The best business expense tracker apps allow you to capture receipts electronically, import credit card transactions, and integrate with most accounting software products. As a result, employees spend less time tracking down receipts so you don’t miss out on any tax deductions. We evaluated a dozen options and narrowed it down to the top six.
Top 6 Business Expense Tracker Apps 2018
|Zoho Expense||(Best Overall) Businesses looking for an affordable app with all of the features SMB’s need.|
|Expensify||Businesses with more than 1,000 employees looking for a great alternative to Zoho Expense.|
|Concur||A large organization with thousands of employees looking for an app that automatically records expenses.|
|TriNet Expense||Small businesses that are looking for another good business expense tracker option.|
|Freelancers and solopreneurs looking for an all-in-one accounting and tax filing solution.|
|Tallie||Organizations looking for a solution that helps to reduce fraud by preventing duplicate expense claims.|
When to Use QuickBooks Online
If you’re looking for a way to keep track of your entire business and not just expenses, we recommend QuickBooks Online. QuickBooks Online is a complete accounting software that you can use to manage your entire business directly from your mobile device. With QuickBooks Online, you can invoice and collect payment from customers, track and pay bills, and access detailed reports like Profit and Loss to see the overall health of your business.
In addition to managing all financial aspects of your business, you can give other users access to your data so that they can also access it from any mobile device. For example, instead of trekking over to your CPA’s office, give them access to your data so they can run the reports they need to prepare your tax return without having to bother you! Sign up for your QuickBooks Online account and you can save up to 50 percent off your paid subscription.
How We Evaluated Business Expense Tracker Apps
Many employees don’t bother to request reimbursement for legitimate business expenses due to lost receipts and the amount of time it takes to complete an expense report. With a business expense tracker app, you can take a picture of a receipt with your mobile phone and toss those paper receipts, which will help to reduce the amount of time it takes to complete a reimbursement request.
We evaluated business expense tracker apps based on the following key features:
- Cost – Has a pricing plan that is affordable for small and large companies.
- Ease of Use – Easy to set up, navigate and quickly get up to speed on how to use it.
- Electronic Receipt Capture – Easily take a snapshot of a receipt using the mobile app and toss the paper receipt.
- Automatically Import Credit Card Transactions – Connect a business credit card or prepaid expense card to the app to download all expenses.
- Able to Create Approval Workflow – The app allows you to set up at least one or more approval levels so managers/business owners can review and approve expenses once they have been submitted.
- Mileage Tracking/Calculation – The app allows you to track miles driven for business and automatically calculates the mileage reimbursement amount.
- Reimbursement – Once business expenses have been approved, the reimbursement to the employee can be scheduled within a few days.
- Integration with Accounting Software – Expense information and receipts can be downloaded into an accounting software like QuickBooks.
After considering the key features listed (above), Zoho Expense is our top pick as best business expense tracker app. The basic plan offered by Zoho Expense is free and it goes well beyond what most business expense tracker apps do to include features like multi-currency and per diem allowances. In addition, Zoho Expense integrates with a whole suite of popular Zoho apps such as Zoho Books and Zoho CRM.
Zoho Expense: Best Overall Business Expense Tracker App
Zoho Expense is the most affordable app that includes the features that most businesses need. It offers a free plan that is ideal for solopreneurs with only a couple of employees, and it also works great for larger businesses with 1,000 employees or less. You can track, approve, and pay all receipts directly within this app.
Zoho Expense Pricing and Features
In addition to the free plan, Zoho Expense has a Standard plan that starts at $15 per organization per month. This plan includes up to 10 users at no additional cost, multi-level approvals and next day reimbursement. Both plans are packed with a lot of great features, such as mileage expense, per diem allowances, expense policy enforcement, and the ability to handle multiple currencies for travel overseas.
Zoho Expense Tiered Features
$2/month for each
|Mobile Receipt Capture|
|Import Expenses from |
Bank/Credit Card Accounts
|Track Per Diem Allowances|
|Expense Field Customization|
|Next Day Reimbursement |
|Integrations with |
Unlike the other competitors on our list, Zoho Expense allows you to track per diem allowances. For example, if employees have a limit of $70 per day for meals and an employee exceeds this limit, an alert will pop up and the employee will need to provide an explanation for the overage; this information will be visible to the approver, who can choose to approve or deny the expense.
Below is a snapshot of the Zoho Expense app, which can be downloaded to your mobile device:
Zoho Expense Free Plan
Zoho Expense Free edition is the most budget-friendly at a cost of zero. This plan includes up to 100 receipt captures, expense policy enforcement, multi-currency expensing, the ability to set per diem allowances and track mileage expense. This version beats the free version of Expensify because you can have up to three users with this plan, while the Expensify plan only allows one user.
Zoho Expense Free edition is ideal for a solopreneur with one or two employees. If you are currently using an Excel spreadsheet or the old shoe box method to track receipts, this will be a huge upgrade that you won’t have to pay a dime for.
Zoho Expense Standard Plan
Zoho Expense Standard edition runs $15 per month ($180/year) for up to 10 users. If you need more than 10 users, there will be an additional cost of $2 per month per user. In addition to the features included in the free plan and the additional seven users, you can create multiple levels of approval and you can easily create reimbursement payments as soon as an expense report is approved.
Zoho Standard edition is ideal for a small business with less than 1,000 employees across different departments and multiple offices. The multi-level approvals, custom roles and online reimbursement features will help to streamline the entire expense tracking process. If you do have more than 1,000 employees, you can contact Zoho Expense directly to receive a custom price quote.
What Zoho Expense Is Missing
Zoho Expense does not have the large ecosystem of retailers like SAP Concur, which automatically records expenses made at large retailers like Uber, Starbucks and popular hotel chains.
Zoho Expense User Reviews
Zoho Expense users have given this app rave reviews. Users love the number of features included at such an affordable cost. Customers who also use QuickBooks said that the integration with Zoho Expense works very well and has saved both employees and approvers a lot of time.
Where to Find Zoho Expense
Take Zoho Expense for a test drive by heading over to their website to sign up for the free account. If you have more than ten employees, then sign up for the Standard account instead. You have 14 days to try the product for free, no credit card required. Once the trial period is over, you will need to convert to a paid subscription to continue to use the app.
Expensify: Best Business Expense Tracker App for Alternative to Zoho Expense
Expensify came in at a close second place to Zoho Expense. Similar to Zoho Expense, Expensify is ideal for the solopreneur and companies with no more than 1,000 employees. It includes a free plan for solopreneurs as well as a Corporate plan for large corporations. Like Tallie, it has built-in intelligence to detect duplicate expenses, which will help to reduce employee fraud. Finally, you can set up next day direct deposit payments to employees.
Expensify Pricing and Features
Similar to Zoho Expense, Expensify also offers a free plan that is ideal for a solopreneur with no employees. Unlike Zoho Expense, the free (Individual) plan is very limited in features. The paid plans start at $5 per active user per month and include unlimited receipt scans, unlimited receipt storage, online next day reimbursement and integrations with popular accounting software like QuickBooks and Xero.
Expensify Tiered Features
|Number of Smartscans|
|Unlimited Receipt Storage|
|Basic Expense Approval|
|Online Next Day ACH Reimbursement|
|Advanced Policy Enforcement|
|Multi-stage Approval Workflow|
|Custom Report Exports|
|Integration with Accounting Software|
The Expensify app uses a tool called SmartScan that can read the receipt and code it to the proper account (e.g., office supplies, meals), and it will also automatically add it to an expense report for you. Multi-level tagging is another unique feature of Expensify. With this tool, you can group expenses into multiple categories (e.g., department, location) for additional analysis and reporting.
Below is a snapshot of the Expensify app that can be downloaded to your mobile device:
The Expensify Individual plan will fit any budget because it is 100 percent free. However, it is also limited in features; you can only scan up to five receipts per month with the smart technology that reads the amount and merchant information. Unlimited receipt storage and basic expense approval are also included in this plan. However, online next day reimbursement is not available and it does not integrate with accounting software like the Team and Corporate plans do.
The Individual plan is ideal for a solopreneur with no employees and just a few receipts that they need to track. While this plan is limited to five smartscans, you can still upload more than five receipts, but you will have to manually enter the amount, merchant and expense category after the fifth receipt.
The Expensify Team plan is $5 per active user ($60 annually per active user); this means that you will only be billed for users who actually submit expenses through Expensify. If an employee does not submit expenses during the month, you won’t be charged for that employee that month. The Team plan goes beyond the Individual plan to include online ACH next day reimbursements once an expense report is approved, and it integrates seamlessly with Xero and QuickBooks.
The Team plan is ideal for startups, nonprofits and businesses with small teams to track and reimburse expenses. However, if you need multiple levels of approval or the ability to create rules for expense policy reinforcement, the Corporate plan might be a better fit for you.
The Expensify Corporate plan is $9 per active user per month ($108 annually per active user); this is a whopping $48 more per active user annually than the $60 for the Team plan! For this additional cost, you get all of the features included in the Team plan plus a direct integration to four additional accounting software products (NetSuite, Sage Intacct, Dynamics, Zenefits), multi-level tagging of expenses (e.g., by department, project, location), custom report exports and advanced expense policy reinforcement.
The Corporate plan is ideal for mid- to large-sized businesses with a sales team or group of employees that frequently travel for business. This plan is ideal if expense claims typically require more than one approval and you want the system to flag items that do not adhere to the Corporate Expense Policy.
What Expensify Is Missing
Similar to SAP Concur, Expensify cannot compete with the free Zoho Expense plan. While it does have a free plan, the limited features in the number of scans (five versus 100 with Zoho Expense) plus the fact that you cannot have any additional users (and that Zoho Expense includes three, at no additional charge) makes it hard to beat Zoho Expense.
Expensify User Reviews
Overall, Expensify users like how simple the process of tracking receipts is with this app. Users express that it is very user-friendly and it has saved employees and managers a lot of time. On the flip side, some customers who contacted tech support did not have a good experience, so there is room for improvement.
Where to Find Expensify
You can take Expensify for a test drive by signing up for the Individual account, which is free. Visit the Expensify website and provide your business name and email address to get started. If you have more than one user, sign up for a free trial of the Team or Corporate plan. At the end of the trial period, you will need to convert to a paid subscription to continue using the app.
SAP Concur: Best Business Expense Tracker App with a Large Ecosystem of Retailers
SAP Concur can accommodate both small businesses with just a few employees as well as large Fortune 500 companies with thousands of employees. Out of the six expense tracker apps that made our final cut, SAP Concur is the only app that has a large ecosystem of retailers like Starbucks, Uber and some of the popular hotels; when you purchase something from these retailers, the expenses are automatically captured in Concur!
SAP Concur Pricing and Features
SAP Concur offers two plans. The Standard edition is ideal for small businesses with less than 100 employees and one level of approval and the Professional edition is ideal for larger companies with more than 100 employees and multiple level of required approvals. In addition to including the basic features that we listed above, both plans include a free TripIt Travel Pro account, which allows employees to manage their itinerary.
SAP Concur Tiered Features
|Expense Report Creation|
|Expense Report Approval|
|Auto Expense Policy Reinforcement|
|Corporate Card Integration|
|Personal Card Integration|
|Advanced Expense Policies|
|Advanced Approval Workflows|
|Integration with Accounting Software|
Similar to Tallie, SAP Concur allows you to connect both corporate cards and personal credit cards so that you can easily import expenses paid with your business or personal credit cards into SAP Concur. In addition, Advanced Approval workflows allow you to set approval limits for each approver by business title or some other mechanism (e.g., managers can approve up to $1,000).
Below is a screenshot of the SAP Concur app you can download to your mobile device:
SAP Concur Standard edition runs $8 per month per user ($96 annually per user). It includes the ability to capture receipts via the mobile app, employees can create expense reports within the app or from a desktop computer, and you can create an approval workflow. In addition, you can create rules to ensure adherence to the corporate expense policy. Corporate credit cards issued to employees can also be linked to SAP Concur, so credit card charges are automatically captured.
SAP Concur Standard edition is ideal for a company that has less than 100 employees and needs the ability to set up an approval workflow, so once the employee submits their expense claim request, it sends an alert to his/her supervisor to inform them an expense report is awaiting their approval.
SAP Concur Professional edition is going to cost you more than $8 per month per user. Because the pricing is dependent on what your requirements are for the advanced features that are included, you will have to visit the SAP Concur website to request a custom quote. On top of what’s included in the Standard edition, you get advanced workflow approvals, advanced adherence to corporate expense policy, VAT tracking (a type of sales tax) and multiple bank accounts to handle reimbursements.
The Professional edition is ideal for a large enterprise organization that has hundreds or even thousands of employees spread across the globe. There will typically be more than one level of approvals required and an intricate set of corporate expense policy rules that need to be set up in the system.
What SAP Concur Is Missing
While SAP Concur is not missing any key features we listed above, their pricing just does not beat Zoho Expense. When it comes to an affordable app that most small business owners can afford, the free Zoho Expense plan beats paying $8 per month ($96 annually) for SAP Concur. However, SAP Concur is a great plan for Fortune 500 companies with a lot of employees.
SAP Concur User Reviews
Most of the user reviews that we found online were positive. Customers like the integration with QuickBooks and feel that it is very easy to use. In a previous job where I traveled quite often, SAP Concur was the app that we used to track and manage all of our expenses. Due to the large ecosystem of retail partners and the free TripIt Pro account, creating my monthly expense reports was a breeze.
Where to Find SAP Concur
If you’re ready to get started with SAP Concur, head over to their website to download the free app and use it for the first 30 days, no charge. If you decide to continue to use the app once the trial period is over, you just need to convert to a paid subscription.
TriNet Expense: Best Business Expense Tracker App for Another Good Option
TriNet Expense is another great business expense tracker app for small or large offices with multiple locations. While it does not offer a free plan, all pricing plans have the same features and the only difference is the number of users included. As a matter of fact, the more users you have, the less you pay.
TriNet Pricing and Features
TriNet Expense has three plans between $8 and $10 per month per user. The fourth plan is for Enterprise organizations with more than 250 users (pricing varies based on the number of user). This plan includes all of the minimum features required plus you can create custom expense categories, import expenses from bank/credit card accounts, and manage tracking multiple foreign taxes such as VAT, GST and HST.
TriNet Tiered Features
|Mobile Receipt Capture|
|Import Expenses from |
Bank/Credit Card Accounts
|Record & Track Mileage|
|Custom Expense Categories|
|Expense Report Approvals|
|Expense Policy Enforcement|
|Tax Tracking |
(VAT, GST, HST)
TriNet Direct Pay
TriNet Direct Pay
TriNet Direct Pay
TriNet Direct Pay
There are a couple of features that set TriNet apart from its competitors. First is the ability to handle foreign taxes like GST, HST and VAT (SAP Concur can manage VAT only). In addition, if you are a current TriNet Payroll or TriNet Direct Pay customer, TriNet Expense integrates with these products.
Here is a snapshot of the TriNet Expense app that you can download on any mobile device:
The TriNet Startup tier runs $10/month per user ($120 per user annually). Unlike many competitors that limit their most affordable plan, this plan includes all of the features that the higher tiers have, including recording and tracking mileage, custom expense categories, and import of bank/credit card transactions. However, it is limited to a maximum of nine users.
The TriNet Startup tier is ideal for a small business owner who has a small team of no more than nine employees. However, if you are a solopreneur with no employees, the personal plan for individuals might be a better fit for you. Visit the TriNet website to request pricing for this plan.
The TriNet Team tier runs $9/month per user ($108 per user annually), which is $12 per user per year more than the Startup tier. It includes all of the great features the other three tiers include, such as expense policy reinforcement, expense approvals and integration with a number of other systems like QuickBooks and NetSuite.
This tier is ideal if you have between 10 and 24 users who need to submit expense requests. If you have 25 or more users, then you need to sign up for the Corporate tier.
The TriNet Corporate tier runs $8/month per user ($96 per user annually), which is $12 per user per year more than the Team tier. It also includes all of the great features that the other tiers include, like detailed reports to analyze spending trends by merchant, employee and expense categories, and 160 currencies and receipt management.
The TriNet Corporate tier is ideal for organizations with larger teams of 25 or more located in one office or spread across multiple offices.
The Enterprise tier includes more than ten times the number of users as the Corporate Tier at 250+. Since pricing will vary based on the actual number of users needed, you will have to contact TriNet directly to obtain a quote. This tier includes the same features as the other tiers, including tax tracking for VAT, GST and HST.
What TriNet Is Missing
TriNet knocks it out of the park when it comes to price, features and the ability to track employee expenses from the initial purchase to reimbursement to the employee. However, it does not offer a free account like Zoho Expense does and it is a bit pricier than Zoho Expense, but when you compare the amount of features for the price, it is a great alternative to Zoho Expense.
TriNet User Reviews
We found overwhelmingly positive reviews from TriNet users. TriNet customers like how user-friendly the app is, how easy it is to set employees up with access, and how affordable it is for small businesses. We did not find any negative reviews on this product.
Where to Find TriNet
Similar to most of its competitors, you can visit the TriNet Expense website to sign up for your account. You can use it free the first 30 days and after the trial period is over, you will need to purchase a paid subscription to continue using the product.
QuickBooks Self-Employed: Best Business Expense Tracker App for an All-in-One Solution
QuickBooks Self-Employed is ideal for freelancers and Uber/Lyft drivers looking for a complete solution that will allow them to track income, business expenses and mileage, all from the app! With the TurboTax bundle, you can also file your tax return. Check out our QuickBooks Self-Employed guide to learn more about the features and benefits.
QuickBooks Self-Employed Pricing and Features
QuickBooks Self-Employed has two pricing tiers starting at $10 per month. It goes beyond business expense tracking to include a mileage tracker, the ability to connect a bank or credit card account, invoice customers, and file your federal and state tax returns.
QuickBooks Self-Employed Tiered Features
|Capture Receipts Electronically|
|Connect Bank/Credit |
|Create Customer Invoices|
|Auto Create Tax Due |
|Separate Personal Expenses |
from Business Expenses
|1 Free Federal and State |
Tax Return Filing
Unlike its competitors that focus on tracking business expenses, QuickBooks Self-Employed is an accounting software that allows you to track business expenses, create customer invoices, track mileage, manage and pay quarterly taxes, and transfer your data to TurboTax so you can file your Schedule C.
Below is the QuickBooks Self-Employed app you can download to any mobile device:
QuickBooks Self-Employed is the most affordable of the two plans at $10 per month ($120/year). This plan includes access for one user, the ability to track up to five customers, and connect one bank/credit card account. With the QBSE app, you can capture an unlimited number of receipts electronically and it will automatically keep track of miles driven.
The QuickBooks Self-Employed plan is ideal for freelancers who not only need an expense tracker app, but also a way to keep track of their income. QuickBooks Self-Employed is also capable of separating personal expenses from business expenses. However, we recommend that you set up a business checking account as soon as possible; the IRS frowns upon commingling personal and business accounts.
Self-Employed TurboTax Bundle
QuickBooks Self-Employed TurboTax Bundle is the higher priced tier at $17 per month ($204/year). This is an additional $84/year more than the Self-Employed plan. For the additional cost, you get to file one federal and state (if applicable) tax return using TurboTax. All of the information in QuickBooks Self-Employed will easily transfer over to your Schedule C, no CPA required! This is worth more than the additional $84 you will pay for this plan.
The QuickBooks Self-Employed TurboTax plan is ideal for freelancers who want a program that goes beyond managing income and expenses to being able to file their tax return without paying a tax preparer a few hundred dollars to do it for them.
What QuickBooks Self-Employed Is Missing
While QuickBooks Self-Employed allows you to go beyond tracking business expenses to managing income and filing your Schedule C, it only includes one user and does not have the functionality to manage expenses for employees.
QuickBooks Self-Employed User Reviews
QuickBooks Self-Employed users like how easy it is to set up and use the app, and they like the built-in mileage tracker. On the negative side, users don’t like the limitations of the software, such as the number of customers you can bill and the inability to track accounts payable. You can check out all of the user reviews on our QuickBooks Self-Employed reviews page.
Where to Find QuickBooks Self-Employed
Like its competitors, you can easily download the QuickBooks Self-Employed app and sign up for a subscription. It doesn’t requires your business name and email address to get started. As a Fit Small Business reader, you can qualify for up to 50 percent off your paid subscription; just visit the QuickBooks website to sign up.
Tallie: Best Business Expense Tracker App for Fraud Prevention
Tallie goes well beyond the basic features of tracking receipts to helping businesses minimize employee theft that occurs each year through the expense reimbursement process. Tallie is ideal for large organizations or accounting firms that can afford to pay a premium to prevent fraud. Unlike its competitors, Tallie has intelligent automation that accelerates the expense submission process, eliminates duplicate reimbursement and flags potential policy violations.
Tallie Pricing and Features
Tallie not only meets but exceeds our required list of features. It uses OCR technology to automatically categorize expenses by type (e.g., office supplies, meals), employees can scan all receipts and then drag and drop them to the right expense report, and status updates notify employees when an expense report has been approved. Unfortunately, these additional features come with a hefty price tag of $50 plus $9 per active user per month.
Tallie Tiered Features
$9 per active user/month
|Receipt Data Scan|
|Auto Credit Card Matching with Receipts|
|Duplicate Expense Detection|
|Expense Policy Check|
|Reminders and Alerts|
|Connect Personal and |
Corporate Credit Cards
|Customized Training Sessions|
|Travel and Practice |
|Integration with Other Software|
Unlike its competitors, Tallie has built-in features to minimize employee fraud. The ability to automatically match scanned receipts to the bank/credit card statement ensures that all expenses have sufficient documentation, which minimizes the chance of a duplicate expense being submitted. If the system detects a duplicate expense, you will receive a notification. If the expense is not a duplicate, the approver can bypass the message to approve the expense.
Here is a snapshot of the Tallie mobile app which can be downloaded on any mobile device:
The Tallie Business plan runs $9 per month ($108/year) per active user plus an additional $50 minimum per month ($600). However, if an employee does not use Tallie for a particular month, they are considered inactive for that month and, as a result, you are not charged for that month. This plan goes beyond our list of required features to include the ability to detect duplicate expenses, send alerts via email to remind employees to submit expenses, and notify an approver when expenses are pending their approval.
Similar to SAP Concur Standard plan, this plan is ideal for small business owners with less than 100 employees who want to upgrade from processing expense reimbursements using an Excel spreadsheet to a more automated system.
Tallie Enterprise is similar to Concur Professional plan because this system can be customized to meet the specific needs of the business. In addition to including all of the features in the Business Plan tier, it also allows you to connect an unlimited number of personal and corporate credit cards. Customized training for your team and dedicated customer support is also included in this plan.
The Tallie Enterprise plan is ideal for large organizations with more than 100 employees spread across the globe. Both the dedicated support team and customized training sessions would be ideal for this type of company.
What Tallie Is Missing
Unfortunately, Tallie missed the boat when it comes to affordable pricing. The minimum cost of $50 per month plus $9 per active user/month is quite steep for most small business owners.
Tallie User Reviews
Based on the customer reviews we found online, Tallie users say it is user-friendly, saves employees time, and the customer support team is very good. However, the negative reviews we found were centered primarily around the fact that the steep price is just not affordable for many small business owners.
Where to Find Tallie
Visit the website to sign up for an account and take Tallie for a test drive for the first 14 days, at no charge. After the trial period is over, if you would like to continue to use Tallie, you will need to convert to a paid subscription.
Alternatives to the Best Business Expense Tracker Apps
If the options we have presented in this guide don’t fit your budget or meet your needs, we’ve included a few other products that we looked at during our research for this guide. These products are 100 percent free to use, and some of them even go beyond tracking business expense by including budgeting, tracking income and mileage.
Alternative Options to the Best Business Expense Tracker Apps
|Divvy||A free business expense tracker that enables you to create employee budgets and track spending.|
|Smart Receipts||A free receipt scanner, mileage tracker and expense report generator all in one.|
|Receipts by Wave||A free receipt scanning app that syncs with Wave Accounting, a free accounting software.|
|ZipBooks||Allows you to track income and expenses.|
Now that we have provided you with several business expense tracker apps that will fit any size business and any budget (including those with no budget), it’s time for you to download an app and start tracking those expenses!
We recommend that you give Zoho Expense a try. It is the most affordable app and it’s easy to use! You can start with the free version, which will allow you and two employees to track your expenses for free! If you have more than two employees, sign up for the Standard edition for only $15 per month and give up to 10 employees access at no additional charge!