Managing business expenses effectively can make or break your profitability. According to Intuit’s QuickBooks survey, 61% of small businesses worldwide struggle with cash flow issues every year. This makes having the right expense tracking tools non-negotiable.
The best apps not only simplify recording and categorising expenses but also help you stay tax-compliant and make informed financial decisions.
In this article, we explore the top expense tracking apps that can keep your business financially healthy and on track for growth.
See also: Apps And Platforms That Will Help You Put your Business Expenses Under Control
Key Takeaways
- Top expense tracking apps automate monitoring to prevent overspending, ensure accurate budgets, and maintain compliance.
- For freelancers, startups, or enterprises, using a reliable expense tracker is now essential, not optional.
- The best app should offer real-time syncing, multi-currency support, mobile access, and seamless accounting integration.
- Free expense tracking apps provide small businesses with an affordable way to improve financial management.
20 Top Expense Tracking Apps to Keep Your Business Profitable
Staying profitable starts with controlling your expenses. The right tools make this easier than ever.
Below, we highlight 20 top expense tracking apps designed to help businesses of all sizes monitor spending, manage budgets, and streamline financial reporting so you can focus on growth.
1. Expensify
Expensify is a leading expense management app trusted by businesses for its automation and ease of use.
It is designed to simplify expense reporting, receipt tracking, and reimbursements, making it ideal for companies with frequent travel and multiple team members.
Key Features
| Feature | Description |
|---|---|
| SmartScan Technology | Automatically scans receipts, extracts data, and categorises expenses without manual input. |
| Real-Time Expense Tracking | Syncs transactions from linked bank accounts and corporate cards instantly for accurate reporting. |
| Automated Approval Workflows | Streamlines expense approvals through custom rules and policies, reducing administrative workload. |
| Multi-Currency and Global Compliance | Handles expenses in multiple currencies and supports international tax regulations. |
| Accounting Software Integration | Seamlessly integrates with QuickBooks, Xero, NetSuite, and Sage for accurate bookkeeping. |
| Mileage and Time Tracking | Records mileage for business trips and logs billable hours for service-based businesses. |
| Advanced Analytics and Reporting | Generates custom reports, expense insights, and spending trends for informed decision-making. |
| Mobile App with Full Functionality | Offers complete expense reporting, receipt capture, and approval features on iOS and Android devices. |
Pricing
| Plan | Price |
| Free | $0/month |
| Collect | $5/month |
| Control | $9/month |
| Enterprise | Custom pricing |
Pros and Cons
| Pros | Cons |
|---|---|
| Cuts down on manual entry with SmartScan and auto-reporting. | Advanced features are only available on higher-tier plans. |
| Works with top accounting and HR platforms for easy syncing. | Some advanced settings require time to master. |
| Perfect for businesses with international transactions. | The free version lacks core tools like advanced reporting. |
| Great for companies with employee expense approvals and policies. | Requires a stable connection for syncing and real-time updates. |
| Complete functionality on mobile apps for on-the-go management. | Occasional inaccuracies when processing complex receipts. |
2. Zoho Expense
Zoho Expense is a robust expense management solution built for businesses that need advanced reporting, policy enforcement, and seamless automation.
It is part of the Zoho ecosystem, making it a great choice for businesses already using Zoho products.
Key Features
| Feature | Description |
|---|---|
| Policy Compliance Automation | Enforces company spending policies automatically to reduce errors and prevent fraudulent claims. |
| Multi-Level Approval Workflows | Allows hierarchical approval processes for better control and accountability. |
| Receipt Auto-Scanning | Uses OCR technology to extract details from uploaded receipts without manual input. |
| Corporate Card Reconciliation | Syncs with corporate credit cards for accurate tracking and reconciliation of transactions. |
| Multi-Currency & Global Tax Support | Handles expenses in multiple currencies and ensures compliance with international tax regulations like VAT and GST. |
| Integration with Zoho Suite & Others | Integrates seamlessly with Zoho Books, Zoho CRM, and third-party apps like QuickBooks and Slack. |
| Mileage Tracking with GPS | Calculates mileage expenses automatically using GPS-enabled tracking features. |
| Custom Analytics & Reporting | Generates detailed reports and insights for expense trends and budgeting decisions. |
Pricing
| Plan | Price |
| Free | $0/month |
| Basic | $0/month |
| Classic | $0/month |
| Premium | $490/year |
Pros and Cons
| Pros | Cons |
|---|---|
| Strong automation reduces manual work and speeds up reporting. | Advanced features are locked behind paid plans, limiting free users. |
| Excellent multi-currency and tax compliance support for global teams. | It can feel overwhelming to beginners unfamiliar with the Zoho ecosystem. |
| Seamless integrations with Zoho products and popular accounting tools. | The mobile app occasionally faces syncing delays affecting real-time tracking. |
| Highly customisable workflows and robust reporting capabilities for in-depth financial insights. | Customer support response time can be slow during peak hours, leading to delays in issue resolution. |
3. QuickBooks Online
QuickBooks Online is one of the most widely used accounting and expense tracking solutions, offering powerful automation, real-time financial insights, and integrations to help businesses of all sizes manage expenses efficiently.
QuickBooks Online also supports multi-user collaboration, connects to bank feeds, and helps with real-time expense tracking. Its user interface is clean and suitable for both new entrepreneurs and experienced finance professionals.
Key Features
| Feature | Description |
|---|---|
| Automated Expense Categorisation | Automatically categorises transactions from bank and credit card feeds to save time and reduce errors. |
| Real-Time Bank Feed Sync | Connects with bank accounts to provide real-time expense and income tracking for accurate financial data. |
| Receipt Capture and Storage | Allows users to upload and store receipts, which are matched to transactions automatically. |
| Invoicing and Payment Integration | Sends professional invoices and tracks payments while managing expenses within the same dashboard. |
| Multi-Currency Support | Handles transactions in multiple currencies, ideal for businesses with international clients. |
| Robust Financial Reporting | Provides comprehensive profit and loss statements, cash flow reports, and expense analysis for better decisions. |
| Integration with Apps | Integrates with hundreds of third-party apps, including PayPal, Shopify, and CRM tools for streamlined operations. |
| Mobile App Access | Offers full mobile access for expense entry, invoice creation, and on-the-go financial monitoring. |
Pricing
| Plan | Price |
| Simple Start | $25/month |
| Essentials | $40/month |
| Plus | $70/month |
| Advanced | $150/month |
Pros and Cons
| Pros | Cons |
|---|---|
| Highly automated expense categorisation and real-time syncing save significant time for businesses. | Subscription cost can be expensive for small businesses with advanced features requiring higher plans. |
| Strong reporting and analytics provide clear visibility into financial health and cash flow trends. | The initial setup and learning curve can be challenging for users unfamiliar with accounting software. |
| Seamless integrations with payment gateways, e-commerce, and third-party apps simplify workflows. | Customer support wait times and response quality can be inconsistent according to user feedback. |
| Mobile app functionality ensures complete financial management on the go. | Limited inventory and advanced feature options in lower-tier plans may require additional subscriptions. |
4. Xero Expenses
Xero Expenses is a powerful expense management tool within the Xero accounting ecosystem, designed to streamline expense reporting, track employee spending, and provide real-time insights for businesses.
It is commonly considered one of the top expense tracking apps thanks to its reliable automation, mobile usability, and compatibility with various business sizes.
Key Features
| Feature | Description |
|---|---|
| Real-Time Expense Tracking | Provides instant expense updates synced with the main Xero accounting platform for accurate financial records. |
| Receipt Capture and Digital Storage | Allows users to snap photos of receipts and upload them for secure, cloud-based storage and categorisation. |
| Employee Expense Claims Management | Enables employees to submit claims with digital receipts for faster reimbursements and approvals. |
| Mileage Tracking | Tracks mileage and automatically calculates travel reimbursements for business trips using built-in GPS. |
| Multi-Currency Support | Handles expenses in multiple currencies with automatic exchange rate updates for global businesses. |
| Integration with Xero Accounting | Seamlessly integrates with Xero’s core accounting tools for consolidated reporting and financial oversight. |
| Advanced Analytics and Reporting | Generates detailed expense reports and spending insights to aid budgeting and financial decision-making. |
| Mobile App Accessibility | Offers a feature-rich mobile app for submitting claims, uploading receipts, and monitoring expenses on the go. |
Pricing
| Plan | Price |
| Starter | $2.90/month |
| Standard | $4.60/month |
| Premium | $6.90/month |
Pros and Cons
| Pros | Cons |
|---|---|
| Seamless integration with Xero accounting software ensures real-time syncing of expense data. | Requires an active Xero subscription, which increases the overall cost for businesses only needing expense tools. |
| Intuitive mobile app for easy expense submission and receipt tracking anytime, anywhere. | Some advanced reporting and analytics features are limited compared to dedicated expense management platforms. |
| Multi-currency support makes it ideal for international teams and businesses with global transactions. | Users report occasional syncing delays when uploading receipts through the mobile app. |
| Streamlined employee reimbursement process reduces delays and improves workflow efficiency. | Limited functionality for businesses not using the wider Xero ecosystem, reducing its standalone appeal. |
5. Dext
Dext (formerly Receipt Bank) is a leading expense management and bookkeeping automation tool designed to simplify data entry, streamline workflows, and provide real-time insights for businesses and accountants.
Dext is a popular option among those searching for apps to track business expenses with detailed analytics and easy-to-use mobile tools. Though not free, its time-saving capabilities justify its cost.
Key Features
| Feature | Description |
|---|---|
| Automated Data Extraction | Uses OCR and AI to capture data from receipts, invoices, and bank statements with high accuracy. |
| Real-Time Expense Processing | Instantly processes uploaded documents and categorises them for immediate review and approval. |
| Integration with Accounting Software | Integrates seamlessly with platforms like Xero, QuickBooks, and Sage for a smooth financial workflow. |
| Multi-User Collaboration | Allows multiple users to upload, review, and approve expenses, ideal for teams and accountants. |
| Multi-Currency Support | Handles expenses in various currencies with automatic conversion for global businesses. |
| Secure Cloud Storage | Stores receipts and financial documents in the cloud for easy access and compliance. |
| Mobile App Access | Enables on-the-go expense capture and upload through a dedicated mobile application. |
| Advanced Analytics and Reporting | Provides insights on spending trends, vendor performance, and financial patterns for informed decision-making. |
Pricing
| Plan | Price |
| Business Plus | $30/month |
| Premium | $60/month |
| Custom | Based on volume/users |
Pros and Cons
| Pros | Cons |
|---|---|
| High accuracy in data extraction reduces manual entry and human error, saving time for finance teams. | Subscription cost can be high for small businesses with limited accounting needs. |
| Strong integrations with major accounting software ensure a seamless end-to-end bookkeeping process. | Steep learning curve for beginners unfamiliar with bookkeeping automation tools. |
| Multi-user access makes it an excellent choice for accountants managing multiple clients and large teams. | Advanced features and automation tools are only available in higher-tier plans. |
| Reliable cloud storage ensures secure access to financial documents anytime, anywhere. | Occasional delays in processing bulk uploads during peak periods can disrupt workflow efficiency. |
6. Wave Accounting
Wave Accounting is a free, user-friendly financial management tool ideal for freelancers and small businesses. It offers core accounting and expense tracking features without subscription fees.
Though it lacks some of the robust features found in paid solutions, Wave’s simple UI and accessible dashboards make it a go-to among apps to track business expenses.
It is ideal for those who want a cost-effective way to manage spending without compromising on essential functions.
Key Features
| Feature | Description |
|---|---|
| Free Accounting Platform | Provides full-featured accounting tools for free, making it accessible for small businesses and startups. |
| Expense Tracking | Automatically tracks and categorises expenses from connected bank and credit card accounts. |
| Receipt Scanning | Allows users to upload and match receipts to transactions for better record-keeping and audit compliance. |
| Integrated Invoicing | Creates and sends invoices, tracks payments, and links them to expense reports for accurate accounting. |
| Bank Reconciliation | Syncs with bank accounts to ensure financial data accuracy and reduces manual reconciliation work. |
| Multi-Currency Support | Supports multiple currencies for businesses dealing with international clients or vendors. |
| Financial Reporting | Generates balance sheets, profit and loss statements, and cash flow reports to monitor business health. |
| Mobile App Access | Offers mobile functionality for expense entry, receipt upload, and invoice management on the go. |
Pricing
| Plan | Price |
| Starter | $0/month |
| Pro | $170/year |
Pros and Cons
| Pros | Cons |
|---|---|
| Free to use, making it an excellent choice for freelancers and small businesses with limited budgets. | Lacks advanced features like payroll in some regions, which limits scalability for growing businesses. |
| Simple, intuitive interface makes it easy for beginners to manage finances without prior accounting knowledge. | Customer support options are limited compared to paid competitors, which can be challenging for troubleshooting. |
| Integration of invoicing and accounting simplifies managing payments and expenses in one platform. | Mobile app functionality is limited compared to the desktop version, affecting advanced on-the-go operations. |
| Provides robust reporting tools and automatic bank feeds for accurate expense tracking. | Lacks advanced automation features and deep integrations offered by premium tools like QuickBooks or Xero. |
7. FreshBooks
FreshBooks is a popular cloud-based accounting and expense tracking tool designed for freelancers, small businesses, and service-based companies.
It simplifies invoicing, time tracking, and expense management with automation and an intuitive interface.
Key Features
| Feature | Description |
|---|---|
| Automated Expense Tracking | Automatically tracks and categorises expenses, reducing manual entry and saving time. |
| Receipt Capture | Allows users to snap and upload receipts for secure, cloud-based storage linked to transactions. |
| Invoicing and Billing | Creates professional invoices, sends payment reminders, and allows online payments through multiple gateways. |
| Time Tracking | Integrated time-tracking feature for billing clients accurately on projects and services. |
| Multi-Currency Support | Handles transactions in multiple currencies, ideal for businesses with international clients. |
| Double-Entry Accounting | Provides advanced accounting features such as balance sheets, profit and loss, and bank reconciliation for accuracy. |
| Reporting and Analytics | Generates detailed financial reports, including tax summaries, to support decision-making and compliance. |
| Mobile App Access | Offers a feature-rich mobile app for invoicing, expense capture, and on-the-go financial management. |
Pricing
| Plan | Price |
| Premium | $11/month |
| Advanced | $20/month |
| Payroll | $40/month |
Pros and Cons
| Pros | Cons |
|---|---|
| Easy-to-use interface ideal for freelancers and small businesses without prior accounting knowledge. | Higher pricing compared to some competitors for advanced features and multiple team members. |
| Strong invoicing and time-tracking capabilities streamline billing for service-based businesses. | Limited inventory management features make it less suitable for product-heavy businesses. |
| Mobile app ensures expense tracking and invoicing can be done anytime, anywhere. | Integrations are solid but fewer compared to platforms like QuickBooks or Xero. |
| Detailed reporting tools simplify tax preparation and provide financial clarity for businesses. | Automation is strong, but project management features are limited compared to dedicated tools. |
8. Mint
Mint is a free personal finance and budgeting tool that doubles as an excellent expense tracker for freelancers and small businesses, offering easy-to-use features for managing spending, setting budgets, and monitoring financial health.
While Mint lacks dedicated business features like approval workflows or invoice tracking, it is still useful for keeping an eye on your company’s financial health. It ranks as a convenient expense tracking app for those just starting out.
Key Features
| Feature | Description |
|---|---|
| Free Expense Tracking | Provides free tools to monitor spending and track transactions from linked accounts in real time. |
| Budgeting Tools | Allows users to set budgets, get alerts when nearing limits, and analyse spending categories. |
| Bill Tracking | Keeps track of bills and due dates to avoid missed payments and late fees. |
| Goal Setting | Enables users to create financial goals and monitor progress through intuitive dashboards. |
| Credit Score Monitoring | Offers free credit score checks and personalised tips to improve credit health. |
| Multi-Account Syncing | Connects with bank accounts, credit cards, and investment accounts for a complete financial picture. |
| Alerts and Notifications | Sends alerts for unusual spending, budget limits, and bill reminders to prevent overspending. |
| Mobile App Accessibility | Offers an intuitive mobile app for managing expenses and budgets on the go. |
Pricing
| Plan | Price |
| Free | $0/month |
| Premium | $330/month |
Pros and Cons
| Pros | Cons |
|---|---|
| Completely free to use, making it ideal for freelancers and small businesses on a budget. | Primarily designed for personal finance, so it lacks advanced business-focused features. |
| Easy-to-use interface with visual dashboards simplifies financial tracking for beginners. | Contains ads and promotional offers for financial products, which can be distracting. |
| Provides credit score monitoring alongside expense tracking for holistic financial health. | Limited customer support options compared to premium accounting tools. |
| Mobile app offers convenient access to budgeting and expense tracking on the go. | No invoicing or payroll features, making it unsuitable for growing businesses with more complex needs. |
9. Rydoo
Rydoo is a modern expense management solution designed for businesses of all sizes, focusing on real-time expense tracking, travel integration, and compliance for global teams.
Rydoo integrates with ERPs, payroll systems, and major accounting software, making it highly scalable. It is ideal for companies dealing with high volumes of travel-related claims and international vendors.
Key Features
| Feature | Description |
|---|---|
| Real-Time Expense Tracking | Captures and processes expenses instantly for accurate and timely reporting. |
| Receipt Scanning with OCR | Uses optical character recognition to extract data from receipts for fast categorisation and storage. |
| Travel Integration | Combines travel booking and expense management into a single platform for streamlined processes. |
| Mileage Tracking | Calculates and logs mileage expenses automatically for business trips. |
| Multi-Currency and Global Tax Compliance | Supports multiple currencies and adheres to global tax and per diem regulations for international operations. |
| Corporate Card Integration | Syncs with company credit cards to automate expense reporting and reconciliation. |
| Policy Control and Approval Workflows | Applies company expense policies and routes approvals through custom workflows for compliance and accountability. |
| Mobile App with Full Functionality | Offers a complete mobile solution for receipt capture, approvals, and real-time expense monitoring on the go. |
Pricing
| Plan | Price |
| Essentials | $10/month |
| Pro | $12/month |
| Business | Custom pricing |
Pros and Cons
| Pros | Cons |
|---|---|
| Strong travel integration makes it ideal for companies with frequent employee travel needs. | Pricing can be high for small businesses as advanced features are offered in premium plans. |
| Real-time expense reporting improves visibility and speeds up reimbursements significantly. | Initial setup and configuration of policies can be time-consuming for first-time users. |
| Global tax compliance and multi-currency support make it perfect for international teams. | Limited accounting software integrations compared to tools like QuickBooks or Zoho Expense. |
| User-friendly mobile app ensures expense submission and approvals can be done on the go. | Customer support response times can be slower during peak hours, according to user reviews. |
See also: 15 Best Bookkeeping Software for Small Businesses to Track Cash Flow – A Complete Guide
10. SAP Concur
SAP Concur is an enterprise-grade expense management and travel solution that automates the entire expense process, ensuring compliance, visibility, and control for large organisations with complex needs.
Its comprehensive reporting, fraud detection, and auditing capabilities make it invaluable for CFOs and finance teams. For companies in the U.S, it is frequently recommended as one of the best expense tracking apps to use.
Key Features
| Feature | Description |
|---|---|
| Automated Expense Reporting | Streamlines expense creation, submission, and approval processes, reducing manual work and errors. |
| Integrated Travel Booking | Combines travel reservations and expense management into one platform for seamless expense control. |
| Receipt Capture and Storage | Uses OCR technology to digitise receipts and automatically match them to expense reports for audit compliance. |
| Corporate Card Integration | Syncs with corporate credit cards for accurate expense tracking and quick reconciliation of transactions. |
| Policy Enforcement and Compliance Monitoring | Ensures adherence to company expense policies and regulatory requirements globally. |
| Advanced Analytics and Reporting | Provides real-time insights into spending patterns and employee compliance for better financial planning. |
| Multi-Currency and Global Tax Handling | Supports global operations by managing expenses in multiple currencies and complying with tax regulations across countries. |
| Mobile App for Travel and Expense | Allows users to manage expenses, upload receipts, and approve claims anytime via a powerful mobile application. |
Pricing
SAP Concur’s pricing is customised based on a company’s specific needs, including the number of users and required features. While there is no free version, a free trial is offered. SAP Concur is a SaaS solution that provides travel and expense management services.
Pros and Cons
| Pros | Cons |
|---|---|
| Enterprise-grade solution with advanced compliance and global tax management capabilities. | Pricing is on the higher end, making it less affordable for small to mid-sized businesses. |
| Deep integration with corporate systems and major accounting tools enhances workflow efficiency. | Complex setup and configuration require significant time and IT resources for implementation. |
| Excellent for managing both travel and expenses in one unified platform. | Mobile app usability, while strong, can feel overwhelming due to the number of features and settings. |
| Robust analytics and reporting provide valuable insights for strategic cost control. | Customer support response time can be slow for non-premium service levels, according to enterprise users. |
11. Certify
Certify is an expense management software designed to simplify expense reporting, automate approvals, and streamline compliance for businesses of all sizes. It is widely used by organisations with frequent travel and large expense volumes.
The system supports complex approval layers, expense policies, and mobile reporting. Many corporate clients revert to Certify because of its strong analytics and integration with financial ERP systems.
Key Features
| Feature | Description |
|---|---|
| Automated Expense Reporting | Creates and submits expense reports automatically using uploaded receipts and transactions. |
| Receipt Capture with OCR | Allows users to photograph receipts and extract details using optical character recognition for quick categorisation. |
| Corporate Card Integration | Syncs with company credit cards to track and reconcile expenses in real time. |
| Policy Enforcement and Compliance | Applies organisational expense policies automatically to maintain compliance and reduce errors. |
| Travel Booking Integration | Integrates travel management with expense reporting for seamless business travel tracking. |
| Advanced Reporting and Analytics | Provides detailed reports and dashboards to monitor spending patterns and identify cost-saving opportunities. |
| Multi-Currency Support | Handles global transactions with real-time currency conversions for international business operations. |
| Mobile App with Full Functionality | Enables expense submission, receipt upload, and approvals on the go through a dedicated mobile app. |
Pricing
| Plan | Price |
| Starter | $0/month |
| Advanced | Custom pricing |
| Premium | Custom pricing |
Pros and Cons
| Pros | Cons |
|---|---|
| User-friendly interface and intuitive automation features reduce the burden of manual expense reporting. | Pricing is higher than some competitors’, making it less ideal for small businesses on a tight budget. |
| Strong integration with travel booking and corporate card systems ensures smooth financial workflows. | Setup and onboarding can be time-consuming for companies without dedicated IT or finance teams. |
| Comprehensive compliance features help organisations adhere to internal policies and regulatory standards. | Reporting features, while robust, may require training for full utilisation by finance teams. |
| A reliable mobile app allows quick expense submissions and real-time approvals for employees on the move. | Customer support response times can vary, with slower responses during peak usage periods. |
12. Ramp
Ramp is a modern corporate card and expense management platform built to help businesses automate expense tracking, control spending, and optimise financial operations.
It is designed for companies that prioritise cost-saving insights and robust automation.
Key Features
| Feature | Description |
|---|---|
| Corporate Card with Automated Expense Tracking | Offers corporate cards that automatically categorise expenses and sync with accounting systems in real time. |
| Automated Receipt Matching | Matches receipts to transactions using AI, reducing manual entry and ensuring compliance. |
| Spend Controls and Policy Enforcement | Allows businesses to set limits, block vendors, and enforce policies automatically for better budget control. |
| Real-Time Analytics and Reporting | Provides detailed spending insights, vendor-level analysis, and cost-saving recommendations for finance teams. |
| Integration with Accounting Platforms | Integrates seamlessly with QuickBooks, Xero, NetSuite, and other popular financial tools for streamlined workflows. |
| Multi-User Access and Role Management | Supports multiple team members with defined roles and permissions for secure collaboration. |
| Automated Bill Payments | Simplifies vendor payments with ACH transfers and automated scheduling. |
| Mobile App for Expense Management | Enables employees to upload receipts, monitor spending, and manage approvals directly from their mobile devices. |
Pricing
| Plan | Price |
| Standard | $0/month |
| Premium | Negotiated for large enterprises |
| Custom | Tailored pricing for high volume users |
Pros and Cons
| Pros | Cons |
|---|---|
| Provides unlimited 1.5% cashback on all purchases, adding a financial benefit beyond expense management. | Currently only available to U.S.-based businesses, limiting global accessibility. |
| Strong automation capabilities reduce manual work, improving efficiency for finance teams and employees alike. | Limited advanced travel management features compared to platforms like SAP Concur or Rydoo. |
| Real-time reporting and cost-saving insights help businesses optimise spending across all departments. | Requires a credit check and certain financial requirements for businesses to qualify for the Ramp corporate card. |
| Seamless integration with major accounting systems simplifies reconciliation and financial management. | It may not be suitable for very small businesses that do not use corporate cards or require minimal expense tracking. |
13. Zoho Books
Zoho Books is a robust online accounting platform that offers comprehensive financial management, including invoicing, expense tracking, inventory, and tax compliance. It is ideal for small to medium-sized businesses looking for a cost-effective yet feature-rich solution.
For many SMEs, it is one of the best expense tracking apps, especially because it supports sales tax, US bank syncing, and IRS reporting standards.
Key Features
| Feature | Description |
|---|---|
| Automated Expense Tracking | Tracks expenses automatically by importing bank feeds and categorising transactions accurately. |
| Receipt Upload and Management | Allows users to upload, store, and link receipts to transactions for audit-ready expense records. |
| Invoicing and Payment Integration | Creates professional invoices, enables recurring billing, and integrates with multiple payment gateways for smooth operations. |
| Multi-Currency and Multi-Language Support | Handles international clients with built-in exchange rates and multilingual invoicing capabilities. |
| Inventory Management | Tracks stock levels, manages orders, and automates inventory adjustments alongside expense tracking. |
| Tax Compliance and Reporting | Supports VAT/GST compliance and generates tax-ready financial reports for businesses across different regions. |
| Third-Party Integrations | Connects with Zoho apps and external platforms like PayPal, Stripe, and G Suite for complete workflow automation. |
| Mobile App for Complete Financial Control | Provides mobile access for invoicing, expense entry, and transaction monitoring anytime, anywhere. |
Pricing
| Plan | Price |
| Free | $0/month |
| Standard | $14month |
| Professional | $23/month |
| Enterprise | $40/month |
| Ultimate | $52/month |
Pros and Cons
| Pros | Cons |
|---|---|
| Affordable pricing with extensive features makes it a strong alternative to costlier platforms like QuickBooks. | Payroll management is limited in some regions, requiring additional third-party tools for full HR solutions. |
| Deep integration with the Zoho ecosystem and external apps provides a unified experience for growing businesses. | The advanced feature set may feel overwhelming for freelancers or very small businesses. |
| Strong tax compliance tools and multi-currency support make it ideal for international operations. | Lacks some advanced project management features compared to all-in-one business platforms. |
| Highly rated mobile app allows on-the-go financial tracking and invoicing for added convenience. | Learning curve for new users unfamiliar with accounting systems may require initial training. |
14. Bill.com
Bill.com is a leading accounts payable and expense management solution that automates invoice processing, approvals, and payments. It is ideal for small to medium-sized businesses seeking streamlined workflows for bills and vendor management.
Its ability to automate invoice approval flows, sync with accounting software, and handle large volumes of documentation makes it one of the top expense tracking apps for finance-heavy industries like manufacturing or logistics.
Key Features
| Feature | Description |
|---|---|
| Automated Accounts Payable | Automates invoice capture, approval workflows, and payment scheduling to reduce manual processing. |
| Receipt and Invoice Capture | Uses OCR technology to extract details from uploaded receipts and invoices for faster categorisation. |
| Vendor Management | Maintains a database of vendors, supports digital payments, and provides status tracking for bills and reimbursements. |
| Multi-Approval Workflows | Enables businesses to create custom approval workflows for improved control and compliance. |
| Integration with Accounting Software | Integrates with platforms like QuickBooks, Xero, Oracle NetSuite, and Sage for seamless data syncing. |
| Multi-Currency Payments | Handles cross-border transactions in multiple currencies for businesses with international operations. |
| Secure Cloud Storage | Stores all invoices, receipts, and related financial documents securely in the cloud for easy access and compliance. |
| Mobile App for AP Automation | Provides mobile functionality for invoice approvals, payment processing, and expense submission on the go. |
Pricing
| Plan | Price |
| Essentials | $45/month |
| Team | $55/month |
| Corporate | $79/month |
| Enterprise | Custom pricing |
Pros and Cons
| Pros | Cons |
|---|---|
| Automates complex accounts payable processes, saving time and reducing manual errors for finance teams. | Pricing structure can be costly for small businesses that only need basic expense tracking features. |
| Strong integrations with popular accounting systems ensure data accuracy and streamlined workflows. | Limited expense reporting and budgeting tools compared to comprehensive expense management platforms. |
| Multi-currency support makes it ideal for companies managing international vendors and payments. | Requires thorough onboarding to fully utilise advanced automation and workflow features. |
| Mobile app allows executives and finance teams to approve and manage payments while away from the office. | Customer support response times can be slow for non-premium subscribers during high-demand periods. |
15. Divvy
Divvy is a free expense management and corporate card platform that helps businesses control spending, automate expense tracking, and improve budgeting with real-time insights.
With its built-in spend controls, Divvy is not just a tracker but also a proactive budgeting tool. Its clean dashboard and fast onboarding process have earned it a place among the best, particularly for teams that want oversight and scalability.
Key Features
| Feature | Description |
|---|---|
| Corporate Card with Real-Time Tracking | It issues virtual and physical corporate cards that track expenses automatically for better visibility and control. |
| Budgeting and Spend Limits | Allows businesses to set budgets and enforce spend limits at the card level, ensuring compliance and preventing overspending. |
| Receipt Capture and Auto-Matching | Enables users to upload receipts via the mobile app, which are automatically matched to transactions for accurate reporting. |
| Automated Expense Reporting | Creates expense reports automatically, eliminating manual processes for employees and finance teams. |
| Vendor and Subscription Management | Tracks vendor expenses and recurring subscriptions to reduce wasteful spending and identify optimisation opportunities. |
| Integration with Accounting Systems | Connects with major accounting software like QuickBooks, Xero, and NetSuite for streamlined reconciliation. |
| Mobile App with Full Control | Offers complete mobile functionality, including card management, budget tracking, and receipt submission on the go. |
| Real-Time Analytics and Insights | Provides detailed dashboards showing spending patterns to support data-driven financial decisions. |
Pricing
Divvy does offer paid plans for advanced features. Currently, these include the ‘Divvy Pro’ plan at $5 per month, and the ‘Divvy Enterprise’ plan, priced on a quote basis.
These plans include additional features like custom fields, enhanced support, training, and integration services.
Pros and Cons
| Pros | Cons |
|---|---|
| Free to use with no subscription fees, making it highly cost-effective for businesses of all sizes. | Currently available only to U.S.-based businesses, limiting its global accessibility. |
| Real-time tracking and budget controls help prevent overspending and improve financial discipline. | Requires qualifying for Divvy’s credit-based corporate card, which may be a barrier for some small businesses. |
| Seamless integration with popular accounting tools reduces manual reconciliation and improves accuracy. | Lacks advanced travel management features available in enterprise-grade solutions like SAP Concur. |
| Strong reporting and analytics features provide insights to help optimise company spending and manage vendors. | Support options can be limited during high-demand periods, leading to potential delays in resolving issues. |
16. Pleo
Pleo is a smart business spending solution offering prepaid cards and automated expense management tools for companies of all sizes. It simplifies employee expense reporting and provides real-time visibility into company spending.
It categorises expenses, flags duplicates, and lets managers pre-set limits. Teams can scan receipts using the mobile app, making Pleo a smart option for businesses that reimburse staff or want to cut out manual reporting.
Key Features
| Feature | Description |
|---|---|
| Prepaid Company Cards | It issues physical and virtual cards for employees, linked to real-time expense tracking for controlled spending. |
| Automated Expense Categorisation | Uses AI to automatically categorise transactions and match them to receipts for accurate bookkeeping. |
| Receipt Capture and Mobile Upload | Allows employees to snap and upload receipts via the Pleo mobile app immediately after purchases. |
| Custom Spending Limits | Businesses can set individual or team-based card limits to maintain strict control over budgets. |
| Real-Time Spending Dashboard | Provides instant insights into company-wide spending patterns for better financial planning. |
| Integration with Accounting Software | Connects with major platforms like Xero, QuickBooks, and Sage for seamless reconciliation and reporting. |
| Multi-Currency Support | Handles transactions in multiple currencies, making it ideal for businesses with global operations. |
| Mobile App for On-the-Go Management | Offers full functionality on mobile devices for card management, receipt uploads, and expense approvals. |
Pricing
| Plan | Price |
| Starter | $0/month |
| Essential | $45/month |
| Enterprise | Custom pricing |
Pros and Cons
| Pros | Cons |
|---|---|
| Streamlines company spending with prepaid cards and real-time tracking to reduce manual reporting. | Pricing may be high for very small businesses compared to free alternatives like Divvy or Wave. |
| AI-powered categorisation and receipt matching save time and minimise human error in expense reporting. | Currently available in selected regions (mainly Europe), limiting global accessibility for some businesses. |
| Strong integration with leading accounting tools improves workflow efficiency and reduces reconciliation errors. | Does not include advanced travel management features compared to enterprise solutions like SAP Concur or Rydoo. |
| Flexible spending controls and clear visibility help businesses enforce policies and prevent overspending. | Customer support can experience delays during peak periods, as reported by some users. |
17. Expensya
Expensya is an advanced expense tracking tool designed for businesses that need automation, compliance, and scalability.
It uses AI-driven features to simplify expense reporting, approval workflows, and policy enforcement.
Key Features
| Feature | Description |
|---|---|
| AI-Powered Receipt Scanning | Automatically extracts data from receipts using OCR and AI, eliminating manual entry. |
| Automated Approval Workflows | Enables custom approval chains for faster processing and compliance with internal policies. |
| Policy Compliance Automation | Applies company expense policies automatically to ensure accurate and compliant submissions. |
| Multi-Currency and Multi-Language Support | Handles global transactions in multiple currencies and languages, making it ideal for international teams. |
| Corporate Card Reconciliation | Integrates with corporate credit cards to sync and categorise transactions in real time. |
| Advanced Reporting and Analytics | Generates detailed reports with spending insights, enabling better financial planning and cost control. |
| Travel and Mileage Management | Tracks business trips and mileage automatically for accurate reimbursement calculations. |
| Cloud-Based Mobile App | Provides full mobile functionality for receipt uploads, expense submissions, and approval management on the go. |
Pricing
| Plan | Price |
| Essential | $6/month |
| Pro | $10/month |
| Enterprise | Custom pricing |
Pros and Cons
| Pros | Cons |
|---|---|
| AI-driven automation reduces time spent on manual data entry and enhances accuracy. | Pricing is higher than some competitors, making it better suited for mid-sized to large businesses. |
| Multi-currency and language support make it perfect for multinational companies. | Requires initial training and onboarding for teams to leverage its advanced features effectively. |
| Offers strong compliance and policy enforcement, reducing errors and fraudulent claims. | Customer support can experience slower response times in high-demand periods. |
| Robust analytics and reporting tools help finance teams identify trends and make data-driven decisions. | Lacks integrated travel booking compared to platforms like Rydoo or SAP Concur. |
18. Veryfi
Veryfi is a cutting-edge expense management and data automation platform powered by AI and OCR technology, designed for businesses that need real-time expense tracking, secure data processing, and fast integrations with accounting software.
Veryfi stands out for its privacy-first approach. For businesses with sensitive expense info, Veryfi is a standout among the top expense tracking apps.
Key Features
| Feature | Description |
|---|---|
| AI-Driven OCR Technology | Instantly extracts structured data from receipts, bills, and invoices without human intervention. |
| Real-Time Expense Tracking | Captures and processes expenses as they occur, ensuring up-to-date financial records for better control. |
| Multi-Currency and Multi-Language Support | Supports global businesses with seamless currency conversion and multilingual capabilities. |
| Secure Cloud-Based Platform | Offers encrypted storage and compliance with GDPR, HIPAA, and SOC 2 standards for data security. |
| Accounting Software Integration | Integrates with QuickBooks, Xero, FreshBooks, and other popular platforms to streamline bookkeeping workflows. |
| Mileage and Time Tracking | Automates mileage tracking and time logs for accurate reimbursements and billing. |
| API for Developers | Provides API access for custom integrations with enterprise systems, ensuring scalability and flexibility. |
| Mobile App for On-the-Go Expense Management | Allows users to snap receipts, upload documents, and monitor expenses in real time from their mobile devices. |
Pricing
| Plan | Price |
| Starter | $15/month |
| Growth | $50/month |
| Enterprise | Custom |
Pros and Cons
| Pros | Cons |
|---|---|
| Extremely fast and accurate OCR powered by AI eliminates manual data entry, saving time for finance teams. | Pricing is on the higher side compared to basic expense tracking apps, which may not suit small businesses. |
| Strong compliance and data security features make it ideal for regulated industries like healthcare and finance. | Some advanced integrations require technical expertise or developer involvement. |
| Real-time tracking and robust API support enable seamless automation and scalability for enterprises. | Limited built-in travel booking features compared to competitors like Rydoo or SAP Concur. |
| Provides multi-language and multi-currency support, making it suitable for global organisations. | May have a learning curve for businesses not familiar with API-based custom integrations. |
19. Kashoo
Kashoo is a simple yet powerful online accounting and expense tracking solution designed for small businesses and freelancers. It offers automated bookkeeping, invoicing, and real-time financial insights in an easy-to-use interface.
If you are seeking free expense tracking apps with optional upgrades, Kashoo’s starter version is ideal. It might not suit complex teams, but it is perfect for individual entrepreneurs looking for an expense tracking app in their early stages of growth.
Key Features
| Feature | Description |
|---|---|
| Automated Expense Tracking | Categorises expenses automatically and imports transactions from connected bank accounts for accurate financial records. |
| Smart Receipt Management | Allows users to snap and upload receipts, linking them to corresponding transactions for compliance and audits. |
| Real-Time Bank Reconciliation | Syncs with bank feeds to reconcile accounts instantly and ensure accurate reporting. |
| Simple Invoicing and Payment Integration | Creates professional invoices, sends reminders, and integrates with payment gateways for seamless billing. |
| Multi-Currency Support | Handles expenses and invoicing in different currencies for international clients. |
| Advanced Reporting and Tax Preparation | Generates income statements, expense reports, and tax-ready documents to simplify compliance. |
| Mobile App Accessibility | Provides on-the-go access for expense entry, invoicing, and financial monitoring via an intuitive mobile app. |
| Integration with Accounting Systems | Works with payment processors like Stripe and integrates basic accounting functions in one platform. |
Pricing
| Plan | Price |
| Truly Small Invoicing | $8.99/month |
| Truly Small Accounting | $20/month |
| Kashoo | $30/month |
Pros and Cons
| Pros | Cons |
|---|---|
| Affordable pricing and user-friendly design make it ideal for small businesses and freelancers. | Lacks advanced automation and workflow tools compared to enterprise-grade expense management platforms. |
| Offers built-in invoicing and payment options, reducing the need for third-party billing software. | Limited third-party integrations compared to competitors like QuickBooks or Zoho Books. |
| Provides multi-currency support, which is rare for tools at its price point. | Reporting features are basic and less customisable for businesses needing deep analytics. |
| Real-time bank reconciliation improves accuracy and reduces manual bookkeeping tasks. | Does not include advanced project or inventory management features, limiting scalability. |
20. Bonsai
Bonsai is an all-in-one business management platform tailored for freelancers and small businesses, offering tools for expense tracking, invoicing, contracts, and project management.
It simplifies financial workflows by integrating multiple features into one solution.
Key Features
| Feature | Description |
|---|---|
| Expense Tracking and Categorisation | Automatically tracks expenses and categorises them for better financial organisation and tax preparation. |
| Integrated Invoicing | Creates professional invoices and connects expenses directly to client projects for accurate billing. |
| Contract and Proposal Management | Includes legally vetted contract templates and proposal tools for service-based businesses. |
| Time Tracking and Project Management | Tracks billable hours and integrates with projects for seamless expense-to-invoice conversion. |
| Tax Compliance and Reporting | Generates tax-ready financial reports to simplify filing for freelancers and small businesses. |
| Payment Processing | Accepts payments through multiple gateways including credit cards and ACH transfers. |
| Multi-Currency Support | Handles invoices and expenses in multiple currencies for businesses working with global clients. |
| Mobile App for Complete Workflow Management | Provides full mobile functionality for tracking expenses, managing contracts, and invoicing on the go. |
Pricing
| Plan | Price |
| Basic | $9/month |
| Essential | $19/month |
| Premium | $29/month |
| Elite | $49/month |
Pros and Cons
| Pros | Cons |
|---|---|
| Combines expense tracking, invoicing, contracts, and project management in one platform, reducing the need for multiple tools. | Pricing can be higher compared to standalone expense tracking apps, especially for freelancers just starting out. |
| User-friendly design makes it ideal for freelancers and small teams looking for simplicity and efficiency. | Limited accounting features compared to tools like QuickBooks or Zoho Books. |
| Strong contract and legal compliance tools provide added value beyond expense management. | Customisation options for advanced financial reporting are limited. |
| Mobile app offers convenience for on-the-go expense and project management. | Lacks deep inventory management or enterprise-level features for scaling businesses. |
See also: 15 Best Accounting Software for Small Businesses to Track Business Cash Flow
Tips for Getting the Most from Your Expense Tracking App
An expense tracking app can only deliver its full value if you use it strategically. Beyond installation, businesses should adopt best practices that ensure accurate data, streamlined processes, and compliance.
The following tips will help you unlock the full potential of your expense tracking solution.
| Tip | Why It Matters |
|---|---|
| Train Your Team | Proper training ensures employees use the app correctly, reducing errors and speeding up expense submissions. |
| Regularly Reconcile Accounts | Frequent reconciliation keeps financial records accurate, prevents discrepancies, and simplifies tax preparation. |
| Set Spending Policies In-App | Built-in controls enforce budgets and prevent overspending or fraudulent claims automatically. |
| Enable Real-Time Notifications | Alerts on approvals, budget thresholds, and unusual spending improve visibility and control. |
| Leverage Automated Workflows | Automating approvals and expense categorisation reduces manual work and speeds up reimbursement cycles. |
| Integrate with Accounting Software | Syncing your app with accounting tools ensures seamless data flow and accurate financial reporting. |
| Use Mobile Features | Encourage employees to capture receipts and submit expenses on the go to avoid delays and missing documents. |
| Monitor Reports and Analytics | Regularly review expense reports to identify trends, cut unnecessary costs, and improve forecasting accuracy. |
| Assign Role-Based Permissions | Define user roles to maintain security and accountability within the expense management system. |
| Update and Review Policies Regularly | Keep policies aligned with evolving business needs and adjust app settings to reflect changes in spending limits. |
See also: 10 Productivity Apps For Small Business Owners to Boost Efficiency
Common Mistakes to Avoid When Using an Expense Tracking App
Even the best expense tracking apps cannot save your business from financial pitfalls if they are not used correctly.
Here are the most common mistakes companies make, and how you can avoid them.
| Mistake | Why It Is a Problem | How to Avoid It |
|---|---|---|
| Ignoring App Updates | Outdated apps can lead to security risks and reduced functionality. | Enable auto-updates to ensure you always have the latest features and security patches. |
| Not Integrating with Accounting Software | Leads to duplicate work, data errors, and poor financial visibility. | Connect your app with your accounting platform for seamless syncing and accuracy. |
| Poor Expense Categorisation | Misclassification can distort reports and make tax filing harder. | Set clear category rules in-app and review them regularly for accuracy. |
| Delaying Receipt Uploads | Waiting to upload receipts increases the risk of lost documentation and inaccurate reporting. | Encourage employees to upload receipts immediately using mobile capture. |
| Skipping Employee Training | Lack of training results in errors, delays, and incomplete expense reports. | Provide onboarding sessions and resources so employees understand the app’s key features. |
| Ignoring Spending Policy Enforcement | Leads to overspending and policy violations that can affect profitability. | Use built-in policy settings and approval workflows to maintain compliance automatically. |
| Not Reviewing Reports Regularly | Missing anomalies and overspending until it’s too late reduces financial control. | Schedule monthly report reviews to spot irregularities and optimise budgets. |
| Overlooking Data Security Settings | Inadequate access control can result in fraud or data breaches. | Assign role-based permissions and enable two-factor authentication for added security. |
| Relying Only on Default Settings | Default configurations may not align with your business’s specific needs. | Customise the app settings, categories, and workflows to suit your company policies and objectives. |
| Failing to Leverage Automation Features | Manual processes defeat the purpose of using the app and waste time. | Activate auto-categorisation, real-time notifications, and approval workflows to maximise efficiency. |
Conclusion
Choosing the right expense tracking app can transform how your business manages finances, saving time, reducing errors, and ensuring compliance.
If you are a freelancer or a large enterprise, the tools listed above provide options to fit every need and budget. Start small, set clear policies, and leverage automation to keep your business profitable and financially healthy.
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Frequently Asked Questions (FAQs)
What are the top expense tracking apps for businesses?
The top expense tracking apps include Expensify, QuickBooks, Zoho Expense, FreshBooks, and Rydoo, among others.
These platforms offer smart automation, mobile access, and seamless integrations that help businesses stay on top of their finances and boost profitability.
Why should businesses use expense tracking apps?
Expense tracking apps simplify financial record-keeping, reduce human errors, and offer insights into spending habits. They are essential tools for budgeting, tax preparation, compliance, and improving financial health.
What features should I look for in the best business expense tracker app?
The best business expense tracker app should offer receipt scanning, automated categorisation, mileage tracking, real-time reporting, and integration with accounting systems like Xero or QuickBooks.
Are free expense tracking apps reliable for startups?
Yes, free expense tracking apps can be quite reliable for small businesses or startups. Apps like Wave and Zoho Expense’s free tier provide basic but functional tools to help you manage and monitor business expenses efficiently.
How do expense tracking apps integrate with accounting software?
Most expense tracking apps integrate directly with accounting platforms such as Xero, Sage, or QuickBooks. This ensures that expense data flows seamlessly into your books, reducing manual entry and errors.
Can I use these apps to track personal and business expenses separately?
Many apps support multi-account management, allowing you to distinguish between personal and business expenses. This is ideal for sole proprietors or entrepreneurs juggling both.
How often should I update or audit my expense tracking processes?
You should review your expense tracking system quarterly to ensure it is still meeting your business goals. Regular audits help catch inefficiencies and fraudulent activities early.
Can I export expense data for tax purposes or external reporting?
Most expense tracking apps allow you to export expense reports in CSV, PDF, or Excel formats, ideal for tax preparation or investor reporting.
What mobile platforms do these apps support?
Nearly all the leading apps support both iOS and Android devices, allowing users to upload receipts, log mileage, and approve expenses on the go.
Is it possible to switch from one expense tracking app to another without losing data?
Yes. Most platforms offer data import/export functions. It’s important to back up your data, understand the migration process, and verify compatibility with your new app before making the switch.
