5 Best HR Spend Management Platforms in 2025

Organizing and tracking business expenses is time-consuming. Managers and HR professionals are spending valuable time inputting numbers into different spreadsheets, making calculations, and, worst of all, making data entry mistakes when doing these processes manually. In a recent study, 38% of “large” companies still manually report their business expenses. Given the advancements in technology, companies should invest in the best HR spend management software to reduce their workload and increase their accuracy. Employers who opt to use a spend management software solution will enhance their efficiency and speed up the process through automation.

In this article, we outline the 5 best HR spend management platforms in 2025. These platforms help you control and manage your company’s spending, especially if you’re looking to gain visibility, automate repetitive tasks, and create expense reports to gather valuable insights.

Top 5 Spend Management Platforms

With so many options on the market today, it can be difficult to know which option is right for your team. Here, we have the highlights of the best HR spend management tools in 2025 to make it easier for you.

• Factorial: An all-in-one platform that combines HR and finance tools to make one centralized suite for all things business-related.
• Expensify: A popular spend management software solution that helps companies manage expenses, track spending, and automate expense reports
• SAP Concur: A comprehensive spend management platform that offers a range of tools and features to streamline financial operations and improve spend management.
• Zoho Expense: A powerful spend management system that provides real-time visibility into spend data, automates approval workflows, and optimizes procurement processes.
• Brex: A spend management platform that offers corporate cards, virtual cards, and a mobile app to streamline employee expenses and track company spending.

1. Factorial

Factorial offers more than spend management tools – it’s an all-in-one business management platform. You can manage and automate your core HR processes, plus finances such as company spending, from one tool. With Factorial, you can simplify your expense management through its reporting (real-time data), mobile app (to always stay connected), and customization abilities (control your workflow). Ultimately, Factorial saves your team time and helps you gain greater control on your company spending. It centralizes all your expenses for easy accessibility to review receipts and invoices.

• Automate approval workflows: Create custom policies and approval workflows based on departments, teams, or amounts.
• Digitize receipts: Employees can scan receipts from their mobile devices. The system automatically extracts key data to save time (and errors).
• Connects with accounting: Export expense data directly to your ERP or accounting software.
• Grant autonomy without losing control: Teams can easily report their expenses, but always within your defined criteria. Ultimately, making them responsible for reporting their spending while you have the final chance to review and approve.
• Automatically sync expenses with payroll: Seamlessly, reimburse your team through payroll. Pay back approved expenses by adding them to their payslip for effortless reimbursements.

Additional features:

• URSSAF-certified for legally compliant digital archiving
• Intuitive interface available on mobile (iOS/Android) and web
• GDPR-compliant with secure data hosting
• Custom setup based on your company’s internal policies

See why 13,000+ businesses chose Factorial to manage time, people, and money → Start your free trial of Factorial today!

Expensify

Expensify is one of the most popular tools globally. With this platform, you can scan receipts, create reports, and automatically manage reimbursements. Ideal for teams on the go, as they have a very intuitive mobile app. In addition to receipt management, Expensify includes flight alerts, delay notifications, and automatic mileage tracking via GPS (with user consent).

Key features:

• Automate approval rules and notifications
• Generate custom reports by industry
• Some advanced features are only available on premium plans

SAP Concur

SAP Concur was designed to help larger organizations manage expenses without complicated workflows or complex processes. This includes travel expenses, team budgets, and invoices. Additionally, SAP Concur offers end-to-end automation, from booking business trips to submitting receipts and categorizing expenses. Making this platform ideal for enterprises that need to track travel expenses and typically have complicated workflows.

Key features:

• Full travel and expense automation with corporate travel booking integration
• Mobile receipt capture and OCR-based data extraction
• Highly robust without feeling overwhelming for smaller teams.

Zoho Expense

Zoho Expense is another module within the Zoho ecosystem. It is a flexible and affordable spend management software solution, particularly for SMBs. It simplifies your expense processes from receipt tracking to approval workflows. Additionally, you have to the option to connect your expense with other Zoho modules, including Zoho People and Zoho Projects. Unfortunately, combining each aspect of your business comes at an additional cost, which may not be ideal for companies on a tight budget.

Key features:

• Per diem automation
• Easy integration with accounting software (Zoho Books, QuickBooks, and Xero)
• Advanced reporting and multi-currency support for global teams

Brex

Brex allows businesses to manage all their finances in one platform- from spending, accounting, banking, to expenses. It’s well-suited for startups and fast-growing teams looking to manage their financial processes more efficiently. Brex automates expense tracking at the point of purchase, helping teams stay on top of budgets without the manual work.

Key features:

• Offers employee corporate cards with built-in expense rules
• Real-time syncing and automated receipt matching
• Powerful integrations

Comparison of the Best Spend Management Platforms in 2025

Benefits of Spend Management Platform

Utilizing a top spend management platform provides various benefits for your business. Here are the key benefits:

• Save time: Processing a single report can drop from 30 minutes to just seconds.
• Ease of use: Smart scanning means no manual tasks to input piles of receipts and invoices.
• Completely digitized process: This means full visibility into your costs, budgets, and overall company expenses.
• Better organization: Real-time dashboards provide visibility and control over budgets.
• Fewer errors: Automation reduces data entry mistakes and ensures compliance with URSSAF limits.
• Cost savings: Increase in productivity, fewer internal resources used, and easy to detect any potential fraud.
• Legal compliance: A complete spend management solution ensures your team is legally compliant and adhering to all regulations.

7 Tips for Choosing the Right Spend Management Solution

1. Identify your needs
   Assess your sector, company size, and volume of expenses. Survey your team and define must-have features.
2. Focus on features
   Look for:
   • OCR scanning
   • Mobile access
   • Custom approval workflows
   • Accounting integration
   • Real-time dashboards
   • Multi-currency support
3. Choose mobility
   A good app must work anywhere, even offline, and sync automatically when back online.
4. Look for customization
   Each company has unique policies. Choose an app that lets you tailor reimbursement limits, expense categories, and approval flows.
5. Opt for usability
   The interface should be intuitive and quick to navigate. Avoid tools that require heavy onboarding.
6. Ensure legal compliance
   The app must:
   • Comply with URSSAF thresholds
   • Archive with legal timestamp and e-signature
   • Store receipts for 5 years
   • Meet GDPR requirements

🚀 Factorial is URSSAF-certified, meaning clients no longer need to store paper receipts.

7. Check the price
   Free versions may suffice for small teams. But investing in a well-featured tool with a good ROI is often the better choice.

Choosing the right spend management solution is a strategic move that can dramatically boost productivity. Stay ahead of the curve by digitizing and automating your expense management. That way, you save time and effort while increasing productivity. By implementing a comprehensive tool to simplify your expense management, you can make informed decisions to drive business growth. With the right platform, like Factorial, you can reduce costs, improve financial reporting, and centralize your HR and expenses in one, unified software.

➡️ Book a demo with Factorial

FAQ​

What are the URSSAF reimbursement limits?
They vary by expense type (meals, lodging, travel) and are updated annually. Exceeding them may trigger social contributions.

How do I scan receipts effectively?
Take the photo on a flat, well-lit surface. Use an app with OCR to extract key info automatically.

What if I lose a receipt?
Without proof, reimbursement can be denied or treated as taxable income. That’s why mobile scanning is essential.

Can I use the app while traveling abroad?
Yes. Most apps offer offline access and support multi-currency entries.

What is a user-friendly business spend management platform?

Factorial is a user-friendly business spend management software that also includes features to automate your HR processes. Its all-in-one platform combines HR and finances together so you can effectively manage your business through one, unified tool.

How does Factorial help you manage expenses more efficiently?

At Factorial, we offer an integrated solution that lets you manage expenses, vacation time, payroll, and more, all in one place. Our system lets you scan receipts from your mobile device, configure approval policies, and easily export data to keep your accounting records up to date. Everything is designed to simplify your life, not complicate it.