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10 Best Business Expense Tracker Apps
By Jodie Price | Updated October 3, 2025
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Zoho Expense
The “Best Overall Pick,” Zoho Expense, is a flexible solution for managing expenses with pricing that starts free or at $5 per user per month. It offers a 14-day free trial, so businesses can test its features before committing. With integrations across more than 30 apps, Zoho Expense makes it easy to connect with your existing tools and streamline workflows.
Editor’s Take
Zoho Expense helps businesses simplify expense management with features like receipt scanning, automated categorization, and preapproval for purchases. Employees can submit expenses on the go, while direct deposit reimbursements and automated card reconciliation save time and reduce errors. It also generates over 25 types of reports, giving managers detailed insights into spending.
The platform supports up to three users for free, with limits on receipt storage and auto scans, but paid plans range from $5 to $9 per user monthly, making it more affordable than many competitors. Managers benefit from approval workflows, and teams with frequent travel can take advantage of GPS mileage tracking.
Zoho Expense is best suited for small businesses and freelancers who want powerful tracking features at little to no cost. Growing companies also gain value by integrating it with accounting tools like Zoho Books, ensuring smooth financial management as the business scales.
Pros & Cons
Pros:
- Automated expense categorization saves time and reduces errors.
- Capturing receipts through mobile devices or email accelerates the reporting process.
- Mileage tracking with GPS provides accurate records for travel-heavy roles.
- Integration with accounting software improves financial reporting.
- Approval workflows give managers oversight and control.
Cons:
- The platform may feel complex if you only need basic expense tracking.
- Some advanced features require higher-tier plans.
- Setup takes time if you want to customize categories and rules.
- Some employees may need time to adjust to using digital expense tools.
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Rydoo
The “Best for Global Expenses,” Rydoo, is designed for businesses managing international costs, with pricing starting at $9 per month. It comes with a 14-day free trial to test its features before subscribing. With integrations across more than 35 apps, Rydoo helps streamline expense tracking and approvals across different regions.
Editor’s Take
Rydoo makes expense management easier by letting employees upload receipts on the go, either by snapping a photo or forwarding an electronic copy, and automatically extracting the data. This reduces manual entry and errors, while managers can approve or deny expenses instantly through the app or automate approvals with custom rules.
The platform is especially useful for travel, with support for mileage tracking, per diem rates across 20+ jurisdictions, and country-specific tax rates. Real-time expense tracking allows immediate submission of purchases, helping businesses manage their budgets more effectively than waiting for month-end reports.
Rydoo also offers insight reporting to highlight overspending and identify savings opportunities, with plans starting at $9 per user per month. It integrates with popular accounting tools like QuickBooks, Xero, and SAP, making it a strong fit for international businesses or teams that manage frequent travel expenses.
Pros & Cons
Pros
- Fast receipt scanning with automatic data extraction
- Real-time expense entry and approval workflows
- Integrates with major accounting and payroll systems
- Mobile app makes it easy to submit expenses on the go
- Supports travel-related expenses, including mileage and per diem
Cons
- Pricing may be higher than some basic expense trackers
- Setup can take time if you need multiple integrations
- Some users report a learning curve for advanced features
- Limited offline functionality when traveling without internet
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Emburse Certify
The “Best for Virtual Expenses,” Emburse Certify offers plans starting at $12 per month and includes a 14-day free trial. It integrates with five apps, making it a practical solution for businesses managing digital and online expenses. This setup helps streamline virtual spending while keeping costs predictable.
Editor’s Take
Emburse Certify helps businesses streamline expense management by automating report creation, receipt capture, and policy enforcement. Employees can spend within preset guidelines, while expenses are categorized automatically into up to 15 fields. A standout feature is its ability to issue virtual cards, reducing the need for employees to pay out of pocket and wait for reimbursement.
The platform also remembers vendors you’ve categorized, making repeat submissions faster and more accurate. Managers can use streamlined approval workflows to review only exceptions, saving time while still maintaining control. With multiple ways to upload receipts, the system adapts to how your team works.
Certify is priced at $12 per user per month for teams of up to 25 employees, with Professional and Enterprise options available for larger organizations. It’s especially useful for companies with frequent virtual expenses, as the virtual card feature avoids the need for physical cards for every employee.
Pros & Cons
Pros
- Automated expense approvals save time and reduce manual checks
- Receipt capture with mobile uploads improves accuracy
- Multi-level approval workflows support complex organizational needs
- Policy enforcement tools help prevent out-of-policy spending
- Integration with accounting software simplifies reporting and compliance
Cons
- Pricing may be higher than basic expense tracker apps
- Setup of workflows can take time for new users
- Smaller businesses with very few expenses may find it more than they need
- Some advanced features may require training to use effectively
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QuickBooks Online
The “Best for All-in-One Accounting,” QuickBooks Online, starts at $35 per month, with a promotional rate of $17.50 for the first three months. It includes a 30-day free trial and integrates with 650 business apps. This makes it a powerful option for businesses that want accounting and expense management in a single platform.
Editor’s Take
QuickBooks Online is full accounting software with built-in expense tracking, making it useful for both daily spending and long-term financial management. You can sync bank and credit card accounts, snap photos of receipts, and set custom rules to automatically categorize expenses. This ensures your records stay organized and ready for tax season.
The platform also delivers strong reporting tools, including profit and loss statements, balance sheets, and cash flow reports. Freelancers can attach receipts directly to invoices, while larger businesses can run detailed reports to track costs and revenue more closely.
Pricing starts at $35 per month for the Simple Start plan, with higher-tier options offering more users, reporting, and time-tracking features. While freelancers may find it more than they need, small to mid-sized businesses benefit from its automation, and larger teams can scale into advanced plans.
Pros & Cons
Pros
- Tracks expenses automatically by syncing with bank and credit card accounts
- Lets you scan and upload receipts directly into the system
- Generates detailed financial reports like income statements and balance sheets
- Integrates with payroll, invoicing, and tax preparation tools
- Cloud-based access from desktop or mobile app
Cons
- Monthly subscription costs can add up compared to simpler apps
- Learning curve may be steep for beginners without accounting experience
- Some advanced features require higher-tier plans
- Customer support response times can vary
- Can feel overwhelming if you only need basic expense tracking
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FreshBooks
The “Best for Freelancers,” FreshBooks, starts at $21 per month, with a promotional rate of $2.10 for the first four months. It offers a 30-day free trial and integrates with over 125 apps. This makes it a great choice for freelancers who need simple invoicing and expense tracking with flexible integrations.
Editor’s Take
FreshBooks helps you track expenses by syncing bank and credit card accounts, while also letting you upload receipts through the app or email for automatic processing. It offers 14 default categories and more than 40 subcategories, with the option to create custom ones.
Each expense can be marked as billable and added directly to client invoices, streamlining reimbursements and tax prep. Its invoicing tools make it especially useful for freelancers and small businesses. You can create branded invoices, set recurring billing, accept online payments, and send automatic reminders. This reduces manual follow-up and helps ensure timely payments.
Pricing starts at $21 per month for the Lite plan, with higher tiers supporting more clients and advanced features like unlimited billable clients. FreshBooks provides an easy way for independent professionals and small teams to manage expenses and client billing in one platform.
Pros & Cons
Pros
- Simple setup and easy-to-use interface
- Expense categories help you organize spending clearly
- Built-in invoicing with recurring payment options
- Mileage tracking and receipt capture included
- Integrates with other business tools like payment processors
Cons
- Limited reporting compared to larger platforms
- May lack advanced features for bigger companies
- Costs can add up as you add more users
- Time tracking is basic compared to dedicated tools
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SAP Concur Expense
The “Best for a Customized Solution,” SAP Concur Expense, offers tailored expense management with pricing not disclosed upfront. It includes a 15-day free trial and integrates with over 150 apps. This makes it ideal for businesses that need highly personalized workflows and broad integration options.
Editor’s Take
SAP Concur Expense is a customizable solution that automates expense capture, including receipt uploads, mileage, and report processing. It streamlines travel and expense management by combining flights, hotels, rideshares, and meals into a custom policy template for your company. This reduces manual work and ensures consistency in reporting.
The platform also offers tools like TripLink, which tracks external bookings, and ExpenseIT, which matches receipts to card charges for faster reimbursements. Employees can scan receipts in multiple formats via app or email, making expense submission more efficient.
Best suited for mid-sized to large businesses, SAP Concur provides robust controls, detailed reporting, and multi-currency support for global teams. Smaller companies may see it as overly complex, while larger organizations benefit from its automation, compliance, and integration with financial systems.
Pros & Cons
Pros
- Automated policy enforcement reduces non-compliant spending
- Multi-currency support simplifies international expense reporting
- Integrates travel booking, mileage tracking, and invoices in one system
- Mobile app allows receipt scanning and real-time expense entry
- Strong reporting tools for finance teams
Cons
- Setup and customization can take significant time
- More expensive than simpler expense trackers
- May feel overly complex for small businesses
- Some users report a learning curve with advanced features
- Customer support response times vary depending on plan
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Expensify
The “Best for Dedicated Expense Cards,” Expensify, offers pricing starting at free or $5 per user per month. It provides a free trial of up to 6 weeks and integrates with over 40 apps. This makes it a strong option for businesses that want streamlined expense tracking alongside dedicated expense card management.
Editor’s Take
Expensify makes expense tracking simple by letting you snap a photo of a receipt, with its SmartScan tool automatically capturing key details like merchant, amount, and date. It also imports credit card transactions, helping you keep all expenses in one place without manual entry. The free plan includes unlimited receipt tracking, making it budget-friendly for most businesses.
The platform offers multilevel approval workflows, so managers can enforce policies and approve expenses automatically. It also supports importing general ledger (GL) codes from your accounting software, keeping records consistent. For more advanced needs, paid plans like Collect ($5/user/month) and Control ($9/user/month) add features such as tax tracking, reporting, and accounting sync.
Freelancers and small businesses benefit most from Expensify’s free or low-cost plans, while larger teams can upgrade for robust tools like corporate card reconciliation. Frequent travelers will appreciate its integrations with QuickBooks, Xero, and NetSuite, which simplify reporting and save time on bookkeeping.
Pros & Cons
Pros
- SmartScan with OCR reads receipt data automatically
- Works with major accounting tools like QuickBooks and Xero
- Easy to capture expenses on the go
- Creates expense reports with minimal input
- Options for individuals, teams, and larger businesses
Cons
- Free plan is limited; advanced features require paid tiers
- SmartScan may take a few minutes to process receipts
- Some users find setup and policy rules complex
- Response times can be slow for free users
- May feel feature-heavy if you only need simple tracking
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Everlance
The “Best for Tracking Tax Deductions,” Everlance, starts at free or $10 per month when billed annually. It includes a seven-day free trial and integrates with Xero and FreshBooks. This makes it especially useful for freelancers or small businesses needing accurate mileage and expense tracking for tax purposes.
Editor’s Take
Everlance is a helpful tool if mileage tracking is central to your work. The app uses GPS to automatically log trips, saving time and reducing errors compared to manual entry. Freelancers and contractors benefit from its ability to separate personal and business drives, making records IRS-compliant for tax deductions.
Beyond mileage, Everlance allows unlimited receipt uploads, even on its free plan, which is useful if you handle frequent purchases. You can also sync your credit card for automatic expense tracking, and its deduction finder highlights expenses you may be able to write off at tax time. Both the business and freelancer apps export IRS-compliant data in Excel or CSV formats for easy filing.
For most users, the free plan offers enough features, but paid plans start at $10 per user per month and add mileage programs and workflow tools for businesses. This makes Everlance especially valuable for small businesses, freelancers, and anyone looking to simplify expense management without juggling multiple apps.
Pros & Cons
Pros:
- Automatic mileage tracking with GPS saves time and improves accuracy
- Easy trip classification between business and personal use
- Receipt scanning and expense categorization in one app
- Cloud backup keeps your records safe and accessible
- Works well for freelancers, gig workers, and small business owners
Cons:
- Free version has limited mileage tracking per month
- Some advanced features require a paid subscription
- GPS tracking may slightly impact phone battery life
- Lacks deeper accounting tools compared to full finance software
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Shoeboxed
The “Best for Paper Receipts,” Shoeboxed, starts at $23 per month, or $18 per month during the current promotion. It includes a 30-day free trial and integrates with 14 apps. This makes it ideal for businesses that need to digitize and organize large volumes of paper receipts efficiently.
Editor’s Take
Shoeboxed is ideal if you have a backlog of paper receipts and need an easy way to digitize them. You can mail receipts in a prepaid “Magic Envelope,” and the service scans, organizes, and uploads them directly to your account, saving you the hassle of doing it yourself. All scanned receipts meet IRS and CRS audit standards, making them reliable for tax season.
The app also supports mobile uploads, letting you snap photos of receipts for quick digitization. Shoeboxed extracts key details like vendor, date, and amount automatically, which reduces manual entry and makes expense reporting easier. Plans range from the Start Up option at $23 per month (current promotion $18) for limited uploads to higher tiers offering up to 300 digital and 300 physical receipts monthly.
Freelancers, consultants, and small businesses benefit from organizing receipts, creating expense reports, and tracking mileage. If keeping paper organized is overwhelming, Shoeboxed offers a practical solution that streamlines expense management into one searchable, digital platform.
Pros & Cons
Pros:
- Receipt digitization with both mail-in and mobile upload options
- Automatic data extraction for vendor, date, and amount
- Receipt matching to categories and projects
- IRS-accepted digital copies for tax purposes
- Mileage tracking included in the app
Cons:
- Mail-in service may take several days for processing
- Subscription cost can be higher than simple scanning apps
- Limited advanced reporting compared to some competitors
- Mobile app interface feels dated compared to newer tools
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Emburse Abacus
The “Best for Easy Reimbursements,” Emburse Abacus, has pricing that is not disclosed and does not currently offer a free trial. It integrates with 11 apps, making it useful for streamlining expense management and ensuring quick reimbursements for employees.
Editor’s Take
Emburse Abacus, now replaced by Emburse Spend, was designed to simplify expense reporting by allowing employees to submit expenses directly through the app or web. Receipts could be uploaded and automatically turned into expense entries, with the system learning to suggest merchants and categories over time.
This automation reduced the manual effort involved in expense tracking and streamlined the approval process. The platform supported detailed rules, budgets, and daily limits, along with auto-approval options for certain types of expenses. Managers could approve or forward expenses automatically based on criteria, while an in-app chat feature helped teams coordinate quickly.
Reimbursements were handled through ACH transfers, with employees receiving funds in about three business days. Abacus is ideal for companies seeking quicker reimbursements and better spending visibility. Businesses appreciated the custom pricing for its direct deposit reimbursements and real-time automation, which minimized errors and delays.
Pros & Cons
Pros:
- Real-time expense entry and processing
- Faster reimbursements with fewer manual steps
- Customizable approval workflows for different departments
- Mobile approvals for managers on the go
- Built-in time tracking for project-based businesses
- Clear visibility into spending patterns
Cons:
- May be more complex to set up than basic trackers
- Pricing can be higher for small teams with limited budgets
- Some advanced features may require training to use effectively
- Limited offline functionality compared to simpler apps
Frequently Asked Questions
How do small businesses keep track of expenses?
Small businesses often rely on expense tracker apps to monitor spending and reimburse employees quickly. These tools make it easier to see where money is going, control costs, and keep financial records organized.
What features should I look for in a small business expense tracking app?
Look for receipt scanning, mileage tracking, and automatic categorization of expenses. Integration with accounting software, bank accounts, and tax tools can save you time. Reporting features are also important if you need to review spending patterns or prepare for tax deductions.
What business expenses should I track?
Businesses should track costs like travel, meals, and lodging incurred while working. Self-employed workers may also track additional deductible expenses to lower their taxable income.
What are the benefits of using a dedicated expense tracker over a spreadsheet?
A dedicated app automates tasks like categorizing expenses, syncing with bank accounts, and generating tax-ready reports. Unlike spreadsheets, apps reduce manual entry errors and save time. They also store receipts digitally, which can help you stay organized during tax season.
How user-friendly are the expense tracking apps for individuals with minimal accounting experience?
Most modern apps are designed to be simple and intuitive. Many use clear dashboards, guided setup, and automation to make tracking easy, even if you have no accounting background. Some also provide tutorials or customer support to help you get started quickly.