In this article, I will cover the Best Tools For Business Expense Tracking. Tracking expenses is an integral part of effective planning, effective cost control, and within the framework of fiscal control.
Closely spending control is essential and needs to be done within an ethical framework. In this digital age, there are many tools to make the expense management process simpler, automate spending approvals, and provide effective reporting. Below is a list of options worth checking.
What are Business Expense Tracking Tools?
Business Expense Tracking Tools are programs that let you track and analyse your company\’s spending. You can easily take note of and categorise your business activities, create accurate accounting records, and generate detailed reports.
For accounting, you spend the least amount of time with the least number of mistakes. You can easily connect these systems to your tax and budget. Finally, you ensure that all expenses are accounted for and that all financial decisions are undertaken with care.
Why Do You Need Business Expense Tracking Apps?
Financial management: Helps to minimize errors, missed transactions, and keeps watch on all expenses in real-time.
Checkbook management Automation: Saves time for business owners and accountants by automatically filtering and filing expenses.
Financial planning: Improve and control budgeting overspending by tracking all spending.
Tax repayment: Sort and simplify the process, make compliance easier, and file accurate reports.
Reporting: Offers insight into spending, ensuring decisions on spending money are made smarter.
Cloud Accounting: Integrates and connects with ease to enhance proper management of all calculations.
Key Point & Best Tools For Business Expense Tracking List
| Tool | Key Point / Feature |
|---|---|
| Rippling Spend | Centralizes expense management, integrates with HR and payroll systems. |
| Wallester Business | Offers corporate card management and real-time spending control. |
| Zoho Expense | Automates expense reporting, approval workflows, and multi-currency support. |
| Precoro | Simplifies procurement and expense tracking with purchase order integration. |
| Emburse | Provides automated expense reporting and reimbursement solutions. |
| Pleo | Smart company cards with automated expense categorization and limits. |
| Payhawk | Combines virtual and physical cards with real-time expense tracking. |
| Expensify | Captures receipts, tracks expenses, and integrates with accounting software. |
| DeskTrack | Tracks employee activity and spending for operational insights. |
| FreshBooks | Cloud accounting with expense tracking, invoicing, and financial reporting. |
1. Rippling Spend
Rippling Spend is one of the best tools for tracking business expenses and enables companies to simplify their financial management processes, no matter their size.
What sets this product apart is how easily it integrates with the company’s payroll, HR, and accounting systems for real-time expense logging and automated expense approval.
Burns is able to optimize spend management through tailored spending policies, precise multi-currency transactional support, and customizable documentations through integrated and reduced commendatory reports policies.
Free trials are available, with pricing beginning at $8 monthly per user. Users usually rate is a 4.7/5 due to the product’s unfaltering support, effectiveness, and simplicity.
Rippling Spend Features
- Unified Spend Management: Complete views of the entire expenses and reimbursement process by combining the user interface for corporate cards, corporate cards, reimbursement, payroll, and vendor bills.
- Customizable Approval Workflows: Businesses can create unique workflows with approval battalions, and their own policies can be enforced.
- Advanced Reporting & Analytics: Spend analytics and customizable reports enable more precise tracking and control over company finances.
2. Wallester Business
Wallester Business shines as a tool for tracking expenses, having a complete suite of features focused on easing the management of financial disciplines.
The distinguishing factor of the platform is the provision of as many as 300 free virtual cards for businesses to spend without paying extra for managing the expenses.
The platform offers tracking of spending live as well as automated generation of expenses reports and integration to accounting systems, which improves financial control and transparency.
The Premium plan starts at €199 a month with a free 30 day trial, and the company has flexible pricing. Customers have reported a strong overall score of 4.9/5, reflecting their satisfaction with the platform as well as the support.
Wallester Business Features
- Real-Time Expense Monitoring: Allows visibility for corporate expenditures and monitors spending from one dashboard.
- Corporate Card Integration: Expense control for employees improves by providing employees with corporate cards.
- Customizable Spending Rules: Businesses can define the maximum payment and the rules of policies that employees must follow.
3. Zoho Expense
Zoho Expense is one of the best expense tracking tools out there for businesses for the fact that it’s cheap and its a large number of features.
Automated receipt capture and mileage tracking? Check. Custom approval workflows? Check. Designed to make expense tracking a breeze for all businesses, big and small.
As with other products from Zoho, Zoho Expense plays well with other applications and other platforms such as QuickBooks.
Starts at just $4 a month, with a free plan available to Businesses with three or fewer users. Users love it, as it is praised with a 4.5 out of 5 score on different platforms.
Zoho Expense Features
- Automated Receipt Scanning: Receipt entry is not needed with the AI; instead, the AI captures and recognises the receipt and organises it.
- Multi-Level Approvals: Multiple managers in the company can approve expenses by either setting a higher budget or reporting for expenses.
- Integration with Other Zoho Apps: Other Zoho apps can be used for improved performance as it then becomes part of a collective Zoho network.
4. Precoro
Precoro is an excellent business expense tracker because it automates procurement and spend management.
Its real-time budget tracking enables businesses to monitor expenditures on various projects and configurable projects and customize dashboards across multiple departments and locations.
Precoro integrates with ERP and accounting systems such as QuickBooks Online, Xero, and NetSuite to enhance financing workflows.
As per the Core plan, Precoro starts at $499 per month and offers a 14-day free trial. Users on Capterra rate it highly at 4.8/5, and many reviews comment on the easy-to-use features.
Precoro Features
- Automated Expense Management: Receipts can be scanned, and the expense forms are populated automatically, thus lowering the possibility of human error.
- Real-Time Expense Monitoring: Tracking expenses for the company is done in a timely manner and thus is monitored.
- Streamlined Reimbursement Process: Speeds up approval & reimbursement processes for employees.
5. Emburse
Emburse Spend is one of the highest-rated business expense tracking tools on the market with the ability to create spendable cards within minutes.
Other expense management features include spend controls, minimalist control virtual cards, auto expense submission policies, and automation.
The Emburse Spend platform integrates almost seamlessly with any big ERP system like QuickBooks, NetSuite, or Xero, so you don’t have to worry about operational disjunction.
The pricing is very competitive with the market, starting at $120 per user per month, and users can also get a free trial. Users also gave Emburse Spend a very respectable score of 4.4/,5 thanks to the user experience and the advanced reporting offered.
Emburse Features
- Mobile Receipt Capture: Enables real-time expense reporting through mobile app snapshot receipts submission.
- Spending Insights: Helps with financial forecasting by analyzing employee spending behavior.
- Policy Enforcement: Automatically checks compliance with company spending policies.
6. Pleo
The famous business expense-tracking tool Pleo is recognized for its powerful automation features and intuitive interface. One of its outstanding features is expense tracking in real-time, where every transaction is recorded and categorized in an instant, making expense management much easier.
It integrates seamlessly with major accounting packages such as QuickBooks, Xero, and NetSuite for smooth management of finance functions.
It offers a free trial and its pricing starts at £9.50 per user every month. Pleo currently has an impressive user rating of 4.8 out of 5, with clients commenting on its ease of use and efficiency on expense management.
Pleo Features
- Automated Capture: Receipt digitisation with detailed transaction tagging to minimise manual intervention.
- Real-Time Dashboards: Provides an instantaneous overview of company spending for enhanced spend control.
- AP Automation: Relieves workload on accounting teams by auto-sending synced expense data on recorded transactions.
7. Payhawk
Payhawk is a comprehensive business expense tracking tool designed to streamline financial operations for mid-sized and large enterprises. Its standout feature is an intuitive platform that provides real-time visibility and control over company spend.
This is achieved by seamlessly integrating corporate cards, payments of bills, and the entire procurement process into a single platform.
It’s the rest of this platform, such as AI-powered receipt scanning, customised spend policies, automated approval workflows, and classified spend policies that reinforce governance and subsequently compliance, that truly takes efficiency and compliance to a new level.
Starting from €25 per user a month on the Starter plan, a free plan is also available. Payhawk customers equally seem to be happy users; the platform has a rating of 4.65/5, which most users attribute to the decent functionality and great user experience.
Payhawk Features
- Real-Time Transaction Monitoring: Under corporate cards’ spend visibility with transaction approval for full spend control.
- Mobile App with Smart Camera: Allows employees to conveniently expense charge through mobile app.
- AI Expense Management: Automated data capture from receipts in over 60 languages.
8. Expensify
Expensify is one of the best business expense tracker tools for its ease of use and automation. With SmartScan – designed for the system – users receive accurate transcription of receipt details through the use of OCR, thus not needing to enter the information manually.
Along with real-time expense visibility, the software also integrates with accounting. The service costs $5 a month per user after the 30-day free trial. The average score of the system is 4.6/5, and most of the reviews are positive due to its ease of use and efficiency.
Expensify Features
- SmartScan Receipt Capture: Capture receipts automatically recording merchant, date, amount, and currency.
- Automated Expense Reports: Expense reports generation and submission to accounting systems is done with zero human intervention.
- Real-Time Chat Support: Allows live chat communication for rapid help on expense queries.
9. DeskTrack
DeskTrack is a one-stop expense tool designed to help track and manage business spend by centralising time, work, project assignments, and productivity on a single dashboard.
DeskTrack helps provide businesses with real-time employee activity data to help them manage resources and minimise waste, which is uncommon among competitors. DeskTrack is available at a reasonable price of ₹99 and offers a free trial, making it affordable.
The DeskTrack platform is rated at 4.7/5 owing to its ease of use and is highly appreciated among users. The software aims to help businesses with data analysis, agility, and increased productivity.
DeskTrack Features
- Employee Activity Monitoring: Monitors users’ activity to make certain that compliance and productivity is adhered to.
- Automated Time Tracking: Automatically captures time spent on different activities for billing purposes.
- Detailed Reporting: Shows detailed reports regarding user activity and time spent on various tasks.
10. FreshBooks
FreshBooks takes the crown as the best software for tracking business expenses, as it helps handle finances for small companies without the stress.
Capping merchant names, total amounts, and taxes without the need for users to do any heavy manual data entry makes the app’s automated mobile receipt scanning epoch-defining.
It can connect directly to credit and debit cards to sync all expenses in real-time. There is a 30-day free trial, with subsequent pricing starting at $21.
The program is highly rated by users, with an average of 4.8 out of 5, with the most notable praise being the ease of use as well as the well-optimised software for expense tracking.
FreshBooks Features
- Expense Tracking: Lets organisations capture and report on business expenditure by classifying
- Invoice Management: Allows users to create and manage invoices and facilitate recurring billing.
- Time Tracking: Provides users with time management tools on tasks for billing purposes.
How to Choose the Right Business Expense Tracker in 2025?
Integration Capabilities – Check that the tool will smoothly integrate with your accounting software, payroll systems, and banks to ensure optimal circulation of information.
Automation Features – Look at the capabilities of receipt scanning, expense categorisation, and approval workflows to minimise errors and save time.
Real-Time Reporting – Search for software that provides immediate spending and budget analysis.
Multi-Currency & Global Support – Fact for companies that operate internationally.
User Experience & Accessibility – The software should not only be easy to learn, but also function on mobile devices and be widely adopted by staff.
Security & Compliance – Ensure that there is data encryption, access controls, and compliance with financial regulations.
Pricing & Scalability – Take into account expense/user, subscription models, and the softwares potential for business expansion.
Customer Support & Reviews – Examine user ratings for overall software coverage and the availability of support centres for urgent problems.
Conclusion
To sum up, the tools for tracking business expenses are aiming to increase transparency, cut down on time, and restrain spending. Tools like Rippling Spend, Wallester Business, Zoho Expense, Precoro, Emburse, Pleo, Payhawk, Expensify, DeskTrack, and FreshBooks all come with different features like Expense Automation, Expense Reporter, Integrated Tools, and Ease of User Functionality.
Businesses are able to improve decision-making, save time, and tighten up financial management with streamlined approval processes, reduced errors, enforced compliance, and optimised workflows, all driven by data insights, a trend that will prevail in 2025.
FAQ
Why should businesses use expense tracking tools?
They improve financial visibility, reduce manual errors, streamline approvals, ensure compliance, and help make data-driven budgeting decisions.
What features should I look for in an expense tracker?
Key features include automated receipt scanning, real-time reporting, multi-currency support, integration with accounting software, mobile accessibility, and customizable approval workflows.
Are these tools suitable for small businesses?
Yes, many tools like Zoho Expense, FreshBooks, and Expensify offer scalable plans suitable for small to medium-sized businesses.
Do these tools offer free trials?
Most leading platforms provide free trials, such as Rippling Spend, Pleo, Payhawk, and Expensify, allowing businesses to test functionality before committing.
How do I choose the right tool for my business?
Consider integration capabilities, automation features, pricing, scalability, security, user-friendliness, and customer support when selecting an expense tracker.
