Struggling with piles of expense receipts, tedious approval processes, and never-ending manual data entry? You're not alone.
Many businesses face these challenges, leading to wasted time, increased errors, and frustration for both employees and finance teams.
This guide reviews the best expense management software for 2024, designed to help you streamline and automate expense reporting.
Whether you're a small business or a large enterprise, the right expense management software can transform your operations, save valuable time, and enhance financial control.
What is Expense Management Software?
Expense management software is a digital tool designed to streamline and automate the process of tracking, approving, and reporting business expenses. It helps organisations manage employee spending efficiently, reducing the time and effort involved in manual processes.
With expense management software, employees can easily submit their expenses using mobile apps, scan receipts, and ensure compliance with company policies.
Benefits of Using Expense Management Software
Implementing an expense management solution offers numerous benefits for businesses of all sizes:
Efficiency & time-saving: Automating expense reporting reduces the time employees spend on submitting and approving expenses. This allows your team to focus on more productive tasks.
Improved accuracy: Manual data entry can lead to errors. Online expense management systems use OCR (Optical Character Recognition) technology to accurately capture data from receipts, minimising mistakes.
Real-time expense tracking: Businesses can monitor expenses in real-time, providing better control over budgets and financial planning. This feature is especially beneficial for companies looking to maintain a clear view of their cash flow.
Policy compliance: The software enforces company expense policies automatically, ensuring that all submissions comply with predefined rules. This reduces the risk of unauthorised spending and fraud.
Enhanced reporting & analytics: Expense management software generates detailed reports, offering insights into spending patterns. These reports can help businesses identify cost-saving opportunities and make informed financial decisions.
Seamless integration: Many expense management systems integrate with existing accounting software and ERP systems, simplifying the workflow and ensuring that financial data is consistently accurate and up-to-date.
User-friendly experience: Modern expense management software typically comes with intuitive interfaces and mobile apps, making it easy for employees to submit expenses on the go. This improves user adoption and satisfaction.
Key Features of the Best Expense Management Software
1. Automated Receipt Capture
Automated receipt capture is a standout feature of top expense management software. This function allows users to take a photo of their receipts using their smartphone.
The software uses OCR technology to read and extract relevant information, such as:
Date
Amount
Vendor
This automation speeds up the process of submitting expenses and significantly reduces the risk of errors.
By improving receipt collection and storage, businesses can ensure all expenses are accurately documented and easily accessible.
2. Expense Tracking & Reporting
Real-time business expense tracking is crucial for maintaining control over your company's finances. Expense management systems provide detailed tracking of all expenses as they happen.
This feature offers:
Immediate visibility into spending patterns for budget managers and finance teams
Timely adjustments and better financial planning
Comprehensive reporting tools that generate insightful reports highlighting trends and anomalies
Whether you're a small business or a large enterprise, real-time tracking and detailed reporting are essential for effective financial oversight.
3. Integration with Accounting Software
Integrating expense management software with accounting tools like QuickBooks, Xero, and Sage can streamline your financial operations.
This integration ensures that all expense data flows seamlessly into your accounting system, eliminating the need for manual data entry and reducing the risk of discrepancies.
Benefits include:
Accurate financial records
Simplified reconciliation processes
Enhanced overall productivity
This is especially important for businesses in the UK, where compliance with local financial regulations is critical.
4. Real-Time Expense Monitoring
Real-time expense monitoring is a key benefit of modern expense management solutions. Instead of waiting until the end of the month to review expenses, businesses can see all spending requests as they occur.
Benefits of real-time monitoring include:
Effective budget management
Prompt action on irregularities or unauthorised expenditures
An up-to-date picture of your company's financial health
This enables better cash flow management and more strategic financial planning.
5. Policy Compliance Enforcement
Expense management software plays a vital role in enforcing company expense policies.
By embedding your policies within the software, you can ensure that all submitted expenses comply with predefined rules. The system can automatically flag non-compliant expenses, preventing unauthorised spending before it occurs.
This feature:
Maintains financial discipline
Reduces the risk of fraud
Saves time for finance teams
Automated compliance checks help maintain a consistent approach to employee expense management across the organisation.
6. Mobile App Functionality
The best expense management software comes with robust mobile app functionality. With a mobile app, employees can:
Submit their expenses on the go
Capture receipts instantly
Track their reimbursement status in real-time
This convenience increases the likelihood of timely expense submissions and reduces the administrative burden on employees.
For businesses, mobile functionality ensures that expense management processes are not delayed, and financial data is continuously updated.
Why Your Business Needs Expense Management Software
Benefits for Employees
Expense management software makes it easier for employees to handle their expenses, offering several key advantages:
Submit expenses on the go: Employees can easily submit their expense and mileage claims using a mobile app. By snapping a photo of the receipt and uploading it, the process becomes quick and hassle-free.
Faster reimbursements: No more waiting weeks for reimbursements. With a streamlined submission and approval process, employees receive their reimbursements much faster, which boosts satisfaction and eliminates financial stress.
Stay informed: Real-time updates keep employees informed about the status of their expense claims, from submission to approval to processing, eliminating the need to follow up with the finance department.
Benefits for Managers
Expense management systems simplify expense oversight for managers, providing several valuable benefits:
Approve expenses anywhere, anytime: Mobile approvals and instant alerts allow managers to approve expenses on the go, ensuring timely processing and avoiding delays.
Eliminate approval bottlenecks: Managers can delegate approval tasks when they are out of the office, ensuring that no expense claims get held up.
Reduce errors: Automated policy checks and receipt verification instantly flag discrepancies, reducing the time and effort required to correct errors.
Improve reporting visibility: Comprehensive insights into team expenses make it easy to monitor and analyse spending, ensuring transparency and better control over budgets.
Benefits for Finance Teams
Expense management solutions enhance the efficiency and effectiveness of finance teams by offering the following benefits:
Streamline expense processing: Automate and simplify the review and approval of expense reports, eliminating the need for tedious manual entry and reducing administrative workload.
Make informed decisions: Real-time reporting provides a detailed view of expenses, helping finance teams make smarter, data-driven decisions and maintain better control over company finances.
Ensure compliance & ease VAT recovery: The employee expenses app aligns expenses with company policies and assists with VAT recovery, simplifying compliance with tax regulations.
Seamless integration: Integrate seamlessly with accounting tools like QuickBooks, Xero, and Sage to ensure smooth data flow, reducing manual data entry and improving accuracy.
Top 5 Expense Management Software Solutions for 2024
Choosing the right expense management software can be a daunting task with so many options available.
To help you out, we’ve put together a list of five top-rated solutions for 2024:
ExpenseIn (Best Overall)
Expensify
Zoho Expense
Wave
Rydoo
Please note: This isn’t an exhaustive list, but it highlights some of the best options based on features, user feedback, and industry relevance.
Let’s dive in and see which one might be the best fit for your organisation.
1. ExpenseIn (Best Overall)
Best for: Businesses of all sizes seeking a comprehensive solution.
ExpenseIn is an all-in-one expense management solution designed to simplify and automate the process of tracking, submitting, and approving expenses.
It’s particularly valued by businesses looking for a robust system that combines powerful features with ease of use.
Whether you are a small business or a larger organisation, ExpenseIn offers a scalable solution that grows with your needs.
Features:
Automated expense claims: ExpenseIn automates every step of the expense claim process, from submission and approval to reimbursement, right from their mobile app.
Real-time receipt scanning: Using advanced technology, ExpenseIn captures and categorises receipt data instantly, simplifying record-keeping and reporting.
Automatic mileage & carbon emission calculations: With Google Maps integration, tracking business mileage is simple and offers carbon emission reporting, which is great for eco-conscious businesses.
Customisable approval workflows: Tailor approval processes to fit your organisation’s needs, ensuring that expenses are reviewed and approved efficiently.
Integrated policy enforcement: ExpenseIn automatically checks each expense submission against company policies, flagging any discrepancies to ensure compliance.
Real-time reporting & analytics: Get detailed insights into spending patterns, which help in making informed financial decisions and optimising budgets.
Seamless software integration: Easily sync ExpenseIn with popular ERP and accounting systems like QuickBooks, Xero, Sage, and many more.
HMRC compliant & secure UK data storage: Ensures adherence to tax regulations and provides robust data security with UK-based data storage.
Customer Reviews & Testimonials:
Customers love ExpenseIn for its simplicity and effectiveness. Here are a few testimonials:
"Huge saving in time for everyone - teams, approvers, and finance - with a much more robust audit trail of who spent what on what."
"It’s feature-rich yet very intuitive to use. The pricing structure makes it both scalable and value for money."
“ExpenseIn is so easy to navigate and use. They really understand the needs of a busy finance team.”
Pricing:
ExpenseIn offers flexible pricing plans that adapt to different business sizes and needs.
With active user pricing, you only pay for what you use, making it an economical choice.
2. Expensify
Best for: Businesses of all sizes.
Expensify is designed to take the hassle out of expense management.
Automating many of the manual processes involved in tracking and submitting expenses, significantly reduces the time and effort required from both employees and finance teams.
This makes it an attractive option for companies looking to optimise their expense workflows and improve overall productivity.
Features:
One-click receipt scanning: Snap a photo of your receipt, and Expensify’s SmartScan technology will automatically capture and categorise the details, making the process quick and hassle-free.
Credit card import: Import transactions from personal and business cards for automatic receipt merging and coding, reducing manual entry and errors.
Customisable workflows: Create approval workflows tailored to your company’s structure, ensuring efficient and accurate expense oversight.
Corporate card reconciliation: Manage and reconcile corporate card transactions directly within the app, simplifying financial management.
Integrations: Sync seamlessly with accounting, HR, and business travel software solutions.
Audit & compliance: Detect duplicate receipts and validate transactions automatically, ensuring accuracy and compliance with financial policies.
3. Zoho Expense
Best for: Medium to large enterprises.
Zoho Expense is part of Zoho's extensive suite of business tools, designed to streamline expense management alongside other organisational processes like sales and marketing.
Zoho Expense simplifies the management of corporate travel bookings, expense reporting, and reimbursements.
It integrates seamlessly with other Zoho applications, creating a cohesive workflow across various business functions.
Features:
Receipt management: Automatically scans and digitally stores receipts for efficient organisation.
Expense management: Automates the creation of different expense types, simplifying tracking and management.
Corporate card reconciliation: Streamlines the reconciliation process between expenses and corporate card transactions.
Expense report automation: Facilitates the automatic creation and submission of expense reports.
Audit & compliance: Ensures compliance with tax regulations and readiness for audits with e-receipts and reports.
4. Wave
Best for: Small business owners and freelancers.
Wave transforms expense management for small businesses and freelancers, offering a robust system that captures, organises, and reports financial data effortlessly.
Wave's advanced mobile receipts function simplifies business expense tracking. Users can snap a photo with their phone, and Wave's OCR technology processes the information.
This feature automates the entry of receipt details and simplifies tax preparation by maintaining detailed records of every transaction.
Features:
Mobile receipts: Easily scan and organise receipts using Wave’s powerful OCR technology on mobile devices or desktop.
Cloud storage: Securely backup receipts in the cloud for easy access anytime, anywhere.
Bulk import options: Import up to 10 receipts at once for efficient expense management.
Expense tracking: Automatically monitor business spending, reducing the need for manual bookkeeping.
Tax preparation: Automated expense records help alleviate tax season stress by providing accurate financial data.
Multiple upload methods: Upload receipts via mobile, desktop, or email.
5. Rydoo
Best for: Businesses of all sizes.
Rydoo aims to simplify the expense management process for finance teams and business owners by automating expense claims, approvals, and reimbursements.
Rydoo includes features such as policy customisation, receipt scanning with auto-population of expense details, instant expense approval, and detailed financial reporting.
Features:
Customisable policies: Set spending limits and approval workflows tailored to your organisation’s needs.
Receipt scanning: Quickly capture and categorise expense details from receipts.
Instant approval: Enable timely approval of expenses to ensure policy compliance.
Reporting: Gain insights and updates on spending patterns and company expenses.
Per diem management: Calculate daily allowances based on official rates and trip details.
Mileage tracking: Track and submit mileage expenses using integrated mapping services.
Expense cards: Utilise virtual and physical corporate cards for streamlined spending management.
Best Expense Management Software for Different Business Sizes
Best Expense Software for Small Businesses
Small businesses often need a straightforward, cost-effective solution that simplifies expense management without a steep learning curve.
1. ExpenseIn
With its scalable pricing model, ExpenseIn is a perfect fit for small businesses looking for a comprehensive tool.
Its user-friendly interface and robust features like automated expense claims, real-time receipt scanning, and seamless software integration make it an excellent choice for small businesses.
2. Wave
Wave offers a robust system specifically designed for small businesses and freelancers.
Its advanced mobile receipts function and powerful OCR technology make expense tracking effortless, while cloud storage ensures secure access to receipts anytime.
3. Expensify
Expensify automates many manual processes, significantly reducing the time and effort required for expense management.
Its one-click receipt scanning and credit card import features are particularly useful for small businesses looking to streamline their workflows.
Best Expense Software for Medium to Large Enterprises
Larger organisations require more comprehensive solutions that can handle higher volumes of expenses and integrate seamlessly with other business systems.
1. ExpenseIn
ExpenseIn stands out with its powerful features tailored for larger organisations.
The platform is ideal for medium to large enterprises with its ability to:
Automate the entire expense claim process (from submission to reimbursement)
Customisable approval workflows
Real-time reporting
2. Zoho Expense
Part of the extensive Zoho suite, Zoho Expense offers a robust solution for:
Managing travel bookings,
Expense reporting,
Reimbursements.
It integrates seamlessly with other Zoho applications, providing a cohesive workflow across various business functions.
3. Rydoo
Rydoo simplifies the expense management process by:
Automating expense claims,
Approvals,
Reimbursements.
Its features, such as policy customisation, receipt scanning with auto-population, and detailed financial reporting, are well-suited for larger enterprises.
Best Expense Software for Remote Teams
For businesses with remote or distributed teams, the ability to manage expenses efficiently from any location is crucial.
1. ExpenseIn
With its intuitive mobile app, ExpenseIn allows employees to submit expenses on the go, making it a great choice for remote teams.
The app’s real-time receipt scanning and automated notifications ensure that all team members stay updated, no matter where they are.
2. Expensify
Expensify’s mobile app and SmartScan technology enable remote employees to manage expenses from anywhere.
The platform’s customisable workflows and integrations with accounting and business travel expense apps make it a solid option for remote and distributed teams.
3. Wave
Wave's cloud-based system and mobile functionality make it a good choice for freelancers and small business owners who need to manage expenses remotely.
The ability to upload receipts via mobile, desktop, or email ensures flexibility and ease of use for remote work environments.
To sum up, ExpenseIn stands out as a flexible and comprehensive expense solution suitable for businesses of all sizes, offering features that cater to small businesses, large enterprises, and remote teams alike.
Its combination of powerful finance automation, user-friendly interface, and robust integration capabilities make it a top choice in the market.
How to Choose the Right Expense Management Software
Choosing the right expense management software can greatly improve your business operations.
Here’s a step-by-step guide to help you make an informed decision:
Step 1: Identify Your Business Needs & Budget
Start by assessing your specific requirements and financial constraints.
List your needs: Determine what features are essential for your business. Do you need automated receipt capture, mileage tracking, or real-time reporting?
Set a budget: Know how much you are willing to spend. This will help narrow down your options and ensure you don’t overspend.
Consider long-term costs: Look beyond the initial cost and consider long-term expenses, including subscription fees, updates, and any additional features you may need in the future.
Pro Tip: Prioritise features that solve your biggest pain points first. This ensures you get immediate value from the software.
Step 2: Compare Software Features & Functionalities
Once you have a clear understanding of your needs and budget, compare the features and functionalities of different expense management systems.
Automated processes: Look for software that automates tasks like receipt capture and expense reporting. This will save time and reduce errors.
Mobile access: Ensure the software has a robust mobile app that allows employees to submit expenses on the go.
Integration capabilities: Check if the software integrates with your existing accounting tools. Seamless integration is crucial for accurate data flow and efficiency.
Pro Tip: Create a checklist of must-have features and use it to evaluate each software option. This helps maintain focus on what’s truly important for your business.
Step 3: Read User Reviews & Testimonials
The experiences of other users can provide valuable insights.
Research reviews: Look for reviews and testimonials on reputable websites. Pay attention to comments about ease of use, customer support, and overall satisfaction.
Seek recommendations: Ask for recommendations from other businesses similar to yours. Their experiences can guide you toward a reliable expense management solution.
Pro Tip: Pay special attention to reviews from businesses of similar size and industry. Their insights will be more relevant to your situation.
Step 4: Consider Customer Support & Service
Good customer support is essential for effective software use.
Evaluate support options: Check what kind of customer support is available. Is there 24/7 support? Do they offer live chat, email, or phone support?
Assess service quality: Look for software providers known for their responsive and helpful customer service. Good support can make a significant difference in the software’s usability and your overall satisfaction.
Pro Tip: Test the customer support before committing. Reach out with a few questions to see how responsive and helpful they are.
Step 5: Assess Scalability & Integration Capabilities
Ensure the software can grow with your business and integrate with other systems.
Scalability: Choose software that can handle an increasing number of users and transactions as your business grows.
Integration with other systems: Make sure the expense management system can integrate with other tools and systems you use, such as ERP or HR software. This will streamline your operations and improve data accuracy.
Pro Tip: Look for software with modular features that can be added as needed. This allows you to start with the basics and expand as your needs grow.
By following these steps, you can choose the right expense management software that fits your business needs, budget, and scaling growth plans, ultimately enhancing efficiency and control over your expenses.
How to Implement Expense Management Software in Your Business
With careful planning and execution, your business can achieve enhanced efficiency and control over expenses, leading to better financial management and operational success.
Here’s a step-by-step guide to ensure a smooth and seamless transition:
Step 1: Plan the Implementation
Effective planning is essential for a successful implementation.
This involves creating a detailed roadmap that outlines the steps and timelines for integrating the new software into your business processes.
Outline a timeline with key milestones and deadlines. Include stages like data migration, training, testing, and full deployment.
Assign specific tasks to team members, such as data migration, training, and system setup. Clearly defined roles and responsibilities ensure accountability and smooth progress.
Pro Tip: Communicate the plan clearly to everyone involved to ensure alignment. Regular updates and meetings can keep the team on track and address any issues promptly.
Step 2: Prepare Your Data
Data preparation is a critical step that ensures the accuracy and completeness of the information you migrate to the new system.
Properly organised and cleaned data will help in smooth and error-free migration.
Collect all current expense records and receipts. Ensure you have all necessary documentation ready for migration.
Make sure your data is accurate to avoid issues during migration. Verify and validate data to prevent any discrepancies during the transition.
Pro Tip: Remove duplicates and outdated information for a smoother transition. Clean data helps in maintaining integrity and accuracy post-migration.
Step 3: Configure the Software
Configuring the software to meet your specific business needs is essential for maximising its benefits.
Customisation ensures that the software aligns with your company’s processes and policies.
Configure the software to enforce your company’s expense policies. Tailor the settings to match your organisational requirements and financial compliance needs.
Connect the software with your existing accounting, HR, and ERP systems. Seamless integration ensures that data flows accurately and efficiently between systems.
Tailored implementation service: ExpenseIn offers a tailored implementation service at an additional cost. This ensures the software is set up correctly and efficiently, with expert assistance to address specific needs.
Pro Tip: Test the setup thoroughly to ensure everything works together smoothly. Conduct pilot tests to identify and rectify any issues before full deployment.
Step 4: Train Your Team
Training is crucial to ensure that all users are comfortable and proficient with the new software.
Proper training can significantly enhance user adoption and reduce resistance to change.
Hold training sessions for all users to help them get familiar with the new system. Hands-on training can significantly improve user adoption and proficiency.
Develop user guides, FAQs, and video tutorials for ongoing support. These resources can serve as handy references for employees as they navigate the new system. ExpenseIn also has a resource section with helpful articles and offers live chat support for any immediate questions.
Pro Tip: Offer continuous support and refresher training to keep everyone proficient. Regular updates and training sessions can help in addressing any new features or changes in the software.
Step 5: Go Live
Launching the software is an exciting yet critical phase.
A well-executed go-live strategy ensures a smooth transition from your old processes to the new system.
Roll out the software across all users to avoid delays and ensure everyone is on the same page.
Keep an eye on how the software is used initially and gather feedback. Continuous monitoring helps address any teething issues promptly.
Pro Tip: While rolling out to all users, maintain open communication to refine processes and ensure a smooth and well-received implementation.
Step 6: Monitor & Optimise
Even after the software is live, continuous monitoring and optimisation are crucial to ensure it remains effective and beneficial for your business.
Regularly check how the software is performing and listen to user feedback. Collect data on efficiency gains, user satisfaction, and any recurring issues.
Use insights and feedback to make necessary adjustments and optimise processes. Continuous improvement ensures that the software remains effective and aligned with business needs.
Pro Tip: Schedule regular check-ins to ensure the software continues to meet your needs. Periodic reviews and updates can help in keeping the system relevant and efficient.
FAQ: Expense Management Software
How does expense management software improve expense reporting?
Expense management software automates and streamlines the reporting process, making it faster and more accurate.
Here's how it helps:
Captures expense data in real-time.
Categorises expenses automatically.
Generates detailed and accurate reports.
Reduces human error and ensures consistency.
Simplifies the submission, approval, and reimbursement process.
Will expense management software improve receipt collection?
Yes, it greatly improves receipt collection by using features like automated receipt scanning.
Here's how it works:
Employees can snap a photo of their receipts with a mobile app.
OCR technology extracts necessary data and categorises the expenses.
Receipts are stored digitally, reducing the risk of loss or misplacement.
Simplifies and speeds up the receipt collection process.
How can we ensure our teams follow our expense policies?
Expense management software makes it easier to enforce compliance with company policies.
With ExpenseIn, users must accept their company's expense policy before they can start submitting expenses.
The software also:
Embeds your expense policies directly into the system.
Flags any non-compliant expenses and prevents unauthorised submissions.
Alerts users if their expense claims don't meet policy requirements.
Blocks submissions that violate company rules.
Does expense management software include an approval process?
Yes, it includes a robust approval process. Features include:
Allowing managers to review and approve expenses from anywhere using a mobile app or web portal.
Setting up custom approval workflows to ensure proper review channels.
Sending notifications and alerts to keep managers informed and prevent delays.
Utilising out-of-office functionality for approval delegation, ensuring expenses are not held up when managers are unavailable.
How can expense management software help with end-of-month closing?
The software simplifies end-of-month closing with features like:
Real-time expense tracking.
Automated reconciliation of expenses.
Detailed reporting and analytics to identify and resolve discrepancies quickly.
Reducing the manual effort required, making the process faster and more efficient.
What are the security features of expense management software?
Expense management software includes several security features to protect your data, such as:
Data encryption to secure sensitive information.
Secure cloud storage for safe data-keeping.
Two-factor authentication (2FA) for added security.
Access controls to ensure only authorised users can view or modify information.
Regular security audits to detect and address vulnerabilities.
Compliance with regulations like GDPR for high standards of privacy and security.
How does expense management software help in preventing fraud?
The software helps prevent fraud by providing transparency and control over expenses:
Automated policy enforcement to ensure compliance with company rules.
Detecting duplicate receipts and validating transactions to minimise fraud.
Detailed reporting and analytics to monitor spending patterns and identify irregularities.
Providing an audit trail for all transactions.
How can expense management software assist with tax preparation?
Expense management software simplifies tax preparation by:
Maintaining accurate and organised records of all business expenses.
Categorising expenses according to tax codes.
Generating reports that align with tax requirements.
Ensuring all necessary documentation is available for audits.
Integrating with accounting software to streamline the tax preparation process.
The Importance of Choosing the Right Expense Management Software
Picking the right business expense tracker app is crucial for making your business run smoothly and keeping your finances in check.
The right system saves time, cuts down on mistakes, and provides clear insights into how your money is being spent.
By choosing a reliable expense management solution like ExpenseIn, you can improve accuracy, ensure compliance with policies, and gain better control over your finances, ultimately contributing to the success and growth of your business.
Book a free demo today and discover why ExpenseIn is the top choice for businesses of all sizes.
