Leveraging technology is what separates good companies from great ones. Businesses that invest in technology and understand how to maximize their digital tools’ potential can become more efficient and grow faster. In today’s competitive business landscape, it’s critical to ensure every expense is justified. That is why investing in the best expense management software is vital to stay ahead of the curve. Expense software automates your expenses, effectively eliminating manual data entry, and saves you time.
We’ve outlined the top 9 expense management software on the market in 2025. You’ll learn about what key features to look for and compare which expense software is best for your team.
What is Expense Management Software?
The top expense management software in 2025 simplifies how you track your finances, generate custom reports, and control your business expenses. These platforms are designed to improve your efficiency by eliminating the need to manually input data. The right expense management software automates expense approvals and reimbursements, enables receipt scanning, and saves you time managing your budget. With a centralized platform, you’ll be able to gain real-time visibility into your finances and make smarter and well-informed decisions.
Best Expense Management Software Comparison
| Platform | Highlights | Key Features |
| Factorial | An all-in-one business management software that connects core HR functions with finance |
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| Expensify | Simple, yet powerful expense platform |
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| Pleo | Ideal for EU companies looking to optimize their expenses |
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| Emburse | Customizable and robust analytic dashboards |
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| SAP Concur | Well-suited for enterprises and large companies |
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| Spendesk | Control employee spending with pre-paid cards |
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| Brex | Offers virtual and physical corporate cards |
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| Paylocity | A payroll and HR platform that has expense features |
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| Zoho Expense | Highly customizable expense module within their HR software |
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Key Features of Expense Management Tools
Investing in a business expenses platform provides several benefits for both companies and employees. From a business perspective, an efficient expense management tool helps:
- Automate processes: Automating expense recording and the categorization of expenses means less manual work and fewer human errors. This frees up your HR team’s time and allows them to focus on making more strategic decisions.
- Compliance: Prevent fraudulent activities from occurring by configuring your software to adhere to company policies, tax regulations, and other financial rules to ensure compliance. Additionally, it ensures you are abiding by reimbursement policies and being transparent with other finances in the company.
- Financial reporting & analytics: Provide real-time insights into business spending to help you make well-informed decisions to allocate budgets and make any cuts. Expense software makes it easier to identify opportunities to reduce expenses or optimize resources.
Employees also benefit from having an expense management software.
- Digitize receipts: Employees can scan and digitally upload their receipt details, making the expense reporting process quicker than ever. Once scanned, your platform will automatically input all necessary information (transaction date, expense type, and amount).
- Quick reimbursement process: Thanks to receipt capture, submitting expenses accelerates the reimbursement process, leading to faster approvals. Meaning you’ll get your money back in a timely manner, and your managers have one less thing they need to worry about.
- Simple reporting: Tracking expenses and organizing your business expenses for your finance team is easier than before. No more need for manual work, automate how you submit expense reports.
Top 9 Best Expense Management Software
1. Factorial: Business Management Software with Core Expense Management Functions
Factorial is a robust platform that syncs HR functions, workforce management, and expense tracking in one, easy-to-use tool. The perfect solution for all companies that digitizes and automates manual work so you can save time. In fact, Factorial saves you 10 minutes for each receipt you manage! If you’ve ever been on a business trip, you know getting 6 receipts is easy… and without Factorial, categorizing and manually inputting the data from those receipts would take one hour.
Additionally, its integrated expense software safely and securely automates the entire approval and reporting process. That way, you don’t have to deal with physical receipts, bills, or Excel spreadsheets, and streamline your approval system. Factorial’s key features are:
- Scanning and uploading receipts
- Approve reimbursement requests
- Calculate the business cost per employee
- Generate in-depth financial reports
- Prevent overspending with custom policies
- Reimburse your team directly through payroll
- Supports 170+ currencies (USD, EUR, GBP, AED, etc.)
In addition to digitizing your expense management process, you can also automate your essential HR functions. From attendance tracking to shift scheduling to managing PTO requests, Factorial is your go-to platform for all things business-related. That’s why Factorial is one of the best tools for managing your expenses, because it is connected with everything else.
2. Expensify
This platform comes with a wide range of features that support expense management and financial reporting. With Expensify, the process of reporting business expenses is streamlined and automated through their receipt capture feature. By centralizing and digitizing your receipts, you eliminate the need to keep paper documents and reduce the amount of manual work involved in expense tracking.
Additionally, Expensify has a built-in AI, Concierge, that handles a wide range of tasks. This feature significantly reduces the amount of admin work needed from both employers and employees. However, if you are a global team, this platform may not support all your needs. Expensify is primarily US-based and lacks features to support global payouts.
3. Pleo
What makes Pleo’s expense software unique is its smart company cards. These cards can be tailored to each employee’s role and spending limits. This allows managers to have better control of their business expenses to prevent overspending and misuse of company funds. Additionally, Pleo has all the necessary expense management features, including real-time data, receipt scanning, and reimbursement capabilities.
Overall, Pleo is a great tool to help gain control and visibility over employee spending and financial decisions. However, this software is ideal for EU companies and has limited capabilities for other international companies.
4. Emburse Professional
Emburse is a great option for companies of all sizes. Its expense management features are user-friendly and easy to adopt. Reimbursing expenses is seamless with their credit card integration. Transactions made from an employee’s corporate credit card will automatically be uploaded to the platform and matched with its corresponding receipts. Ultimately, streamlining expense claims, minimizing human errors, and speeding up reimbursement time.
Additionally, you can review and edit to ensure 100% accuracy in your financial reports. Through these reports, you can analyze how budgets are being spent and make cuts or smarter decisions with your company’s money. In general, Emburse offers a comprehensive expense management solution. Its platforms provides teams with valuable insights into their spending patterns, more control over their spending, and reduces the risk of fraud or misuse of company expenses.
5. SAP’s Concur Expense
SAP’s Concur Expense is a popular option that provides features like expense tracking, automations for workflows, and processes reimbursements. Its platform offers a robust suite that allows you to customize your workflows to match your company policies. You can also create multi-tiered approval chains to prevent any misuse of company funds.
The downside is that Concur Expense doesn’t offer corporate cards; however, a key feature of Concur Expense is its ability to integrate with travel booking systems. This is particularly useful for companies where frequent travel and expense reporting are common. With this particular integration, travel expenses are automatically uploaded and inputted, making the process more efficient. This means you’ll have real-time data on your travel expenses without waiting.
6. Spendesk
Spendesk offers smart company cards, receipt scanning, and automatic expense categorization. Its platform was designed to provide you with more expense data and add transparency to your business spending. Like other expense tools, you can integrate your accounting software, such as QuickBooks, to have everything in one centralized platform.
With their receipt capture, you’re able to simplify expense reporting and also ensure all transactions are accurately documented. In turn, streamlining how you reimburse expenses to your team. Unfortunately, Spendesk doesn’t support spend and reimbursements in currencies outside of USD, EUR, or GBP, meaning it isn’t aligned with global teams.
7. Brex
This is one of the best expense management software for US-focused companies. Its AI-powered assistant reviews your expenses and ensures it’s aligned with your spending policies. This prevents any overspending from occurring and ensures your team is on track to hit their objectives.
Additionally, Brez has powerful integration capabilities that allows businesses to sync their financial reporting to their expense management software. This reduces tedious, manual data entry and the risk of mistakes. Moreover, you’ll be able to identify opportunities to cut costs and have real-time visibility into your spending.
8. Paylocity
Paylocity is a popular choice for employers looking for a unified expense management solution with core HR functions. This platform provides expense tracking features that make it easy and quick for employees to submit expenses. With the mobile app, uploading receipts and submitting them for reimbursement speeds up the process and avoids delays from occurring.
Moreover, employers benefit from the visibility they gain from reporting tools and automatic approval workflows. Paylocity is well-suited for companies that want to centralize their business processes and combine finances with HR.
9. Zoho Expense
Zoho Expense can be the right solution if you are looking for an easy-to-use software that, at the same time, provides all the essential features to digitize the business expense management process.
The free plan already guarantees some basic features, such as scanning and archiving receipts, creating expense reports and reports, integration with accounting and exporting data in different formats.
Choosing the Best Expense Management Software
Knowing what platform to invest in can be confusing at first. But with our list of the best expense software on the market in 2025, you’ll be able to make a confident decision. Take into consideration the following when choosing an expense tool:
- Features: What features do they offer (receipt capture, automations, real-time notifications, etc.)?
- Cost savings: Will this platform provide me with meaningful and valuable information to help optimize my business costs?
- Usability: Is the interface easy to navigate? Will employees and managers both benefit?
- Integration: How well does it integrate with your other tools? Does it integrate with your accounting software
- Policy enforcement: Will you be able to customize spending limits? How will they be enforced?
Ensure you are investing in a solution that streamlines your financial processes and optimizes spending across teams. These solutions will make tracking and controlling your employee expenses easier so you can focus less on finances and more on making a strategic impact.
