option is reviewed based on features, usability, and suitability for different business needs.
The best tools don’t just record spending they help teams plan, keep budgets in check, and evaluate costs with ease. That kind of visibility changes how businesses think about money.
What Is Expense Tracking Software – A Short Recap
Expense tracking software is a digital tool that helps businesses and individuals record, organize, and monitor their spending in one place. Instead of manually noting expenses in spreadsheets or paper records, the software manages receipts expense data automatically or through simple inputs and converts it into structured, readable information.
At its core, expense tracking software answers three key questions:
- What money was spent
- Where it was spent
- Why it was spent
By maintaining a clear record of expenses, businesses can analyse spending patterns, manage budgets more effectively, and make informed financial decisions.
Common Scenarios Businesses Might Need Software to Track Expenses
A business can require software to track expenses due to numerous reasons. The following are some of the situations that businesses are frequently faced with.
1. Current Workflows Take too Much Time
As businesses grow, expense-related tasks often become part of daily operations rather than an occasional activity. Expense tracking software helps reduce the time spent on these activities, allowing teams to focus on work that drives results.
When businesses expand, tasks involving expenses tend to be part of the daily operations and not a onetime event. A good software for expense tracking assists in saving time on such tasks so that the teams can concentrate on the work that produces.
2. Approvals Lack Structure
When contracts involve different teams like sales finance or legal it can be hard to know who is responsible for each part. Without a well-defined contract lifecycle management process, important details can easily be overlooked or forgotten.
A contract management system software gives clear roles and tracks all actions, so everyone stays on the same page.
3. Expenses are Managed Across Multiple Tools
There are various tools that are used by many businesses to document, review, and report expenses. This ultimately disseminates financial information through systems and makes it difficult to have a full picture of expenditure. Expense tracking software consolidates these details under a single platform, enabling teams to see and control expenses.
4. A Better Way to Handle Reimbursements
Trust and transparency also involve reimbursements to employees. Delay in employee expense reimbursement is a factor that impacts employee experience and internal planning. A best software for tracking expenses gives a transparent picture of expenses submitted and approved, assisting teams in a more foreseeable and systematic manner.
5. Need for Clean Reporting
Proper expense reports are needed to comprehend the patterns of spending and planning. When manual compilation is used to obtain the reports, additional effort is usually required to present the data in a clear manner. A system to monitor expenses assists in producing clean and structured reports that are simpler to review.
Key Aspects to Look for in Expense Tracking Software
Choosing the appropriate expense tracking software is a significant move towards the companies that desire greater insight into the financial processes. The following are the main points to be considered when considering software to maintain the tracking of expenses.
Efficiency of the System
A best software for tracking expenses must save time on the daily routine expenses activities. With an efficient system, teams can record, review and manage expenses without delays and unnecessary efforts. This assists in funding teams and managers keep track of expenditure without creating additional workload.
2. AI-Powered Capabilities
According to a Deloitte study, 63% of finance teams actively use AI solutions, highlighting the increasing role of AI in the financial activity. This change shows that in modern software designed to maintain tracking of expenses, which rely on AI-powered capabilities to helps expense categorization.
Recommended Read: Benefits of Using AI for Managing Expenses
3. User-Friendly Experience
Tracking of expenses is best implemented when employees can easily use the system. An easy-to-navigate layout and clear layout will prompt teams to submit expenses in time and adhere to internal procedures. A software for tracking expenses that is user-friendly helps departments to adopt faster.
4. Enterprise-Grade Security
Financial data is sensitive in expense data. Good software to maintain records of expenditures has good security measures that guard against data access and privacy. This is particularly significant to organizations that deal with high transactions or those that operate in various teams.
5. Customization and Scalability
Each company has its expense policies and approval systems. Expense tracking software must be able to be customized to fit these needs. The system must be able to accommodate more users, departments, and workflows without interfering with the current operations.
6. Integration with Existing Systems
The data on expenses is frequently related to accounting, payroll, and collaboration tools that are utilized throughout the business. The system must be integrated with other tools like SharePoint, outlook, and Microsoft Teams, and teams can control the costs in environments they are familiar with. Connections to accounting systems such as QuickBooks and Xero are also useful in maintaining financial data consistency across systems.
7. Reporting and Analytics Capabilities
One of the most useful aspects of software to track expenses is clear reporting. Properly structured reports will assist businesses to review their spending patterns, monitor their budget utilization and budget planning. Analytics functionality transforms crude expense data into information that helps in enhanced financial planning and review.
Our Approach to Identifying the Top Expense Tracking Software
In order to choose the appropriate tools, we used a practical and clear evaluation strategy. When this article was authored, we have found 10 expense tracking software solutions that have been selected on the basis of good G2 ratings, actual user reviews and practical reviews. Each product was carefully reviewed for features, usability, and security to help businesses confidently compare options.
Best 10 Software for Expense Tracking for Businesses
Products | Integrations |
Expense Tracker 365 | SharePoint, MS Teams, Outlook, Power BI, Power Automate, QuickBooks and Xero |
Zoho Expense | Zoho CRM, Zoho Books, Zoho Invoice and Zoho Analytics |
Ramp | Google Workspace, NetSuite, Okta, Xero and Slack |
BILL | NetSuite, Gusto, Xero and QuickBooks |
Expensify | Slack, Workday, Xero and Salesforce |
Volopay | NetSuite, QuickBooks and Xero |
Brex | Stripe Connect, SAP Concur, Coupa and Uber for Business |
Navan | NetSuite, Google Workspace, Coupa and Okta |
Rippling | Hubspot, Slack, and Google Workspace |
Happay | SAP and MS Teams |
The best software for expense tracking helps businesses monitor spending, manage approvals, and review expenses in one structured system.
1. Expense Tracking 365
Expense Tracking 365 is built for businesses that operate within the Microsoft ecosystem and want expense visibility without switching tools. It fits naturally into familiar workflows and supports structured expense handling across teams. The platform offers enterprise grade security feature, user-friendly workflow and helps in scalability.
Key Features
- Microsoft 365 ecosystem compatibility
- AI Powered receipt scanning
- Automated approval process
- Employee reimbursement
- Corporate card management
- Role based access permission
- Multiple currencies
- Per diem automation
- Mileage tracker
- Centralized expense dashboard
- Audit-ready expense records
- Role-based access management
Benefits
- Works well for enterprises using Microsoft environment
- Helps teams track expenses efficiently
- Reduces dependency on external platforms
- Supports structured approval visibility
- Keeps expense data organized and accessible
Best Known For
Expense Tracking 365 is best known for its strong alignment with Microsoft 365 tools. It is commonly chosen by enterprises that prefer managing expenses inside their existing Microsoft setup.
Pricing
Starts from $49 per month, billed yearly – Explore our pricing plans
Ratings
G2: 5
Hear From Our Delighted Clients – G2 Platform
“Expense Tracker 365 is a great app with excellent support. The advanced features make it a complete tool & has really improved our expense tracking and reporting workflow.
2. Zoho Expense
Zoho Expenseis designed for businesses looking for a flexible and structured expense tracking platform. It supports growing teams with detailed expense capture and reporting. The software works well for companies already using Zoho’s business applications.
Key Features
- Automated expense categorization
- Receipt scanning support
- Policy-based expense limits
- Multi-currency expense tracking
- Approval hierarchy management
- Mileage tracking
- Corporate card expense capture
- Budget monitoring tools
- Tax-compliant reporting
Benefits
- Supports detailed expense tracking across teams
- Helps maintain spending visibility
- Simplifies expense submissions for employees
- Offers flexible policy configuration
- Fits well into Zoho-based workflows
Best Known For
Zoho Expense is best known for its strong feature set within the Zoho ecosystem. It appeals to businesses seeking cost visibility with structured controls.
Ratings
G2: 4.5
Capterra: 4.6
3. Ramp
Rampfocuses on helping businesses monitor and control company spending through integrated expense and card management. The platform emphasizes real-time expense awareness and financial visibility. It is often used by fast-growing teams that want spending oversight.
Key Features
- Real-time expense tracking
- Corporate card management
- Automated expense categorization
- Spending controls by role
- Policy enforcement tools
- Receipt capture
- Vendor spend visibility
- Accounting system compatibility
- Budget monitoring
Benefits
- Helps teams monitor spend as it happens
- Improves visibility across departments
- Reduces manual review effort
- Supports budget accountability
- Works well for scaling organizations
Best Known For
Ramp is best known for combining corporate cards with expense visibility. It is often selected by startups and mid-sized companies focused on spend control.
Ratings
G2: 4.8
Capterra:
4. BILL
BILLoffers a unified approach to managing expenses alongside payments and approvals. It is designed for finance teams that want structured expense oversight connected to payables. The platform supports clear financial tracking across operations.
Key Features
- Expense and bill management
- Approval workflow configuration
- Payment processing support
- Vendor expense tracking
- Accounting system sync
- Audit-ready records
- Role-based access
- Document storage
- Financial reporting tools
Benefits
- Connects expense tracking with payments
- Improves expense visibility for finance teams
- Helps maintain organized records
- Supports structured approvals
- Fits accounting-focused workflows
Best Known For
BILL is best known for linking expense tracking with accounts payable. It is widely used by finance teams managing vendor and operational costs.
Ratings
G2: 4.5
Capterra: 4.7
5. Expensify
Expensifyis built for businesses that want fast expense reporting and easy submission processes. It focuses on simplifying how employees capture and submit expenses. The platform supports teams of all sizes.
- Key Features
Smart receipt capture
- Automated expense reports
- Virtual cards
- Mileage tracking
- Corporate card integration
- Multi-currency support
- Mobile-first design
- Exportable reports
- Team expense visibility
Benefits
- Makes expense submission quick for employees
- Reduces reporting delays
- Supports global expense tracking
- Improves review speed
- Fits mobile-first teams
Best Known For
Expensify is best known for its receipt capture and quick expense reporting experience. It is popular among teams with frequent travel or field expenses.
Ratings
G2: 4.5
Capterra: 4.5
6. Volopay
Volopay combines expense tracking with spend management and corporate cards. It focuses on helping finance teams monitor spending across teams and vendors. The platform supports businesses looking for consolidated spend visibility.
Key Features
- Expense categorization
- Corporate card issuance
- Spend limits by user
- Vendor spend tracking
- Approval workflows
- Real-time expense view
- Accounting integration
- Budget allocation tools
- Team-level controls
Benefits
- Offers centralized spend oversight
- Supports controlled employee spending
- Improves budget visibility
- Helps finance teams manage costs
- Suitable for growing businesses
Best Known For
Volopay is best known for combining cards with expense and spend controls. It appeals to teams looking for tighter spending visibility.
Ratings
G2: 4.3
Capterra: 4.5
7. Brex
Brexprovides expense tracking alongside corporate spend tools for modern businesses. It is designed to support fast-moving teams with detailed expense visibility. The platform is commonly used by tech-driven organizations. It also offers structured controls that help finance teams monitor spending across departments and vendors.
Key Features
- Digital receipt management
- Smart categorization
- Employee reimbursement
- Credit card integration
- Expense policy controls
- Real-time spend monitoring
- Automated categorization
- Department-level budgets
- Approval flows
- Receipt capture
Benefits
- Helps manage company-wide spending
- Supports structured expense controls
- Improves financial oversight
- Works well for distributed teams
- Offers strong spend visibility
Best Known For
Brex is best known for its corporate card and spend management focus. It is widely used by startups and scaling companies.
Ratings
G2: 4.8
Capterra: 4.5
8. Navan
Navancombines expense tracking with travel expense management. It supports businesses that want better visibility into travel-related spending. The platform brings travel and expense data into one system. It is especially useful for organizations with frequent business travel and centralized travel policies.
Key Features
- Travel and expense tracking
- Automated expense capture
- Policy controls
- Approval workflows
- Real-time spend view
- Receipt management
- Reporting dashboards
- Accounting compatibility
- Team expense visibility
Benefits
- Connects travel and expense data
- Improves visibility into trip-related costs
- Helps manage employee travel spend
- Supports policy alignment
- Simplifies reporting
Best Known For
Navan is best known for combining travel booking with expense tracking. It suits businesses with frequent travel requirements.
Ratings
G2: 4.7
Capterra: 4.6
9. Rippling
Ripplingintegrates expense tracking into a broader employee management platform. It connects expenses with payroll, HR, and finance operations. The system is designed for businesses seeking unified employee data. This approach helps teams manage employee-related expenses alongside core workforce information.
Key Features
- Employee expense tracking
- Policy-based approvals
- Centralized employee data
- Accounting integration
- Reporting tools
- Access controls
- Multi-department support
- Automated workflows
Benefits
- Simplifies reimbursement handling
- Improves internal visibility
- Supports growing teams
- Fits HR-finance combined workflows
Best Known For
Rippling is best known for combining HR, payroll, and expense management. It appeals to companies wanting unified employee systems.
Ratings
G2: 4.8
Capterra: 4.9
10. Happay
Happayfocuses on helping businesses manage employee expenses and reimbursements at scale. It supports structured expense handling for finance teams. The platform is widely used by mid-sized and large organizations. It also provides clear visibility into employee spending across departments.
Key Features
- Employee expense tracking
- Approval workflow setup
- Corporate card support
- Spend limits
- Policy enforcement
- Receipt capture
- Reporting dashboards
- Accounting integration
- Audit-ready records
Benefits
- Supports organized expense processes
- Helps manage employee reimbursements
- Improves spend visibility
- Fits enterprise finance needs
- Supports policy-driven expense handling
Best Known For
Happay is best known for enterprise-focused expense and reimbursement management. It is commonly adopted by organizations with large employee bases.
Ratings
G2: 4.5
Capterra: 4.5
Conclusion
Expense tracking is a significant part of business expenditure management, approval, and reporting. With the expansion of organizations, the presence of the appropriate software can assist the teams to have clear records, enhance visibility of expenses, and assist in better financial planning.
All the tools discussed in this list have their own approach, and the features are oriented to the needs of business, team size, and workflow. Considering factors like compatibility with the system, reporting, security and ease of use may be used to reduce the choices.
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Frequently Asked Questions
What is the best software to track expenses for SMBs?
The common tools used by medium-sized businesses are Expense Tracker 365, Zoho Expense, Expensify, and Happay. These solutions are easy to set up as they allow the easy recording of expenses, approvals and reporting.
What expense tracking solution scales best as a company grows?
With the growth of companies, the use of expense tools that can accommodate increased levels of transactions is usually desirable. System like Expense Tracker 365, Ramp, and Brex are usually chosen because of their ability to support evolving teams and evolving expense needs.
Does Expense Tracker 365 provide a free trial?
Expense Tracker 365 does have a trial period of 14 days. This will allow businesses to experiment with its features and how it will integrate into their workflows and make decisions.
What are the core features a good expense tracking software should have?
A good expense tracking program should contain
- An effective expense tracking software must include
- Expenses recording and classification
- Approval of workflow management
- Employee tracking on reimbursement
- Role-based and permission access
These attributes help businesses to manage expenses in a systematic and sustainable way.
How does expense management software integrate with global accounting systems?
Expense management software is generally integrated with popular accounting software such as QuickBooks and Xero. These integrations help in transferring expense data to accounting systems that help in uniform financial records in regions.
Which expense management systems are best for nonprofits?
Nonprofit organizations tend to seek the tools that can assist them in tracking their expenses in a structured way, but with flexible prices. Expense Tracker 365 is often regarded by nonprofits, and it provides special discounts to nonprofit organizations, which makes it an appropriate option to the teams that operate on tight budgets to track expenses.
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