The best business expense tracking apps and tools of 2025
- Overview of best expense trackers for business
- A closer look at the best business expense tracking apps
- What is expense tracking?
- How to choose a business expense tracker
- Automate expense tracking with Ramp
Regularly monitoring your business expenses helps set accurate budgets, maximize tax deductions, and curb out-of-policy spending. That's why robust expense management software is essential.
Sure, you may be able to get away with manual expense tracking, especially as a small business owner or startup. But as you grow, using the best expense management software to track spending automatically will make your life a whole lot easier.
In this article, we take a deeper dive into some of the most popular expense tracking apps available today, including Zoho Expense, Expensify, SAP Concur, FreshBooks, and our own Ramp. But before we get started, let’s clarify what it means to track business expenses and what the general process looks like.
Overview of best expense trackers for business
Here are our top choices for the best expense trackers available today, selected on key factors like features, integrations, ease of use, pricing, and more:
Software comparison
- Customizable spend controls: Ramp’s corporate cards let you set specific spend limits and rules for each card.
- Automated expense reporting: Automatically captures and categorizes expenses, reducing manual work.
- Real-time spend tracking: View expenses as they happen for better decision-making.
- Seamless integrations: Works with tools like QuickBooks, Slack, NetSuite, and Excel.
- Easy receipt capture: Snap a photo—OCR technology matches it to transactions.
Starting at
Free
Additional pricing tiers
$15 per user/mo. for Ramp Plus. Enterprise pricing available.
Promotion
Unlimited free tier
Availability
Web, iOS, Android
Zoho Expense- Integrated expense management system: Track, manage, and report business expenses in one place.
- Corporate card reconciliation: Integrates with Visa, Mastercard, and Amex corporate cards.
- SmartScan receipt capture: Automatically extracts data from uploaded receipts.
- Customizable approval workflows: Set up multi-level review and approval.
- Multi-currency support: Auto-converts and manages expenses in different currencies.
Starting at
$0 for up to 3 users and 20 scans/mo.
Additional pricing tiers
$5 per user/mo. for Standard, $9 per user/mo. for Premium
Promotion
Free tier with seat and usage limits
Availability
Web, iOS, iPadOS, Apple Watch, Android, Desktop
Expensify- Global currency support: Automatically converts and tracks multi-currency expenses.
- Flexible approval workflows: Build multi-tier approval systems.
- Mobile accessibility: Capture receipts and approve reports from your phone.
- Automated expense reports: Generate reports with a few clicks.
- Corporate card integration: Sync with credit cards for easy reconciliation.
Starting at
$0 for individuals
Additional pricing tiers
$5 per user/mo. for Collect, $9 per user/mo. for Control, up to $36/user/mo. for higher-tier plans
Promotion
Free for individuals
Availability
Web, iOS, Android
SAP Concur Expense- Corporate card integration: Automatically sync and reconcile card transactions.
- Comprehensive expense tools: Supports tracking, reporting, approval, and auditing.
- Mobile access: Book travel, capture receipts, and manage expenses from your phone.
- Automated workflow approvals: Speeds up reimbursement processes.
- Real-time spend visibility: Dashboards and insights across departments.
Starting at
Not publicly available
Additional pricing tiers
All pricing is quote-based
Promotion
15-day trial
Availability
Web, iOS, iPadOS, Android
FreshBooks- Automated invoicing: Send and manage invoices effortlessly.
- Receipt storage: Store receipts in the cloud for easy access.
- Expense categorization: Auto-categorize and track spending.
- Time tracking and reporting: Ideal for billing clients.
- Integrations: Works with banks, PayPal, G Suite, and more.
Starting at
$19/mo. for Lite
Additional pricing tiers
Plus ($33/mo.), Premium ($60/mo.), Select (quote-based)
Promotion
30-day free trial
Availability
Web, iOS, Android
A closer look at the best business expense tracking apps
1. Ramp
G2: 4.8 | Capterra: 4.9
Ramp is an all-in-one expense management platform with integrated corporate cards. Its user-friendly web and mobile applications help automate expense tracking with the power of AI. Ramp integrates seamlessly with your tech stack, including popular accounting platforms like Xero, QuickBooks, NetSuite, and Sage Intacct. Some of Ramp’s features include:
- AI-powered receipt capture: Ramp's mobile app lets your employees upload receipts using their smartphone cameras and automatically matches the expense with predefined business expense categories
- Automated expense categorization: Ramp automatically categorizes receipts, making expense reporting and reimbursements fast and easy
- Bank integrations: Ramp has 60+ bank integrations, allowing you to manage all your bank accounts from one centralized platform
- Real-time spend reporting: Ramp's expense management platform lets you see all your business's expenses in a single dashboard, simplifying financial reporting
- Intelligent recommendations: Ramp Intelligence provides actionable insights related to your expenses, like alerting you to overpriced vendors and duplicate subscriptions
Pricing: Ramp offers an unlimited free tier with access to its most powerful expense management features, including expense tracking, reporting, and reimbursements. For even more control, you can upgrade to Ramp Plus for $15 per user per month. Ramp also offers enterprise pricing on request—just reach out for a quote.
Ready to take control of your finances?
Learn about Ramp’s pricing plans and start saving today.
2. Zoho Expense
G2: 4.5 | Capterra: 4.6
Zoho Expense is another popular business expense tracker, with cloud-based applications available on web, mobile, and desktop. Zoho Expense can also integrate seamlessly with Zoho's dedicated accounting software. Its features include:
- Cash advances: Zoho’s platform allows employees to request cash advances ahead of work trips or upcoming expenses
- Delegation: Allows users to delegate admin roles to other employees, giving them the power to manage expense reports submitted by other employees
- Budgeting: Zoho lets users create budgets for projects or business units and compare them against real-time or current expenses
Pricing: Zoho offers a 14-day free trial for its Standard and Premium plans. If you choose annual billing, the Standard plan starts at $4 per user per month, while the Premium plan starts at $7 per user per month. Custom pricing is available for businesses with more than 100 users.
3. Expensify
G2: 4.5 | Capterra: 4.4
Expensify is another expense tracker for businesses. It also offers expense management features, an integrated credit card, and a mobile app for expense reporting while on the go. Some of Expensify's features include:
- Corporate card reconciliation: The Expensify app allows users to track all their corporate card data on one platform for easy confirmation, review, and expense management workflows
- Extensive integrations: Expensify integrates with many popular accounting systems and HR platforms, and offers travel and receipt integrations with common vendors like rideshare companies and airlines
- One-click receipt scanning: Expensify’s receipt scanner automatically captures expense details and pulls them into an expense report
Pricing: Expensify is more expensive than other expense trackers, with costs as high as $36 per user per month. Your rate will vary based on your plan, your number of monthly users, whether you use Expensify’s corporate card, and how much you spend each month on your Expensify card. It’s best to check out their billing support page for the full details.
4. SAP Concur
G2: 4.0 | Capterra: 4.3
SAP Concur offers businesses customized plans, with pricing based on their unique needs. Due to its somewhat dated UI, Concur may take more time for employees to learn, use, and navigate. It also doesn't analyze your spend for savings insights, unlike many other business expense trackers on the market today. Its features include:
- Integration with existing systems: SAP Concur has integrations with over 100 systems and lets users customize their integrations according to their specific needs
- ROI calculator: SAP’s platform lets users calculate their return on investment (ROI), which is crucial for justifying business expenses.
- Automated invoice management: Streamline the invoicing process, ensuring that all invoices are processed and paid on time
Pricing: SAP Concur Expense offers a 15-day trial, and all pricing is quote-based. However, the platform is free for existing Concur customers.
5. FreshBooks
G2: 4.5 | Capterra: 4.5
FreshBooks is another cloud-based business expense tracker with a heavy emphasis on invoicing; unsurprisingly, it’s a popular choice for businesses with extensive invoicing and invoice management needs. FreshBooks’ other features include:
- Bill business expenses: Allows users to mark expenses as billable and automatically convert them into invoices for their clients
- Cloud receipt storage: Stores all expense receipts in the cloud, so it doesn't matter whether they update their expenses on mobile or desktop—all the records will match
- Automatic expense categorization: Makes tax filing easier by automatically bucketing expenses into several default expense categories
Pricing: FreshBooks offers a 30-day trial and has four plans to choose from:
- $19 per month for Lite
- $33 per month for Plus
- $60 per month for Premium
- Reach out for a quote for Select
Note that additional users cost $11 per month for each plan.
What is expense tracking?
Expense tracking refers to the process of recording, categorizing, and monitoring your business expenses to understand where you're spending money. Business expense tracking helps you set more accurate budgets, make better financial decisions, and prepare your business for tax season.
The expense tracking process is pretty consistent from one business to another. Here are the basic steps:
- Collect and retain all receipts and invoices related to your business transactions
- Properly categorize each expense to determine whether it’s tax-deductible
- Add these details to your financial records regularly
Many small businesses get by with manual expense tracking methods like Excel spreadsheets or other templates. However, using purpose-built expense management software helps simplify your process and is the best way to track business expenses. Automating the process of tracking, managing, and reimbursing expenses ensures that you reduce errors, improve compliance, and control spending.
How to choose a business expense tracker
As you’re zeroing in on the best expense tracker for your business, keep these factors in mind before making a decision:
Cost-effectiveness
Make sure the tool’s pricing structure aligns with your budget. Can you save money on user seats? Scrutinize who truly needs access to the tool and who can go without. Could you make do with just the free features? Spare yourself the expense of a paid plan altogether. The idea is to balance affordability with feature set.
Ease of use
It’s important to evaluate expense trackers for user-friendliness before committing to one. An online demo should give a sense of usability. A good UI makes navigating and using the app easier, and training your employees will be more straightforward. Finally, be sure to choose a tool with a mobile app for convenience when you’re on the go.
Integration capabilities
Always check whether the tracking tool integrates well with your existing tech stack, including ERP systems or accounting software. This allows for the smooth and open transfer of information between teams within your company and with any external accountants or bookkeepers as well.
Scalability and functionality
Always consider whether the tool can evolve with your business. As you grow, your expense tracker should be able to process bulk transactions and allow you to easily add new users—ideally, at no extra charge. Finally, don’t underestimate the value of automation. As you make more frequent transactions, automating approval workflows will save you a ton of time.
Security
Your financial data is sensitive and needs to remain safe and secure. Look for a tool with high standards for encryption and security. Learn more about multi-factor authentication, and how they store and back-up your data.
Reporting and tracking
Your business expense tracker should offer detailed, customizable reporting capabilities to give you a complete picture of where your business is spending money. This also includes the ability to create budgets so you can see how your actual spend is tracking against your projections. With real-time visibility into your spending patterns, you’ll be able to adjust spend and identify cost-saving opportunities as needed.
Customer support
Last but not least, research the reputation of the software’s customer service or support team before making your purchase. Customer service can be the quickest way out of a mess when things go wrong. Look for live chat support as well as phone support. And, be sure to fully understand the onboarding process, so you’re starting with a strong foundation.
Automate expense tracking with Ramp
Ramp gives you all the most important features for expense tracking and then some. Our modern finance platform saves you time by automating many of the most time-consuming parts of tracking business expenses:
- Easy policy enforcement: Ramp makes enforcing expense policies easy by automating the expense approval and reimbursement processes
- Accelerated reconciliation: Ramp reduces lengthy reconciliation processes by accurately coding, categorizing, and mapping thousands of transactions with AI
- Accounts payable automation: Beyond expense management, Ramp can also help you save time by automating your accounts payable workflow
Check out our interactive demo environment and see how Ramp's expense management software saves businesses an average of 5% a year.
FAQs
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Kaustubh Khandelwal
VP of Finance, Poshmark
“Our previous bill pay process probably took a good 10 hours per AP batch. Now it just takes a couple of minutes between getting an invoice entered, approved, and processed.”
Jason Hershey
VP of Finance and Accounting, Hospital Association of Oregon
“When looking for a procure-to-pay solution we wanted to make everyone’s life easier. We wanted a one-click type of solution, and that’s what we’ve achieved with Ramp.”
Mandy Mobley
Finance Invoice & Expense Coordinator, Crossings Community Church
“We no longer have to comb through expense records for the whole month — having everything in one spot has been really convenient. Ramp's made things more streamlined and easy for us to stay on top of. It's been a night and day difference.”
Fahem Islam
Accounting Associate, Snapdocs
“It's great to be able to park our operating cash in the Ramp Business Account where it earns an actual return and then also pay the bills from that account to maximize float.”
Mike Rizzo
Accounting Manager, MakeStickers
“The practice managers love Ramp, it allows them to keep some agency for paying practice expenses. They like that they can instantaneously attach receipts at the time of transaction, and that they can text back-and-forth with the automated system. We've gotten a lot of good feedback from users.”
Greg Finn
Director of FP&A, Align ENTA
“The reason I've been such a super fan of Ramp is the product velocity. Not only is it incredibly beneficial to the user, it’s also something that gives me confidence in your ability to continue to pull away from other products.”
Tyler Bliha
CEO, Abode
