Expense Management Software

Expense Management Software is finance and accounting software that will help you quickly enter your reimbursement claims for expenses incurred during your professional activity.

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Mileage Expense Software

Our selection of 13 expense management software

Free versionFree trialFree demo

Paid version from $12.95 /month

Streamline your accounting with cloud-based software that simplifies invoicing, time tracking, and expense management.

FreshBooks offers customizable invoicing templates, automatic payment reminders, and the ability to accept payments online. It also includes features such as project management, team collaboration, and detailed financial reports for a comprehensive accounting solution.

Read our analysis about FreshBooks Benefits of FreshBooks

User-friendly interface for easy navigation and quick access

Integrations with popular business tools like PayPal, Stripe

Mobile app for managing finances on-the-go and 24/7 customer

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Free versionFree trialFree demo

Paid version from €69.00 /month

Streamline expense tracking & approval with cloud-based software. Automate expense report creation & reimbursement. Simplify expense management.

Keep track of expenses on-the-go with mobile app. Set up expense policies & approval workflows. Analyze spending data & generate reports.

Read our analysis about Eurécia Notes de frais Benefits of Eurécia Notes de frais

Save time on managing expense reports

Reliability of accounting expense reports

Simplifiy your accounting

Learn more To Eurécia Notes de frais product page
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Free versionFree trialFree demo

Paid version from €5.10 /month

Streamline your expense management with software that automates expense tracking, approvals, and reporting.

Say goodbye to manual expense management processes and hello to a faster, more efficient way to track and manage expenses. With this software, you can easily capture receipts, automate approvals, and generate reports with just a few clicks. Enjoy increased accuracy, visibility, and control over your expenses.

Read our analysis about N2F Benefits of N2F

User-friendly, time-saving solution with smart scan (OCR)

Legal archiving: discard all receipts

Mobile and Web apps designed for SMEs and MidCaps

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Streamline expense management with powerful software that simplifies tracking and reporting.

Easily manage expenses with Spendesk, the cloud-based software that automates expense tracking, approvals, and reporting. Get real-time visibility into spending and stay compliant with company policies.

Read our analysis about Spendesk Benefits of Spendesk

100% control over spending

Real time visibility

Process automation

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Free versionFree trialFree demo

Paid version from €5.00 /month

Streamline your expense management with this software. Stay on top of your expenses, report and analyze them easily.

With this software, you can easily track your expenses, categorize them, and generate reports. It also allows you to scan receipts and use OCR technology to extract data automatically. Its user-friendly interface and mobile app make it easy to use and access from anywhere.

Read our analysis about Expensya Benefits of Expensya

OCR + technology for automatic invoice entry in 1s

Data is archived: paperless

Multi-platform solution (Web, Android, iOS, WindowsPhone)

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Free versionFree trialFree demo

Paid version from €199.00 /month

Streamline your payment process with this payment gateway software. Accept multiple payment types and currencies securely and efficiently.

With this software, you can easily integrate with your website or app and offer a seamless checkout experience to your customers. Its fraud prevention tools and PCI compliance ensure secure transactions, while its reporting and analytics features allow you to track and optimize your payment performance.

Read our analysis about Wallester Benefits of Wallester

300 virtual cards for FREE

Comprehensive compliance with regulations.

Versatile card tokenization for digital wallets.

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Free versionFree trialFree demo

Paid version from €8.00 /month

Streamline your expenses with this software. Manage your receipts, track your spending, and submit expense reports with ease.

With this expense management software, you can take pictures of your receipts and store them digitally. You can also categorize your expenses and view spending reports. Plus, you can submit expense reports to your manager with just a few clicks.

Read our analysis about Rydoo Benefits of Rydoo

Real-time expensing

Approval process

Mobile app - top ranked

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Free versionFree trialFree demo

Paid version from €9.00 /month

Streamline expenses and save time with this cloud-based software. Automate expense tracking and simplify approvals with ease.

Say goodbye to manual expense reports and hello to a smarter way of managing expenses. With this software, you can easily capture receipts, categorize expenses, and track spending in real-time. Plus, the intuitive dashboard provides full visibility into your company's spending habits, allowing you to make informed decisions and optimize your budget.

Read our analysis about Pleo
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Free versionFree trialFree demo

Pricing on request

Streamline expense tracking, approval, and reporting with this cloud-based solution.

With this expense management software, easily capture and categorize expenses, automate approval workflows, and generate customized reports for better visibility into spending. Efficient and user-friendly, it simplifies expense management for businesses of all sizes.

Read our analysis about Divvy
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Free versionFree trialFree demo

Paid version from €4.00 /month

Streamline expense management with automated workflows and real-time visibility into spending.

Xpans simplifies the expense management process by automating workflows and offering real-time visibility into spending. Its intuitive interface allows for easy expense tracking, approval, and reimbursement, while its robust reporting capabilities provide valuable insights into company spending trends.

Read our analysis about Xpans Benefits of Xpans

Archiving with probative value

99.99% of your recoverable VAT

Security, audit, multinational

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Free versionFree trialFree demo

Pricing on request

Simplify your accounting with this cloud-based software that automates expense management and provides real-time financial insights.

Say goodbye to manual data entry and paper receipts. With this software, you can easily capture and categorize expenses, track spending in real-time, and generate custom reports. Plus, it integrates with popular accounting software for seamless bookkeeping.

Read our analysis about Payhawk Benefits of Payhawk

All company spend in one place

3% cashback on every payment

Made for international growth

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Free versionFree trialFree demo

Pricing on request

Streamline expense tracking, automate approval workflows, and gain real-time budget visibility with this top-tier expense management software.

PayEm offers comprehensive solutions for expense management by simplifying expense tracking, automating approval workflows, and providing real-time budget visibility. It is designed to enhance financial control, increase efficiency, and provide a clear overview of spending patterns, ensuring optimal budget management.

Read our analysis about PayEm Benefits of PayEm

Comprehensive platform

Improved transparency

Easy integration with the business

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Free versionFree trialFree demo

Paid version from €7.00 /month

Streamline your expense management process with this software. Easily track and approve expenses, generate reports, and stay on budget.

With this software, you can create custom expense categories, set spending limits, and receive real-time notifications for expense submissions. The software also integrates with accounting systems for seamless financial management.

Read our analysis about Declaree Benefits of Declaree

Flexibility

User-friendly

Competitive pricing

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Expense Management software: purchase guide

What is Expense Management Software?

Definition

With Expense Management Software you can immediately submit claims for professional expenses to the person in charge of validating them (manager, accountant, manager, etc.), saving time and money.

Requests are then validated in expense reports and expenses are reimbursed.

How Does it Work?

Cloud-based Expense Management Solutions work in two ways.

First, it is an HR portal or a mobile application (smartphone and tablet) that allows your employees to record their business expenses:

  • Complete a reimbursement claim form.
  • Add a supporting document (invoice or ticket photo).
  • Send the request to the person in charge for approval.

The director, manager,  or HR manager of a small business has an IT tool to manage the requests received:

  • Via a Web browser (or a mobile device), it accesses a dashboard on which it has a global view of requests. 
  • One by one, it examines each request: whether or not it accepts them.

An accepted note automatically triggers the employee's refund and the recording of the transaction in the company's general accounts.

Employees are notified automatically of the decision of their supervisor.

What are the main features of Expense Management Software?

The main features of expense management software include:

  • Entering expense reports
  • The management of supporting documents
  • The request for reimbursement
  • Refund validation
  • Payments management
  • Expense archiving
  • Spend management

Free or paid expense management software is increasingly accompanied by mobile apps that allow you to take a picture of the invoice that will accompany the refund request. Some software programs even offer to complete the expense report in advance by recognizing the words and numbers on the invoice (OCR technology).

Other valuable features allow you to save significant time in your business expense management and reimbursement process. Among them:

  • Management of travel expenses in real-time (mileage, mission expenses, etc.), URSSAF fees, etc.
  • Accounting exports (CSV, PDF).
  • Recognition of bank data.
  • Definition of approval workflow (single or multi-level) and follow-up of requests.
  • The offline mode of mobile applications.
  • Etc.

On the application dashboard, you can access graphs, performance indicators (KPIs), and reports to monitor and analyze your business expenses by type, category, etc.

Who uses expense management software?

A self-employed entrepreneur or a small company (very small, small SMEs, startups) does not necessarily need an HR solution dedicated to expense reports. Accounting software is sufficient to manage the few expense reports: record the accounting entry, write it on the employee's pay statement, or send them to the accountant.

A larger structure (ETI, large company) has every interest in having an expense report tool to help HR, financial and accounting departments save time and productivity.

What are the benefits of using expense management software?

Expense management software simplifies the time-consuming process of managing business expenses. Cross-functional, it is beneficial to almost all functions. However, it has some disadvantages.

Advantages

  • No need to manage paper expense reports, everything is scanned and managed with a configurable and intuitive application.
  • You process your employees' expenses more quickly and no longer capitalize part of your cash flow at the beginning of the month to reimburse expense advances.
  • This management tool streamlines some time-consuming administrative tasks related to personnel management. It improves the company's accounting management and project management (costs can be charged to certain tasks or projects).
  • This software improves sales management and customer relations: actual costs are automatically used as supporting documents for certain quotes and invoices sent to customers.
  • The software is fully integrated with time tracking, business travel management and business travel tools.
  • It ensures perfect tracking of the costs incurred.

Disadvantages

  • Employees may be tempted to turn all their purchases into expense reports. Within a large organization, the HR manager will have difficulty filtering all requests to identify relevant requests
  • To be effective, the tool must be compatible with the majority of software used in the company: online invoicing software, ERP, project management, accounting, payroll, other management applications. Some organizations will prefer to use a full HRIS rather than a stand-alone solution whose integration may be problematic

How to Choose an Expense Management Software?

Choosing the right expense management solution requires improving the working conditions of all employees:

  • Employees must be able to enter their claim and create their expense reports easily. They must also be able to check their balance/expense account.
  • Managers and accounting administration must be able to validate expenses quickly, consolidate monthly amounts to be reimbursed and create accounting data without reentering data.

The cost of an expense management solution should also be considered. This generally varies according to the number of users or monthly notes to be processed.

The Latest Trend: The Expense Card

Some software companies such as Spendesk are revolutionizing the expense report by eliminating expense advances with their expense report cards.

This is an IT solution that combines the functionalities listed above, but also offers a personal Mastercard style payment card (physical and virtual) distributed to employees.

Employees no longer have to make expense advances. They pay directly with their company's business card up to the limit of available credit. The employee is managed by the HR manager who can better manage the resources of his company.

To find out everything you need to know about managing reimbursements, discover our guides on expense management.

Expense Management softwares: Q&A

Expense management software automates the process of tracking, submitting, and approving employee expenses. It allows employees to capture receipts and submit expense reports, while managers can review and approve expenses before reimbursement. The software can integrate with accounting systems to simplify financial reporting.

Look for software that offers real-time expense tracking, automated receipt capture, customizable approval workflows, and mobile accessibility. Additional features that may be beneficial include integrations with accounting software, expense policy enforcement, and analytics and reporting capabilities.

Expense management software can help your company save time and money by streamlining the expense reporting process, reducing errors and fraud, and providing visibility into spending patterns. It can also ensure compliance with company policies and regulatory requirements.

The best expense management software options vary depending on your company's specific needs and budget. Some popular options include Expensify, Concur, and Zoho Expense. Each offers unique features such as receipt scanning capabilities, customizable approval workflows, and mobile accessibility.

Some free expense management software alternatives include Wave, Shoeboxed, and Neat. These options offer basic expense tracking and reporting features, but may not include more advanced features such as automated approval workflows or integrations with accounting software. It's important to carefully evaluate your needs before selecting a free option.