7 Best Business Expense Tracker Apps

If you already use Zoho Books, I recommend Zoho Expense due to its smooth integration with other apps within the Zoho platform. For instance, expense processing handled by Zoho Expense is directly transmitted to Zoho Books for accounting purposes. Zoho CRM and Zoho Mail users can even use single sign-on (SSO) to access all of the platforms.

Standout features and who should use it

• Batch recording of expenses: Create entries one by one or by batch, and upload receipts from suppliers when managing expenses. Bulk-adding expenses is a great feature because it saves a lot of data entry time and helps the bookkeeper enter similar expenses in one window.
• Workflow rules: Track reimbursable expenses from employees, and apply approval workflows to ensure that all reimbursement requests are legitimate or allowable expenses. Either use simplified approval or make custom approvals.
• Approval presets: Enjoy approval presets that you can use right out of the box for simple approvals.
• Zoho users: Use the seamless integration with other Zoho products if your business is already using Zoho services.
• New freelancers: Use Zoho Expense’s free plan, which comes with 5GB of receipt storage and 20 receipt autoscans. As a single user, the free version is enough for a freelancer’s expense needs.

Zoho Expense landed the top spot in my assessment mainly because it works well either as a standalone expense tracker or integrated with other Zoho apps. Its expense tracking features took a slight hit because it doesn’t let employees submit expenses via SMS.

If your business prioritizes real-time card integration and prepaid card issuance, Ramp may be the better choice, especially for large teams. In addition to prepaid cards, its platform supports real-time tracking and expense management. Alternatively, Expensify is a great fit if you have a small team or are a solopreneur who needs access to prepaid cards and prefers a setup simpler than Zoho’s complex system.

One of the things I like about Expensify is its strong internal staff communication tools. While the other platforms in this roundup allow for basic communication with notes and embedded comments, Expensify has its own chat feature built into the platform, which proves to be a very useful communication tool.

In addition, it allows for approved expenses to be reimbursed directly through Expensify via ACH, cutting down on delays and removing the need for third-party reimbursement tools. Even with the free plan, expense policies can be applied automatically to facilitate compliance with company guidelines.

Ramp is another free option that might be better than Expensify for mature small teams with ample capital. Established businesses with at least $25,000 in any US bank can have unlimited prepaid card access, as well as access its dynamic app network. However, since many small teams tend to have less financial flexibility, I believe Expensify is the best option if you need a flexible, budget-friendly expense management tool.

Standout features and who should use it

• Tracking expense statuses: Easily see expense status based on colors, which enables you to visually identify expenses that need to be reported, approved, or reimbursed without reading the details; also, filter out expenses based on the particular status that you want to see.
• Real-time chat: Enjoy a built-in real-time chat function. The closest competitor with comprehensive chat features is Ramp, but its full-scale communication system still requires integration with Slack.
• Teams with modest cash reserves: Use Expensify, which doesn’t require you to have specific bank account balances.
• Issuing unlimited prepaid cards: Issue unlimited Expensify cards even with the free plan.

I rated Expensify highly for its ease of use, pricing, and expense tracking automation. Its ability to issue unlimited Expensify cards even on the free plan, along with SmartScan OCR and automated policy enforcement, significantly reduces the manual effort typically required in managing employee expenses. I also gave it strong marks for integrated reimbursements, as expenses can be approved and reimbursed directly through the platform via ACH.

Expensify really stood out in my assessment for its built-in chat feature. Most platforms, including Ramp, require integration with external tools like Slack for team communication. Expensify keeps everything in-platform, which is a major advantage for teams that need to comment, clarify, and approve reports efficiently. That said, I did deduct points for the conditional pricing structure, where “free” only applies if at least 50% of spending is done using Expensify cards. Even so, for those seeking a balance of automation, usability, and collaboration, Expensify did well across the board.

Ramp is a highly scalable expense tracker that can accommodate the fast-changing environment of corporations and LLCs. You don’t have to worry about paying more as your company grows because it doesn’t limit the number of users in the system. Among all the standalone trackers in this guide, Ramp is the only one that lets you submit receipts via SMS.

If you’re not qualified to take advantage of these Ramp features because you’re a sole proprietor or self-employed individual, I recommend looking into Expensify. Like Ramp, it allows you to issue unlimited Expensify cards in the free plan but doesn’t impose strict requirements.

Standout features and who should use it

• Spending limits per card: Set spending limits and approval thresholds to control all spending that gets charged to Ramp cards. In case your employees pay out-of-pocket, Ramp allows electronic and manual reimbursements to employees, provided the reimbursement is within the expense policies set by the company.
• Discounts: Enjoy discounts and additional rewards if you use the provider’s card to pay for subscriptions or purchases from its partner companies, like Slack and Amazon Web Services (read our Ramp Card review to learn more).
• Multiple integration options: Integrate with over 1,000 solutions for accounting, expense automation, productivity, and security.
• Startups that are corporations and LLCs: Enjoy free software that captures all essential startup needs in a single platform — you get card issuance, expense tracking, bill pay, and cash back rewards; enjoy up to 1.5% cash back rewards with the Ramp card, which helps your startup save money on every purchase.
• Established small businesses with large teams: Get unlimited user seats, meaning even if you have a large workforce, you won’t have to pay per active user, unlike with the other options on this list.

Ramp earned the highest rating for expense tracking in this roundup, and for good reason. It stands out for offering a highly scalable tracking platform that supports unlimited users without charging per seat, a clear advantage over providers like Zoho Expense and Expensify. Its integration with over 1,000 third-party tools, including major accounting platforms, enhances usability and makes it a natural fit if you have a fast-growing business. The user interface is straightforward, and AI-powered features like automatic receipt capture help streamline data entry.

Where Ramp shines in pricing, scalability, and expense tracking, it does fall short in card programs. While it supports unlimited virtual and physical cards, it lacks the level of control and customization available with competitors like BILL Spend & Expense. Ramp also limits access to corporations and LLCs with a $25,000 minimum deposit, excluding sole proprietors and freelancers. Additionally, it also only offers chatbot and ticket-based assistance, instead of live support options. If you need well-rounded customer support, you might find Zoho Expense or Expensify more accommodating.

BILL Spend & Expense stands out as my top recommendation if you have a small business, primarily because it’s a free solution. This accessibility is crucial if you’re not yet ready for paid subscriptions. BILL Spend & Expense’s easy integration within the broader BILL platform further enhances its appeal, adding significant value to its accounts payable tracking features.

A notable feature is the BILL Divvy Corporate Card program, which lets you provide corporate cards to your employees. If you prefer not to use credit cards, BILL also provides the option of issuing prepaid cards.

Standout features and who should use it

• Virtual card: Issue as many virtual cards as you need, and freeze individual cards, adjust spending limits, and manage recurring payments per card. Physical cards are also available.
• Budget management: Set spending budgets; BILL matches
• expenses with budgets so that you don’t go over budget.
• Approval workflows: Create multilevel or simple workflows; depending on the process complexity, you have the flexibility to design workflows for reviewing and approving expenses.
• Small businesses using BILL: Get a solution that’s integrated with BILL; it’s a good addition to BILL’s A/P tracking.
• Issuing credit cards: Enjoy the BILL Divvy Corporate Card program, as credit can help speed up business spending and allow for later repayment.

BILL Spend & Expense, previously known as Divvy, qualifies as a standalone platform as it does not provide maintenance for a complete accounting ledger. It stood out in my review for its extensive expense tracking capabilities. It offers customizable expense policies and efficient approval workflows.

One key limitation is that it offers customer support exclusively via chat and email. Additionally, access to the service is restricted to users with an active BILL subscription. If you’re looking for a more flexible alternative that includes phone support and doesn’t require subscribing to an entire financial platform, I recommend Zoho Expense. It features expense tracking with automation and multiple support channels.

QuickBooks Online, our best small business accounting software, has dynamic expense tracking features. It can automatically categorize expenses from card feeds, saving you time on manual entries. Plus, you can easily add more expenses directly within the platform. Another feature I find useful is the ability to assign expenses to specific classes and locations, which makes allocating costs to particular items or projects much more straightforward.

Standout features and who should use it

• Access to US-based ProAdvisors: Take advantage of the vast network of ProAdvisors, one of QuickBooks Online’s advantages. You can either find a bookkeeper via QuickBooks Live or look for independent ProAdvisors within your area. Read our review of QuickBooks Live or our guide on how to find a QuickBooks ProAdvisor.
• Built-in expense tracking: Hit save, and see all expense entries recorded in the accounts (since expense tracking is part of QuickBooks Online’s accounting system).
• Automatic feeds: Sync corporate cards and bank accounts for automatic feeds, which make bank reconciliation easier as QuickBooks Online will fetch them from your card provider.
• Businesses looking for a complete bookkeeping solution: Enjoy a versatile accounting tool, which is the most complete of all providers in this roundup. It can be used in many industries, such as nonprofits, construction companies, and retail businesses.
• Businesses with inventory: Track inventory costs and COGS, making it a good pick if you sell inventory. Its expense tracker helps you monitor how much you spend on inventory-related expenses, such as shipments and packaging.

QuickBooks Online’s scores aren’t as high as those of other options in this roundup. Its expense tracking and card program scores fell short, which makes sense since it’s not a standalone expense tracker. However, its built-in expense tracking works well if your small business has minimal employee expenses.

The only downside that I can see is that it makes it hard to facilitate self-service submission of expense reimbursements from employees. If that’s what you’re looking for, I suggest going with Zoho Expense. It integrates well with QuickBooks Online, making it easy to enhance QuickBooks’ expense tracking capabilities.

There’s nothing fancy in Wave since recording expenses is a straightforward process. The free Starter tier allows you to upload transactions from a bank statement and quickly categorize them, while the Pro plan goes a step further and has bank and credit card feeds that automatically import transactions. I chose Wave for simplicity because it’s a good pick if you have only a small volume of expenses to process.

Standout features and who should use it

• Receipt scanning: Scan receipts in Wave’s free tier for only $8 monthly. You also have the option to upgrade to the paid package for $16 a month, and that already includes unlimited receipt scanning.
• Free expense tracking, accounting, and invoicing: Enjoy the free plan that doesn’t skimp on accounting features, as it can record recurring expenses, a feature often present in paid software.
• Gig workers: Get a free, cost-effective solution if all you need is a simple expense tracking app for your fluctuating income.
• Occasional sellers: Use Wave to track all expenses for a particular event, such as bazaars. You don’t need advanced features like approval workflows because you’re just tracking expenses for a single event — and Wave is more than enough for that.

Wave’s expense tracking features took a hit in my assessment as they are somewhat limited, lacking advanced functionalities like approval workflows and email integrations. Additionally, when reviewing Wave’s card programs, I noted that connecting to bank and card feeds for reconciliation requires upgrading the paid tier.

If Wave doesn’t meet your needs, I recommend considering QuickBooks Online for more well-rounded accounting and expense tracking features. Alternatively, if you’re looking for standalone software, Expensify’s free plan is a solid choice, especially since it allows issuing unlimited cards.

I recommend FreshBooks if you’re a freelancer or solopreneur, thanks to its project accounting features and intuitive interface. I like how it simplifies accounting, even for those unfamiliar with the basics.

Its expense tracking capabilities let you categorize expenses, record them in multiple currencies, and import credit card transactions with ease. Plus, FreshBooks made our list of the leading mobile accounting apps, especially for service-based businesses on the go.

Standout features and who should use it

• Project accounting: Enjoy its outstanding project accounting module. Its expense tracking features are in that module, where you can add project-related expenses and have the option to bill them to clients.
• Easy-to-understand interface: Get a platform whose highlights are simplicity and ease of use; its design is straightforward and has no significant learning curve.
• Freelancers with no accounting background: Easily navigate FreshBooks’ features if you want to DIY accounting — you don’t need experience with accounting software.
• Service providers: Track time and expenses for the services you provide with the help of FreshBooks’ project accounting module; if you ever incur expenses on behalf of clients, you can add them as billable expenses and then add them to invoices.

FreshBooks’ expense tracking features achieved an average score in my assessment. It covers all the basics and even includes some advanced features like managing project costs and workflows. However, it falls short on approval workflows, automatic approval limits, and per diem rules. In my opinion, those omissions won’t impact you much since freelancers are unlikely to need such features for day-to-day bookkeeping.

If you’re planning to grow your business, QuickBooks Online may be a better alternative. It offers approval workflows and serves as a more comprehensive accounting solution. Plus, it integrates smoothly with other dedicated expense trackers on this list, making it a solid choice for scaling businesses.