For small businesses, managing expenses efficiently is essential to maintaining healthy cash flow and financial stability. However, traditional methods—such as spreadsheets and manual receipt tracking—are often time-consuming, prone to errors, and difficult to scale. As your businesses grows, you’ll quickly see the need for a smarter, automated solution.
Expense management software simplifies the process by automating expense tracking, streamlining approvals, and providing real-time insights into company spending. The right tool can save valuable time, reduce administrative burdens, and improve compliance, allowing you to focus on growth rather than paperwork.
In this article, we explore the best expense management solutions for small businesses, highlighting their key features, benefits, and potential drawbacks to help you find the perfect fit for your needs.
The 10 best expenses management software providers for small businesses in 2025 are:
Moss
Moss is a leading expense management platform that empowers small businesses to streamline their financial operations and close the books faster. With features like automated expense categorisation, receipt capture, and seamless integrations with accounting software, Moss eliminates the hassle of manual bookkeeping.
Designed to fit any business, Moss offers tailored workflows for corporate cards, employee reimbursements, and accounts payable, enabling real-time budget tracking and complete spend control. Built with robust security and compliance at its core, Moss ensures safe handling of your money and data. Trusted by finance teams across Europe, Moss simplifies expense management, enhances organisational accountability, and helps businesses achieve greater financial clarity.
Pros
- Receipt capture, pre-coded transactions, and accounting integrations drastically reduce manual work
- Tailored approval workflows, adaptable card limits, and flexible packages suit diverse business needs
- Budget insights and spend controls ensure complete visibility and prevent overspending
Cons
- Teams may need time to adapt to the platform’s more advanced features
- Some valuable features, like ERP integrations, require additional fees
- Limited scalability for large enterprises with complex financial ecosystems
Key Features
- Corporate Cards: Issue cards with customisable limits, real-time oversight, and spend-specific approval workflows.
- Receipt Management: Effortless receipt capture via app or email integrations, with automated compliance enforcement.
- Month-End Close: Pre-coded transactions and seamless accounting exports for faster financial reporting.
- Employee Reimbursements: Streamlined expense submissions with OCR technology and hassle-free payouts.
- Accounts Payable Automation: Invoice data extraction, supplier management, and one-click payments for AP efficiency.
- Custom Approval Workflows: Enforce tailored approval processes to control and authorise spending.
- Real-Time Budget Insights: Monitor subscriptions, marketing expenses, and project budgets in real time.
- Expense Accountability: Shared accountability through mandatory fields and collaborative spend management.
- Advanced Controlling Add-On: Enhanced financial oversight with budget tracking and flexible approvals.
- Two-Way Accounting Integrations: Native connections to popular accounting and ERP systems for reliable data synchronisation.
Airwallex
Airwallex simplifies global expense management for small businesses with an intuitive, end-to-end platform. It consolidates corporate card expenses, reimbursements, and approvals into one streamlined system. Employees can submit expenses on the go via the mobile app, while finance teams gain real-time visibility and control over spending across multiple entities.
With features like AI-powered receipt processing, multi-currency reimbursements, and seamless integrations with accounting platforms like Xero, QuickBooks, and Netsuite, Airwallex reduces manual processes and enhances compliance. Its flexible Borderless Cards eliminate surprise fees, empowering businesses to manage international expenses efficiently. Designed for both employees and administrators, Airwallex makes managing global expenses faster, smarter, and more transparent.
Pros
- Multi-currency reimbursements and Borderless Cards make it ideal for international businesses.
- OCR technology eliminates manual receipt processing, saving time and effort.
- Effortless syncing with leading accounting software simplifies reconciliation.
Cons
- Multi-layer approval workflows may require initial configuration effort
- Primarily optimised for global operations, with features that may be unnecessary for domestic businesses
- Potential additional costs for advanced features or integrations
Key Features
- Borderless Cards: Create multi-currency employee and company cards instantly, with real-time spending controls.
- Mobile Expense Submission: Employees can upload receipts and submit expenses via the Airwallex mobile app.
- Real-Time Visibility: Gain a complete overview of team spending and individual transactions from a single dashboard.
- AI-Powered Data Entry: Automatically extract receipt details using OCR technology, eliminating manual input.
- Global Reimbursements: Employees can submit expenses in multiple currencies and receive payouts to local bank accounts.
- Multi-Entity Management: Manage card expenses and reimbursements across multiple entities from one platform.
- Custom Approval Workflows: Define multi-layered approval processes based on spend thresholds and approvers.
- Expense Tracking: Automatically categorise and track employee expenses to prevent forgotten submissions.
- Accounting Integrations: Sync expenses seamlessly with platforms like Xero, Netsuite, and QuickBooks.
- Spend Limits and Controls: Set transaction and daily limits to ensure spending aligns with company budgets.
ExpenseIn
ExpenseIn is a comprehensive and user-friendly expense management solution designed to simplify expense tracking, approval, and reporting. Trusted by organisations such as Motorsport UK, Triathlon Ireland, and the Liberal Democrats, ExpenseIn replaces outdated spreadsheets with a modern, mobile-friendly system.
From real-time receipt scanning to automated policy enforcement, the platform empowers small businesses to save time, improve compliance, and make smarter financial decisions. Seamlessly integrating with tools like Xero, Sage, and TravelPerk, ExpenseIn streamlines workflows and ensures HMRC compliance, making it the go-to choice for growing small businesses.
Pros
- Intuitive, mobile-friendly interface with AI-powered receipt scanning
- Robust automation features, including policy enforcement and receipt verification
- Real-time reporting for smarter financial decision-making
Cons
- Limited customisation in pre-built report formats
- Advanced features like carbon reporting may require additional setup or training
Key Features
- Mobile Expense App: Submit expenses on the go with real-time receipt scanning
- Automated Policies: Reduce compliance issues with auto-flagged policy violations
- Real-Time Reporting: Gain actionable insights with real-time expense data and trend analysis
- Carbon Reporting: Track carbon emissions for travel and accommodation to support sustainability goals
- Corporate Card Reconciliation: Automatically match receipts to card transactions
- Integrations: Connect with platforms like Sage, Xero, and Allstar for seamless workflows
- Mileage and Emission Calculations: Automatically calculate accurate mileage and emissions for claims
- Flexible Approval Workflows: Set approval levels, limits, and conditions to suit business needs
- Automated Alerts: Notify managers of pending approvals and employees of claim statuses
- Custom Report Builder: Create tailored reports to meet unique business needs
Caxton
Caxton simplifies expense management for small and medium-sized enterprises (SMEs), combining 20 years of payments expertise with an all-in-one platform. Designed for growing businesses, Caxton offers a user-friendly mobile app and robust online platform to streamline expense tracking, eliminate manual processes, and ensure total visibility over company spending.
With features like virtual cards, real-time reporting, and integration with popular accounting software, Caxton empowers businesses to save time and reduce errors. Whether managing prepaid cards, connecting any card, or tracking multi-currency expenses, Caxton provides the tools SMEs need to regain control over finances efficiently and securely.
Pros
- Real-time visibility into company spending with easy integration into accounting software
- Flexible card options, including virtual cards and support for any card
- Automated expense reporting reduces manual work and saves time
Cons
- Limited advanced customisation options for large enterprises
- Virtual card feature currently best suited for one-time payments and subscriptions
Key Features
- All-in-One Platform: Manage expenses from prepaid, virtual, or personal cards seamlessly in one place
- Real-Time Expense Tracking: Monitor spending instantly via a secure online platform
- Virtual Cards: Generate unlimited virtual cards for subscriptions and one-time payments
- Accounting Software Integration: Sync with Sage, QuickBooks, Xero, and Netsuite for streamlined processes
- Automated Reporting: Automate expense reporting to save time and increase accuracy
- Multi-Currency Support: Use Sterling or multi-currency cards for international transactions
- Pre-Loaded Budgets: Control expenses with pre-set limits and real-time budget tracking
- Receipt Uploads: Capture receipts directly through the mobile app for reconciliation
- Dedicated Account Manager: Enjoy personalised support with a dedicated account manager
- Enhanced Security: Features like two-factor authentication, card freezing, and fraud prevention keep finances safe
Spendesk
Spendesk is a comprehensive expense management platform designed to help small businesses streamline financial operations. With a focus on automating workflows, Spendesk eliminates the need for paper expense reports, providing real-time visibility into team budgets and spending. Its intuitive platform allows businesses to process expense claims, reimburse employees instantly, and track all transactions through virtual and physical cards.
With features like pre-accounting automation, receipt collection, and integrations with accounting tools like Xero and QuickBooks, Spendesk reduces manual admin and ensures a clear audit trail. Trusted by thousands of companies, Spendesk helps businesses optimise their expense management process while giving finance teams complete oversight and control.
Pros
- Real-time visibility into spending with instant notifications
- Automated workflows save significant time on admin tasks
- Integration with leading accounting tools simplifies financial reporting
Cons
- Limited offline functionality for employees in remote areas
- Virtual card options may not suit all businesses’ payment preferences
- Customisation of approval policies can require setup time for new users
Key Features
- Real-Time Expense Tracking: Monitor spending and receive notifications instantly
- Automated Expense Reports: Eliminate manual data entry with pre-accounting automation
- Receipt Collection: Collect 98% of receipts on time with an easy mobile upload process
- Virtual & Physical Cards: Provide secure payment options for employees
- Team Budget Management: Set spending limits and manage budgets effectively
- Instant Reimbursements: Process out-of-pocket claims quickly without bank transfers
- Accounting Integrations: Sync seamlessly with QuickBooks, Xero, Sage, and ERPs
- Approval Workflows: Customisable approval processes ensure controlled spending
- Audit-Ready Records: Maintain a clear audit trail with automated data collection
- Fraud Prevention: Use single-use virtual cards and spending controls to reduce risks
Pleo
Pleo is a leading spend management platform designed to simplify expense tracking, reimbursements, and invoice processing for small businesses. With smart company cards, automated expense reports, and seamless accounting integrations, Pleo empowers teams to make purchases while giving finance teams complete oversight and control. The platform offers real-time insights, multi-entity management, and automated approval workflows, saving businesses hours of admin time.
With robust security and bank-level protection, Pleo ensures safe spending and compliance. Trusted by over 37,000 companies, Pleo helps businesses optimise their financial operations while reducing manual work and improving transparency. Whether it’s tracking subscriptions, setting spend limits, or integrating with Xero and QuickBooks, Pleo makes managing expenses effortless.
Pros
- Smart company cards for secure and flexible team spending
- Automated expense reporting saves time and reduces admin work
- Strong accounting integrations streamline financial processes
Cons
- May require initial setup and training for full customisation
- Approval workflows can be complex for businesses with many layers of management
- Some features may be limited based on pricing plans
Key Features
- Smart Company Cards: Physical, virtual, and vendor cards for safer spending
- Automated Expense Reports: Reduce manual entry with AI-driven automation
- Direct Reimbursements: Pay back employees quickly and efficiently
- Invoice Management: Capture, approve, and pay invoices seamlessly
- Multi-Entity Support: Manage expenses across multiple offices and entities
- Custom Spend Controls: Set limits, approval workflows, and budgets
- Real-Time Analytics: Gain deep insights into company spending patterns
- Subscription Tracking: Monitor recurring payments and avoid duplicate charges
- Accounting Integrations: Sync with Xero, QuickBooks, and other tools
- Bank-Level Security: Ensure safe transactions with robust compliance standards
Wallestar
Wallester Business is an all-in-one expense management solution designed to help small businesses streamline corporate spending. With real-time tracking, instant virtual card issuance, and shared access to company funds, Wallester ensures complete control over expenses while reducing administrative hassle. Businesses can set custom spending limits, manage multiple team members’ expenses, and gain deep insights into financial activity—all within a single, easy-to-use platform.
Advanced security features like 3D Secure 2.0 and instant transaction notifications keep company funds safe from fraud. Whether it’s business travel, fuel costs, media buying, or cash withdrawals, Wallester simplifies financial oversight and improves operational efficiency. Ideal for businesses of all sizes, Wallester Business makes corporate expense management seamless and stress-free.
Pros
- Instant virtual card issuance for immediate access to company funds
- Real-time expense tracking with custom budget controls
- Shared virtual cards for team projects and collaborative spending
Cons
- Cash withdrawals require manual receipt uploads for tracking
- Some features may require integration with existing finance tools
Key Features
- Instant Virtual Cards: Issue and use corporate cards in minutes
- Shared Card Access: Allow multiple employees to access the same card
- Real-Time Expense Tracking: Monitor all company spending in one dashboard
- Custom Spending Limits: Set daily, monthly, and category-specific budgets
- Multi-Level Security: 3D Secure 2.0 protection against fraud
- Instant Expense Notifications: Receive alerts for every transaction
- Cash Payment Support: Withdraw money and upload receipts easily
- Business Travel Management: Enable employees to spend worldwide hassle-free
- Online Media Buying: Manage ad campaigns with dedicated virtual cards
- Unified Expense Control: Oversee all spending types in a single system
SAP Concur
SAP Concur is a powerful expense management solution that helps small businesses automate expense tracking, enforce spending policies, and integrate financial data into one seamless platform. By digitising receipts, streamlining approvals, and eliminating manual data entry, Concur Expense reduces errors and ensures compliance. With over 700 integrations, businesses can connect Concur to ERP, CRM, HR, and accounting systems for a unified financial overview. Smart dashboards provide real-time insights, allowing companies to manage budgets effectively. Trusted by over 51,000 businesses, SAP Concur offers a scalable solution for expense automation, travel management, and invoice processing. Whether reimbursing employees faster or optimising cash flow, SAP Concur simplifies financial operations and improves decision-making for growing businesses.
Pros
- Automates expense tracking, approvals, and reimbursement
- Integrates with over 700 financial and accounting systems
- Provides real-time insights with smart dashboards and analytics
Cons
- Can be complex for small businesses with simple expense needs
- Customisation and integrations may require additional setup time
- Pricing varies and may be expensive for smaller teams
Key Features
- Automated Expense Processing: Capture, review, and approve expenses seamlessly
- Receipt Scanning & OCR: Digitally capture and process receipts automatically
- Policy Compliance Enforcement: Customise and enforce spending rules in real time
- Integration with Finance Systems: Connect with ERP, CRM, and accounting tools
- Advanced Reporting & Analytics: Access smart dashboards with spending insights
- Mobile Expense Submission: Employees can submit claims on the go via mobile
- Multi-Level Approval Workflows: Streamline approvals for faster reimbursements
- Fraud Detection & Auditing: Identify and prevent unauthorised expenses
- Corporate Travel Management: Manage travel bookings and related expenses
- Cloud-Based Accessibility: Access all expense data from anywhere, anytime
Expensify
Expensify is an intuitive expense management platform designed to simplify financial tracking for small businesses. With automated receipt scanning, seamless reimbursements, and powerful integrations, Expensify eliminates the hassle of manual expense reporting. Businesses can set spending rules, approve reports with a single click, and even issue corporate cards for streamlined transactions.
Supporting over 190 countries and integrating with 45+ accounting systems like QuickBooks, Xero, and NetSuite, Expensify adapts to your workflow effortlessly. Whether managing team expenses, handling invoices, or booking travel, Expensify offers an all-in-one solution that saves time and enhances financial visibility. Trusted by over 12 million users, it’s a powerful tool for businesses looking to optimise expense management without complexity.
Pros
- Automated receipt scanning and expense report generation
- Seamless integrations with major accounting and payroll software
- Fast global reimbursements in 190+ countries
Cons
- Some features require a paid plan, which may not suit very small teams
- Learning curve for businesses with complex approval processes
- Expensify Card’s cashback is only available for US purchases
Key Features
- Automated Expense Reports: Capture and categorise expenses with AI-powered receipt scanning
- Expensify Corporate Card: Track and manage expenses automatically with a smart business card
- Mobile Receipt Tracking: Snap a photo of receipts and auto-fill details
- Seamless Integrations: Connect with QuickBooks, NetSuite, Xero, Workday, and 40+ platforms
- Bill Pay Automation: Set up invoice approvals and automated payments
- Travel Management: Book flights and hotels directly within the platform
- Real-Time Chat & Support: Communicate with team members and manage finances via chat
- Multi-Currency Reimbursements: Pay employees in their local currency across 190+ countries
- Virtual Cards: Instantly generate virtual cards for online and remote purchases
- Policy & Budget Controls: Set category limits, enforce spending policies, and track budgets
Rydoo
Rydoo is a modern expense management solution designed to streamline expense tracking, approvals, and compliance for small businesses. With AI-driven automation, real-time visibility, and paperless workflows, Rydoo helps finance teams save time and gain better control over company spending.
Employees can submit expenses in just 10 seconds via the mobile app, while managers approve transactions instantly with a simple swipe. Supporting over 130 countries, Rydoo ensures local tax compliance, VAT recovery, and seamless integration with major accounting and ERP systems. Trusted by brands like Deloitte, Swiss, and Burger King, Rydoo enhances efficiency by up to 3x, allowing businesses to focus on growth instead of administrative tasks.
Pros
- AI-powered Smart Audit automatically detects and flags non-compliant expenses
- Real-time tracking and approvals simplify financial operations and reduce manual effort
- Fully paperless expensing ensures compliance and eliminates receipt storage
Cons
- Limited integrations compared to some competitors
- Advanced features available only in enterprise plans
- Initial setup may require policy customisation for optimal efficiency
Key Features
- Real-Time Expense Tracking: Submit expenses instantly with AI-powered OCR scanning
- Automated Approvals: Custom rules speed up approval for low-risk expenses
- AI-Powered Smart Audit: Detects and flags suspicious claims automatically
- Corporate Cards Integration: Matches transactions to expenses for accurate tracking
- Paperless Expensing: Digital workflows eliminate physical receipts
- VAT Recovery: Automate travel VAT reclaim with integrated tools
- Per Diem & Mileage Tracking: Auto-calculate allowances with Google Maps integration
- Customisable Policies: Set spending limits and automate approval workflows
- ERP & Accounting Integrations: Sync with Microsoft Dynamics, NetSuite, SAP, and more
- ESG & Carbon Reporting: Track travel expenses for sustainability compliance
FAQS
1. Why should small businesses invest in expense management software?
Manual expense tracking is time-consuming and error-prone. Expense management software automates processes like receipt tracking, approvals, and reporting, saving time, reducing costs, and ensuring financial control. Real-time visibility helps businesses make informed decisions and stay compliant with tax regulations.
2. What key features should a small business look for?
- Receipt scanning and OCR for quick and accurate expense capture
- Real-time approvals to streamline reimbursements
- Integration with accounting software for seamless financial management
- Fraud detection and compliance checks to prevent errors and ensure policy adherence
- Mileage tracking to simplify business travel expense claims
3. How does expense management software improve compliance?
It ensures tax compliance by automating calculations, applying correct per diem rates, and flagging non-compliant claims. It also helps maintain audit-ready records, prevents fraud with AI-driven checks, and supports regulatory requirements like GDPR and ISO standards.
4. What are the common drawbacks?
Some solutions can be costly, especially for very small businesses. Employees may need training to use all features effectively, and integration with existing accounting systems isn’t always seamless.
5. How do these solutions save businesses money?
Automation reduces administrative costs and processing time. AI-driven fraud detection prevents duplicate or non-compliant claims, while VAT reclaim features help recover eligible expenses. Real-time tracking enables better budgeting and financial planning.
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