Top 10 Best Expense Management Software in 2023

Expense management software is a type of computer application designed to help businesses and individuals track, control, and optimize their expenses. It provides a systematic and efficient way to manage financial transactions related to business expenses, such as travel, entertainment, office supplies, and other costs. 

Overall, the top 10 best expense management software helps businesses:

Improve Expense Tracking: Streamlines expense recording and categorization for accurate financial management.

Gain Real-Time Visibility: Provides instant access to expense data for better decision-making.

Increase Policy Compliance: Enforces spending policies, reducing non-compliant expenses.

Reduce Manual Work: Automates workflows, reducing administrative burden.

Control Costs: Identifies cost-saving opportunities and prevents overspending.

Get Deeper Spend Data: Generates detailed reports for better financial insights.

Streamline Workflow: Automates approval processes, reducing delays in reimbursements.

Integrate Processes and Systems: Provides an all-in-one platform for expense filing, expense tracking, reimbursement, effortless data transfer to accounting software, and more.

List of Top 10 Best Expense Management Software

Here’s a list of the top 10 best expense management software known for their proven track record of satisfying customers across various criteria, including pricing, features, ease of use, value for money, customer service, and other important factors.

1. ITILITE
2. Expensify
3. Zoho Expense
4. SAP Concur
5. QuickBooks
6. Navan
7. Spendesk
8. Ramp
9. Fyle 
10. Airbase

1. ITILITE

ITILITE stands out as one of the best expense management software, committed to accelerating your expense reimbursements by up to 5 times. With a remarkable focus on achieving 100% policy compliance, it ensures that your expenses align seamlessly with your organization’s guidelines. 

Beyond simplifying the expense filing process, ITILITE empowers you to predict future expenditures, facilitating more effective budget planning. What sets ITILITE apart is its hassle-free setup, enabling you to get started swiftly, along with 24/7 dedicated customer support, ensuring you have assistance whenever you need it.

Key Features of ITILITE 

1. Customizable Approval Workflows: Create custom workflows that fit your company’s needs and integrate expense policies to automatically flag non-compliant expenses for review.
2. Streamlined Expense Categories: Easily categorize expenses based on General Ledger (GL) categories, ensuring smooth integration of expense software with ERP systems.
3. Accelerated Reimbursements: Expedite expense reimbursement process with a one-click ACH payment system directly to employee bank accounts.
4. Seamless ERP Integration: Automate ERP updates effortlessly, simplifying the expense filing process and reducing manual data entry.
5. Receipt Digitization: Empower employees with smart scanning and OCR technology for receipt digitization, creating draft expenses for easy filing.
6. Card Compatibility: Utilize existing personal or corporate credit/debit cards from a wide range of bank options (over 10,000) supported by ITILITE.
7. Custom Reports: Schedule custom expense reports to your inbox or create custom dashboards to understand employee spending behavior better.
8. Mileage Tracking: Enable employees to file expenses based on the mileage rates you set up.

ITILITE Pricing 

ITILITE has a straightforward pricing model at $8 per active user per month with no setup fee, no monthly commitment, and no hidden costs. Pay only when a user files an expense or submits an expense report.

2. Expensify

Expensify is renowned for its user-friendly interface and robust features and is one of the best expense management systems. It offers real-time expense tracking, receipt scanning, and policy enforcement. Its mobile app is highly rated, allowing users to easily capture receipts on the go.

Key Features of Expensift 

1. Receipt Scanning (SmartScan): Expensify allows users to scan and digitize receipts effortlessly for seamless expense tracking.
2. Policy Enforcement: It enforces spending policies to ensure compliance with company guidelines.
3. Integration Capabilities: Expensify offers integrations with various accounting and finance tools for streamlined financial management.
4. Smart Expense Reporting: Users can generate detailed, customizable expense reports quickly and efficiently.

Expensify Pricing

1. Free Trial: Expensify offers a free trial version, allowing users to explore its features before committing to a paid plan.
2. Collect at $5/user/month: The Collect plan, priced at $5 per user per month, provides essential features such as tracking, integrations, approvals, etc.
3. Control at $9/user/month: With the Control plan at $9 per user per month, Expensify offers advanced features along with basic offerings.

3. Zoho Expense

Zoho Expense is a comprehensive expense management solution. It offers features like automated expense reporting, multi-currency support, and good customer support.

Key Features of Zoho Expense 

• Direct Feed Integration: Zoho Expense offers direct feed integration with VISA, Mastercard, and Amex, eliminating intermediaries and errors in corporate card data retrieval.
• Mileage Tracking: Easily track mileage expenses with precision using Android or iPhones, seamlessly integrated into the expense management system.
• CRM Integration: Zoho Expense integrates seamlessly with Zoho’s CRM, enhancing overall business efficiency and data cohesion.
• Interactive User-Friendly Dashboard: Experience an engaging and user-friendly dashboard that provides a highly interactive interface for effortless navigation and insights.

Zoho Pricing

1. Free version: Zoho offers a free trial for up to 3 users.
2. Premium plan: $8 per active user per month with a minimum of 3 users.
3. Enterprise plan: $12 per active user per month with a minimum of 500 users.

4. SAP Concur

SAP Concur is the best expense management system for enterprise-level expense management. It excels in global expense management, travel booking, and compliance enforcement. 

Key Features of SAP Concur

1. Automated Expense Report Generation: Smart matching technology in Concur Expense automatically compiles expense reports by combining credit card charges, travel bookings, and e-receipts.
2. Visual Expense Tracking: Concur Expense offers a visual tracking system, allowing employees to monitor the status of their expense reports as they move through the approval workflow.
3. Mobile Expense Management: With the SAP Concur mobile app, employees can access, add, and submit expenses anytime, anywhere, while managers can expedite review and approval on the go.

SAP Concur Pricing

1. Automate: Basic plan with $9/report average price
2. Insights: An advanced plan with variable pricing
3. Optimize: An advanced plan with variable pricing

5. Navan

Navan is a comprehensive and highly efficient expense management software designed to simplify and enhance the management of business expenditures. It offers a centralized platform where businesses can effortlessly track and monitor all their financial transactions, providing a clear and organized view of their spending activities. 

Key Features of Navan

1. Global Expense Reimbursement: Navan offers smooth reimbursement across 45 countries and accommodates 25 currencies.
2. Card Integration: Navan simplifies payments by integrating virtual cards.
3. VAT Compliance and Recovery: Navan empowers businesses to capture, monitor, and report VAT transactions, potentially allowing them to recover up to 25% of their expenses.
4. Current Card Integration: You can link your existing Visa or Mastercard to the Navan platform, preserving your card benefits while capitalizing on Navan’s expense management tools.

Navan Pricing

1. Growth: This basic plan is free for the first 50 monthly active users
2. Professional: Custom pricing

6. QuickBooks

While primarily known for accounting, QuickBooks Online also offers a capable expense management module. It’s a cost-effective solution for small businesses, offering mobile accessibility and seamless integration with accounting functions. 

Key Features of Quickbooks

1. Expense Tracking: Users can effortlessly record and categorize income and expenses, providing a clear overview of financial transactions for better financial management.
2. Deductible Tax Identification: QuickBooks helps users identify and maximize eligible tax deductions by categorizing expenses and generating reports that simplify tax preparation.
3. Bills Management: QuickBooks allows users to enter and manage bills, ensuring timely payments to vendors and helping maintain healthy vendor relationships while staying on top of financial obligations.
4. Reports and Analytics: With robust reporting capabilities, QuickBooks provides insightful financial reports, empowering users to analyze business performance, make informed decisions, and plan for the future.
5. Sales Tax Tracking: QuickBooks allows you to select tax rates and lets you add custom rates as well. After the setup, it automatically tracks sales tax for you.

QuickBooks Pricing

1. Starter: $18 per month
2. Essentials: $27 per month
3. Plus: $38 per month

7. Spendesk

Spendesk is an intuitive and user-friendly expense management and budgeting software designed to simplify financial tracking and control for businesses.

Key Features of Spendesk

1. Virtual and Physical Payment Cards: Spendesk offers both virtual and physical payment cards, empowering employees for online and in-person purchases while allowing managers to control spending limits and categories.
2. Expense Tracking and Approval: Employees can effortlessly track expenses and submit them for approval within the platform, with real-time tracking and comprehensive visibility into spending.
3. Budget and Spending Tracking: Spendesk provides robust tools to track budgets and spending across various departments and projects, enabling managers to monitor expenditures and identify potential issues or trends.

Spendesk Pricing

1. Free version: up to 4 users with 1 approver
2. Spendesk offers 3 plans: Essentials, Scale, and Premium. However, you need to connect with their team to know about the pricing of each.

8. Ramp

Ramp offers a cloud-based expense and spending management solution that equips businesses with virtual corporate cards, enabling efficient tracking and control of company expenditures. This platform goes beyond mere expense tracking by assisting businesses in recognizing spending patterns and pinpointing opportunities for cost reduction.

Key Features of Ramp

1. Auto collection of receipts: Ramp integrates with apps such as Amazon Business, Uber, and Gmail to collect receipts without any intervention
2. Receipt Matching via Text or Email: Ramp’s expense software simplifies expense tracking by matching receipts sent via text or email to corresponding transactions.
3. Reimbursement in Multiple Currencies: Ramp expedites reimbursements, repaying employees in 2 days or less in over 40 currencies.
4. Supplier Management: Helps organizations manage their suppliers effectively, ensuring smooth transactions and cost-effective supplier relationships.

Ramp Pricing

Ramp offers 2 pricing plans: Plus and Enterprise. Connect with their team to know more.

9. Fyle 

Fyle stands as a contemporary expense management platform that offers a streamlined expense reporting process. Fyle’s ingenious auto-matching feature ensures automated reconciliation, contributing to quicker financial closings.

Key Features of Fyle

1. Expense Reporting: Fyle automates the expense reporting process, saving valuable hours each month and expediting financial book closures.
2. Expense Submission: Fyle offers flexible expense submissions via various platforms like Gmail, Slack, text messages, and more, providing an intuitive experience for employees.
3. AI-Powered Data Extraction: Benefit from AI-driven data extraction, rule-based categorization, and GL coding for precise expense management.
4. ACH Reimbursements: Streamline employee reimbursements and ACH payments within Fyle with real-time tracking and automatic syncing of payment data with your accounting software.
5. Accounting Software Integration: It offers self-serve integrations with accounting software like QuickBooks Online, NetSuite, Sage Intacct, and Xero, enabling real-time synchronization of expense data.

Fyle Pricing

1. Standard: $7 per active user per month
2. Business: $12 per active user per month
3. Enterprise: Custom Pricing

10. Webexpenses

Webexpenses serves as comprehensive expense management software, streamlining and automating the process of recording and monitoring expenses. Additionally, the platform offers supplementary solutions like audit, invoice processing, and payments, which can be seamlessly integrated with the expense management system for enhanced financial control and efficiency.

Key Features of Webexpenses

1. Expense Management: Webexpenses provides financial visibility with drag-and-drop reporting and seamless integration between the expense app and ERP.
2. Payments: Efficiently manage business payments and reconciliations online, ensuring quick reimbursements
3. Expense Auditing: Webexpenses Expense Audit enhances expense management with additional safeguards, ensuring compliance, identifying errors, and offering opportunities for tax reclaims, all while adhering to your company’s T&E policy.

Webexpenses Pricing

Pricing starts at $7 per active user per month, but you can avail of custom pricing with their team.

Choose the Best Expense Management Software for Your Business

Explore these top 10 best expense management software system that excel in simplifying your expense management processes while offering unique features to cater to diverse business needs. Among these, ITILITE stands out as the ideal choice for small and medium-sized businesses (SMBs) seeking to embark on their expense management journey with minimal effort and maximum efficiency.

ITILITE is your go-to solution for seamlessly streamlining expense management right from the get-go. With its user-friendly interface and intuitive features, it ensures a hassle-free implementation process. 

Whether you’re a startup or a growing SMB, ITILITE’s efficiency and simplicity make it an excellent choice to kickstart your expense management efforts. Plus, its affordable pricing ensures that you get exceptional value for your investment.

Book a demo today to understand how you can enhance your company’s financial health using ITILITE.