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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Our selection of 12 expense management software

Free versionFree trialFree demo

Paid version from €9.00 /month

Streamlines expense logging, approval, and reimbursement process efficiently.

Pleo offers an innovative solution for managing business expenses, automating the expense logging, approval, and reimbursement process. It simplifies financial workflows, providing real-time visibility into spending. Moreover, Pleo enhances policy compliance, making it a comprehensive tool for expense management.

Read our analysis about Pleo Benefits of Pleo

Easy to use

Save time

Save money

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Free versionFree trialFree demo

Paid version from €69.00 /month

Streamline expenses with intuitive software, automate expense reports, and simplify the reimbursement process.

With this software, employees can easily submit expenses and receipts, managers can approve or reject claims, and finance teams can quickly generate reports for accounting purposes. The software integrates with popular accounting software and offers real-time tracking of expenses.

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 expense management with automated processes, real-time tracking, and simplified reporting.

With N2F, users can easily capture receipts, categorize expenses, and submit reports from anywhere. The software's powerful integrations with accounting systems and credit cards ensure accurate and efficient expense tracking. Plus, its user-friendly interface and mobile app make it easy for employees to stay on top of their expenses while on the go.

Read our analysis about N2F Benefits of N2F

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

Legal archiving: discard all paper receipts

Mobile and Web app designed for SMEs and MidCaps

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Free versionFree trialFree demo

Pricing on request

Manage corporate travel with ease, from booking to expense reporting. Streamline processes and gain visibility into spend.

Simplify travel booking and approval, ensure compliance with company policies, and automate expense tracking. Analyse data to optimise spend and negotiate better rates with suppliers.

Read our analysis about Concur Expense
Learn more To Concur Expense product page
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Simplify your expense management with this software. Track expenses, automate approvals and reimbursements, and get real-time insights into your spending.

With this software, you can easily upload receipts, categorise expenses, and set spending limits for your team. The software integrates with your accounting software and credit cards, streamlining your expense management process. Plus, you can generate custom reports and monitor spending in real-time to make informed decisions.

Read our analysis about Spendesk Benefits of Spendesk

100% control over spending

Real time visibility

Processes automation

Learn more To Spendesk product page
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Free versionFree trialFree demo

Paid version from €5.00 /month

Simplify your expense management with this software. Track expenses, generate reports, and manage approvals easily.

This software streamlines the expense management process with its intuitive interface. It allows users to track expenses, generate reports, and manage approvals easily. With its advanced features, users can also set up automatic approvals and integrate with other accounting software.

Read our analysis about Expensya
Learn more To Expensya product page
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Free versionFree trialFree demo

Pricing on request

Streamline expense management and gain real-time insights with this software. Automate expense reporting and simplify the entire process.

With its user-friendly interface, you can easily monitor expenses, set budgets, and generate reports. The software integrates seamlessly with accounting systems and enables you to track expenses on-the-go through its mobile app.

Read our analysis about Silae Expense Benefits of Silae Expense

Real-time, data-driven, API integration

Archiving with legal value

Best OCR on the market, Deep learning AI technology

Learn more To Silae Expense product page
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Free versionFree trialFree demo

Paid version from €8.00 /month

Streamline expenses, automate approval processes, and gain real-time insights with this expense management software.

With powerful integrations and easy-to-use mobile app, this software simplifies expense tracking and reporting for businesses of all sizes. Customisable policies and flexible reporting options ensure compliance and transparency.

Read our analysis about Rydoo
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Free versionFree trialFree demo

Pricing on request

Streamline your expense tracking with this software. Manage your expenses efficiently and stay organized with ease.

This software makes expense management a breeze. From tracking receipts to managing budgets, it simplifies the entire process. With real-time reports and insights, you can make informed decisions and keep your finances in check.

Read our analysis about Divvy
Learn more To Divvy product page
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Free versionFree trialFree demo

Paid version from €4.00 /month

Streamline your expenses with our software. Manage and track your expenses with ease.

Xpans software makes expense management simple and efficient. With features like automated expense tracking and real-time reporting, you can easily manage your expenses and get a clear overview of your spending. Plus, our user-friendly interface ensures that you can get started quickly and easily.

Read our analysis about Xpans Benefits of Xpans

Archiving with probative value

99.99% of your recoverable VAT

Security, audit, multinational

Learn more To Xpans product page
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Free versionFree trialFree demo

Pricing on request

Streamline your accounting tasks with this powerful software. Easily manage expenses, track spending, and generate reports.

With this software, you can create custom expense categories, set up approval workflows, and integrate with your accounting system. Plus, it offers real-time spending insights and eliminates the need for manual data entry.

Read our analysis about Payhawk Benefits of Payhawk

Company cards

Reimbursable expenses

And accounts payable - all into a single product.

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Free versionFree trialFree demo

Paid version from €7.00 /month

Manage all expenses with ease. Stay on top of your finances with this user-friendly software. Automate expense reporting and streamline your workflow.

Declaree simplifies expense management by allowing employees to submit expenses on-the-go. Managers can approve or reject expenses with just a few clicks. With real-time insights, you can monitor expenses and budgets effortlessly.

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 and approve expenses:

  • 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 expense reporting by allowing users to scan receipts, categorize expenses, and submit claims for approval. The software integrates with corporate credit cards and accounting systems to provide real-time visibility into company spending.

Look for software that offers mobile app functionality, automated receipt scanning, policy compliance checks, and integration with accounting systems. Reporting and analytics features are also important to track spending trends and identify cost-saving opportunities.

Expense management software improves efficiency, reduces errors, and provides real-time visibility into company spending. It helps to enforce company policies and reduce fraudulent claims. The software can also help identify cost-saving opportunities and improve budget forecasting.

Some of the best expense management software options include Concur, Expensify, and Rydoo. Each offers unique features such as automated receipt scanning, policy compliance checks, and integration with accounting systems. It's important to evaluate your specific needs when choosing software.

Some free expense management software options include Wave, GnuCash, and Zoho Expense. These options offer basic features such as receipt tracking and expense categorization. However, they may not have the same level of integration and reporting features as paid software.