Effective expense management is essential for businesses, and modern digital tools streamline how organizations track, control, and analyze their spending. However, each app is designed to cater to specific user groups. For instance, Zoho Expense offers a great entry-level experience for novices, while QuickBooks Online is more complex, suited for long-term scalability.
If this seems overwhelming, there’s no need to stress—we’ve done the research for you. Below is a review of the top seven expense tracker apps for businesses.
Top Expense Tracker Apps Comparison
Each software solution has its unique set of features. For example, QuickBooks Online excels in payroll processing, a capability that Shoeboxed does not provide. Here’s a brief comparison of the leading expense tracker apps.
Zoho Expense: Best Overall
Image: Zoho
Zoho Expense earns our top recommendation for its user-friendly interface and comprehensive feature set. It allows beginners to quickly get started without complications, and with plans priced under $10, it’s also budget-friendly.
Don’t be misled by its affordability or ease of use; Zoho Expense is filled with robust features. For instance, it can automatically record expenses by scanning receipts through a simple internet browser plugin. You can also manage complex financial tasks like cash advances and corporate credit card reconciliation. Plus, it integrates smoothly with Zoho’s other software solutions.
Why We Chose Zoho Expense
We selected this platform for its intuitive design that remains powerful in terms of functionality. Its seamless compatibility with Zoho’s suite and other leading accounting software makes it a preferred choice for businesses looking to streamline their financial processes.
Pricing
- Free: No cost for up to 3 users with limited features.
- Standard: $5 per user per month for teams of 3 or more.
- Premium: $9 per user per month for teams of 3 or more.
- Custom: Get a quote for more than 100 users.
- Annual subscriptions: Save 20% on the above prices.
Features
- Automated receipt scanning.
- Multi-currency support.
- Custom approval workflows.
- Integrated analytics dashboard.
- Real-time expense reporting.
Pros and Cons
Pros:
- Affordable.
- Beginner-friendly.
- Rich features.
Cons: - Limited scalability.
- Only 20 receipt autoscans allowed on entry-level plans.
QuickBooks Online: Best Mobile App
Image: Intuit
QuickBooks Online is well-known for offering extensive capabilities, combining expense tracking with payroll and tax filing, providing excellent value for your investment. Its full-featured mobile app means users can manage finances, track expenses, and prepare for taxes while on the go, seamlessly syncing with other Intuit apps like TurboTax and Credit Karma.
In contrast, many rivals provide only limited mobile functionalities, mainly basic receipt uploading or mileage tracking, whereas QuickBooks Online maintains a robust mobile experience.
Why We Chose QuickBooks Online
It stands out for its highly rated mobile capabilities, allowing users to manage finances anytime, anywhere. This comprehensive functionality in a mobile app is relatively rare in business software.
Pricing
- Simple Start: $35/month.
- Essentials: $65/month.
- Plus: $99/month.
- Advanced: $235/month.
- Annual plans: Save 10% on the above prices.
Features
- Automatic receipt capture via mobile app.
- Mileage tracking.
- Expense categorization.
- Advanced analytics.
- Highly customizable invoices.
Pros and Cons
Pros:
- Powerful mobile app.
- Extensive reporting features.
- Scalable plans.
Cons: - Higher cost compared to competitors.
- Complex interface.
Shoeboxed: Best for Physical Receipts
Image: Shoeboxed
Shoeboxed excels at managing physical receipts, making it invaluable for businesses inundated with paper receipts. It simplifies receipt management by allowing bulk scanning and recording, with generous scanning allowances, far exceeding most competitors.
Additionally, Shoeboxed features a full-service scanning option, where users can mail a batch of receipts in a prepaid “Magic Envelope,” and Shoeboxed staff will input the data for you, significantly reducing your workload.
Why We Chose Shoeboxed
It’s the ideal solution for small businesses focused on efficient physical receipt management, providing an unparalleled experience for digitizing paper expenses.
Pricing
- Start Up: $29/month.
- Professional: $59/month.
- Business: $89/month.
- Annual plans: Save 20% on the above prices.
Features
- Generous receipt scanning allowance.
- Full-service data entry available.
- IRS-compliant digital images.
- Automatic expense categorization.
- Detailed expense reports.
- Mileage tracking.
Pros and Cons
Pros:
- Efficient physical receipt management.
- User-friendly.
- Secure cloud storage.
Cons: - Primarily focused on receipts.
- Limited integration with other financial tools.
Expensify: Best for Employee Expense Tracking
Image: Expensify
Expensify is perfect for companies needing to reimburse employees regularly. Its user-friendly interface features next-day reimbursement and automated expense approvals, along with an AI-powered auditing system that flags fraud or misclassification.
With Expensify, employees can enjoy unlimited receipt scanning—something many rivals restrict. The platform saves time by automatically populating expense data.
Why We Chose Expensify
Expensify streamlines expense reports and ensures compliance with company policies. Its strong automation and integration capabilities make it superior for managing employee expenses.
Pricing
- Free for limited usage; sending and receiving money is free.
- Collect: $5 per user/month, billed annually.
- Control: $9 per user/month, billed annually.
Features
- Next-day reimbursement.
- Corporate card reconciliation.
- GPS mileage tracking.
- Receipt scanning.
- Integration with HR and accounting systems.
Pros and Cons
Pros:
- User-friendly.
- Simple interface.
- Unlimited receipt scans.
Cons: - Limited value beyond expense tracking.
- Annual payment required.
FreshBooks: Best for Freelancers
Image: FreshBooks
FreshBooks is an easy-to-use platform designed specifically for small businesses and freelancers who need straightforward expense tracking. It is especially beneficial for independent contractors, with features like unlimited invoicing and time-tracking capabilities.
The platform offers real-time bank data integration for effortless expense tracking, automated receipt scanning, detailed tax reports, and accountant-approved analytics.
Why We Chose FreshBooks
FreshBooks was selected for its simplicity and effectiveness in managing daily expenses and invoicing, ideal for freelancers and small businesses wanting practical tools without complexity.
Pricing
- Lite: $19/month.
- Plus: $33/month.
- Premium: $60/month.
- Select: Custom pricing.
Features
- Simple expense tracking.
- Time tracking and unlimited invoices.
- Automatic expense categorization.
- Tax-friendly categorization.
- Bank account integration.
Pros and Cons
Pros:
- Intuitive design.
- Ideal for smaller businesses.
- Affordable pricing.
Cons: - Limited scalability.
- Fewer features compared to some competitors.
Rippling Spend: Best HR Support
Image: Rippling
Rippling Spend effectively combines expense management with payroll and HR solutions, allowing for a seamless approval process for reimbursements and new hires. It’s perfect for small businesses seeking simplicity in their operations.
Moreover, it offers everything from corporate credit card management to advanced analytics, with automated features like assigning GL codes and custom alert rules for missing receipts.
Why We Chose Rippling Spend
Its comprehensive nature appeals to a wide array of administrative tasks, streamlining everything from payroll to corporate card management on one platform.
Pricing
- Pricing details available upon request.
Features
- Unified expense management and HR/payroll support.
- AI-powered automation.
- Real-time spending insights and budget tracking.
- Over 600 available third-party integrations.
- Corporate card management.
Pros and Cons
Pros:
- Comprehensive tool.
- Saves time with automation.
- Highly scalable.
Cons: - Not beginner-friendly.
- Mainly geared for tech businesses.
Ramp: Best Corporate Credit Card Perks
Image: Ramp
Ramp provides exceptional oversight for corporate credit card use, allowing you to control spending by blocking specific merchants or categories. You can set up custom flagging rules, create virtual cards, and use geofencing to monitor usage.
More than just security, Ramp supports international purchases and mobile wallets like Google Pay and Apple Pay. It even automates receipt fetching from various platforms post-purchase, eliminating the hassle of manual tracking.
Why We Chose Ramp
Ramp’s detailed oversight and AI-driven automation make it ideal for businesses desiring tight control over corporate card spending.
Pricing
- Ramp: Free per user/month (no support for non-USD spending).
- Ramp Plus: $15 per user/month (supports non-USD spending).
- Ramp Enterprise: Custom pricing available.
Features
- Unlimited physical and virtual cards.
- AI-driven functionalities.
- Comprehensive analytics.
- Discounted travel benefits.
- Bill payment solutions.
Pros and Cons
Pros:
- Free tier available.
- Generous cashback opportunities.
- User-friendly interface.
Cons: - Costly paid tier.
- Limited non-credit card features.
How to Choose the Best Expense Tracker App for Your Business
When selecting the ideal expense tracker app, it’s vital to consider your long-term growth aspirations. For example, if you plan to remain a solo freelancer, FreshBooks may be a great fit, whereas QuickBooks Online might be better for those aiming to scale their business.
Here are additional key factors to keep in mind:
- User-friendliness: Determine whether you prefer a simple interface or one with more complexity.
- Employee reimbursements: If your business frequently reimburses staff, consider apps like Expensify that specialize in this function.
- Receipt scanning: Look for solutions that automate receipt scanning to save time.
- Mobile app quality: If you are often on the go, prioritize an app with a robust mobile experience.
Don’t forget to evaluate your budget. Some options, such as Zoho Expense, offer free tiers, which may have limitations but allow you to start without any upfront cost before upgrading later.
Methodology
We selected these seven apps based on their value for money, user-friendliness, specialization for specific financial needs, and positive customer feedback. We also evaluated their suitability for beginners, receipt scanning features, and potential for long-term scalability.
