5 Expense Management Software Tools That Actually Save You Time (Not Just Money)

Let's be real for a second: tracking expenses manually sucks.

Between lost receipts, delayed reimbursements, and that one employee who still submits crumpled paper from three months ago, managing business expenses can feel like herding cats. And if you're still using spreadsheets? You're probably spending hours each week on tasks that modern software could handle in minutes.

The adoption rate of expense management software has remained relatively stagnant since 2021, with between 39% and 47% of companies using these tools. But here's the kicker: one-third of businesses still use some combination of manual processes, such as spreadsheets or paper receipt tracking.

That's insane when you consider the alternatives available today.

The right expense management software doesn't just track spending—it automates approval workflows, flags policy violations in real-time, integrates seamlessly with your accounting system, and gives finance teams the visibility they desperately need. We're talking about tools that can reduce processing time by 75% while catching errors that would otherwise slip through the cracks.

But here's where things get interesting: you don't need to drop five figures on enterprise software to get these benefits. The market has evolved way beyond SAP Concur and Expensify (though they're solid options). Today, we're exploring five expense management tools that punch above their weight class—including some under-the-radar options that larger companies might really want on their radar.

Before we dive into specific tools, let's talk about what actually matters when choosing expense management software.

Businesses use expense management software to process, pay, and audit employee-initiated expenses to streamline the expense reimbursement and reconciliation process. But the best platforms go way beyond basic functionality.

Receipt capture should be effortless—think snap-a-photo-and-done, not scan-upload-pray-it-works. By automating the workflow, it eliminates the need for manual paperwork, allowing users to upload, track, and submit expense receipts with ease.

Real-time visibility into spending patterns isn't just nice to have; it's essential for maintaining control over your budget. Expense management software allows administrators to have complete visibility of and track employees' corporate expenses, analyze overall expenses, identify cost-saving opportunities, and control excessive spending.

Integration capabilities can make or break your experience. Your expense tool needs to play nicely with your existing accounting software, ERP systems, and corporate cards—otherwise, you're just creating another data silo.

This software automates several of the steps involved in the tracking, reporting, and submitting of expenses, which reduces the amount of human involvement and reduces common errors that are committed by humans.

When employees can submit expenses via text message in 30 seconds instead of filling out forms for 30 minutes, everyone wins. When approval workflows happen automatically based on pre-set rules instead of sitting in someone's inbox for weeks, your cash flow improves. When receipts automatically match to credit card transactions without manual reconciliation, your finance team can focus on strategic work instead of data entry.

That's the promise. Now let's see which tools actually deliver.

If you haven't heard of Rydoo, you're not alone—but that's exactly what makes it interesting. While everyone's fighting over Expensify and Concur, Rydoo is an AI-powered expense management solution that gives finance teams complete control over all employee spending, trusted by +1 million users.

The real differentiator here is how Rydoo handles international operations. If your team operates across multiple countries (or you're planning to scale globally), Rydoo's multi-currency support and VAT/GST handling are chef's kiss.

Employees can submit expenses on the go in seconds through the mobile app, while automated policy checks, fraud detection, and AI-powered insights ensure compliance and improve efficiency. The fraud detection piece is particularly clutch—it flags suspicious patterns before they become expensive problems.

With 35+ integrations, Rydoo connects seamlessly with HR, Finance, and ERP systems. This means your expense data flows directly into NetSuite, QuickBooks, Xero, or whatever accounting software you're running—no CSV exports, no manual imports, no headaches.

Perfect for:

• Mid-sized companies (50-500 employees) with international operations

• Teams tired of clunky enterprise software but needing enterprise-level features

• Finance leaders who want AI-driven insights without a PhD in data science

Pricing: Contact for custom pricing (typically volume-based)

Here's a tool that deserves way more attention than it gets. Webexpenses provides a complete spend management solution, combining integrated Expense Cards with intuitive automation software trusted by 2,000+ finance teams.

What sets Webexpenses apart? Their thorough digital audit process flags errors and potential fraud before approval, ensuring policy compliance and maximising tax reclaims.

This isn't just "we'll send you an alert" protection—it's proactive enforcement that stops non-compliant spending before it happens. Control company spending with proactive policies on cards and gain real-time visibility with live transaction feeds.

Unlike some competitors that require you to switch to their proprietary cards, Webexpenses works with your existing card providers while offering their own expense cards for additional control. The platform automates the entire expense process—from card purchases and out-of-pocket claims to reimbursement—minimising errors and saving time.

Every transaction is archived for a reliable audit trail. If you work in a regulated industry or just want to sleep better during audit season, this feature alone could justify the investment.

• Compliance-heavy industries (healthcare, finance, government contractors)

• UK-based companies needing robust VAT handling

• Organizations that have experienced fraud issues in the past

Pricing: Contact for custom quotes based on user count and card requirements

This is where things get really interesting. Sage Expense Management (formerly Fyle) is an AI-powered expense management software that automates the process of tracking business expenses, reconciling credit card spend, and ending manual work for employees and finance teams.

Here's what makes Sage different: Employees can text, email, or submit receipts from everyday apps, and their AI instantly scans and extracts the data. No special app required. No "please install our software" emails. Just text a photo of your receipt and move on with your life.

Just snap a photo of your receipt and text it to Sage Expense Management. They'll automatically match it to the right business credit card transaction as soon as the spend data comes in.

Sage Expense Management also integrates directly with all major card networks to bring real-time feeds on your existing credit cards - giving you instant visibility over employee card spend. This means you don't have to wait until the end of the month to see what's happening with company spending.

Sage Expense Management's biggest differentiator is their integration with major card networks, bringing real time purchase alerts to business credit cards you already use - no switching required. This ease of use, combined with an intuitive design that employees love, results in higher adoption and efficiency.

Every customer gets a dedicated account manager to guide your team through a smooth setup and training process. They provide 24/7 support with a first response time of under 30 minutes.

When was the last time you got that level of support from any software vendor?

• Small to mid-market companies looking for adoption-friendly tools

• Teams that travel frequently and need mobile-first solutions

• Organizations using existing corporate cards (Amex, Chase, etc.)

Pricing: Growth plan starts at $11.99 per active user/month; Business plan at $14.99 per active user/month (billed annually)

Zoho Expense is one of the top expense reporting softwares that enables organizations to automate everything from receipt submission to accounting. But here's the thing: it's also ridiculously affordable.

Zoho Expense offers a free forever plan for up to three users, providing basic expense management features like receipt storage and mileage expenses, as well as accounting software integrations.

Let that sink in: free. Forever. For three users. With integrations.

If you're already using Zoho CRM, Zoho Books, or any other Zoho products, this is a no-brainer. The ecosystem integration is seamless, and you get volume discounts when bundling services.

But even if you're not in the Zoho universe, the platform plays nicely with other tools. It integrates with QuickBooks, PayPal, Stripe, and other common business software.

Zoho Expense offers a free plan with mobile expense tracking, which is ideal for teams on the move. The app allows you to scan receipts and log expenses directly. This feature supports real-time expense tracking.

• Startups and very small businesses (under 10 employees)

• Companies already using other Zoho products

• Teams prioritizing affordability without sacrificing features

Pricing: Free for 3 users; Standard plan starts around $3/user/month; Premium options available for larger teams

Airbase unifies three systems: accounts payable, an advanced corporate credit card system, and an expense management system. Airbase simplifies all non-payroll spend control and reporting with automated accounting and approval workflows.

Most expense tools focus on after-the-fact expense reporting. Airbase flips the script by giving you control over spending before it happens. Think of it as expense management meets spend management meets accounts payable—all in one platform.

Accommodates for complex approval workflows, which is crucial for companies with multiple departments, projects, or cost centers that need different approval chains.

Need to give your marketing team a budget for Facebook ads without issuing them a corporate card? Airbase lets you create virtual cards with specific spending limits, expiration dates, and merchant restrictions. When the campaign ends, you close the card. No awkward conversations about returning company cards.

This easily makes Airbase one of the best expense management software out there for SMBs. It's sophisticated enough to handle complex workflows but not so enterprise-y that you need a full-time admin just to manage the platform.

• Fast-growing companies (20-200 employees) that need scalable solutions

• Teams managing multiple vendors and contractor payments

• Organizations wanting unified visibility across all non-payroll spending

Pricing: Contact for pricing (typically based on user count and card volume)

Listen, all five of these tools are solid. But the "best" one depends entirely on your specific situation.

1. What's your team size?

• Under 10 employees? → Zoho Expense's free tier is perfect

• 20-200 employees? → Look at Sage or Airbase

• International team? → Rydoo handles multi-currency like a boss

2. What's your biggest pain point?

• Compliance and fraud? → Webexpenses

• Employee adoption? → Sage (that text-to-submit feature is chef's kiss)

• Scattered spending across vendors? → Airbase's unified platform

3. What's your current tech stack? If you're deep in the Zoho ecosystem, Zoho Expense is obvious. Running on NetSuite? Make sure your chosen tool integrates properly (most do, but verify).

Companies should make sure to demo all of the products that end up on their short list. During demos, buyers should ask specific questions related to the functionalities they care most about.

Don't just watch the vendor's canned presentation. Bring actual receipts, test the mobile app with your own phone, and see how long it really takes to submit an expense report.

The fanciest software in the world is useless if your team won't use it. The employees and managers who will be using this software must be involved in the selection process. Every business is different and the users are most likely in the best position to offer an educated opinion.

Get input from the people who will actually be submitting expenses—not just the CFO who approved the budget.

Let's talk numbers for a second.

Expense management software streamlines the reporting and approval process, which allows companies to easily track employee expenses. This in turn allows organizations to ensure that they are getting the best value from their travel and employee-related expenses.

But beyond the obvious cost savings, think about the time you're reclaiming. If your finance team spends 10 hours per week on expense processing, and you cut that by 75%, you just freed up 30+ hours per month. What could your team do with an extra 30 hours?

Strategic planning. Forecasting. Actually analyzing spending patterns instead of just recording them. You know, the stuff that finance people went to school for.

Here's the truth: expense management will never be the most exciting part of running a business. But it can stop being a soul-crushing time suck.

The tools we've covered—Rydoo, Webexpenses, Sage Expense Management, Zoho Expense, and Airbase—represent different approaches to solving the same fundamental problem: making it easier to track where money goes without drowning in paperwork.

Rydoo excels for international teams needing sophisticated features. Webexpenses brings unmatched compliance controls. Sage makes submission so easy employees might actually do it on time. Zoho Expense delivers incredible value for bootstrapped startups. Airbase unifies your entire spend ecosystem.

Which one's right for you? That depends on your team size, pain points, and growth trajectory. But here's what I know for sure: continuing to manage expenses with spreadsheets and shoebox receipts isn't a strategy—it's just expensive procrastination.

The market has evolved beyond the usual suspects everyone talks about. These five tools prove you don't need to choose between affordability, features, and ease of use. You can have all three.

So take the demos. Ask tough questions. Get your team involved in the decision. And for the love of all that's holy, stop making your employees staple paper receipts to forms in 2025.

Your finance team will thank you. Your employees will thank you. And your bottom line? Yeah, that'll thank you too.