The best expense management software depends first on whether you want the vendor's corporate card. If yes, Ramp, Brex and BILL Spend & Expense each have a $0 software tier built around their own cards. If you mainly reimburse out-of-pocket spend, Expensify (Collect, $5 per member per month) and Zoho Expense (free for up to 3 users, paid from $3 per user per month billed annually) are the simplest options. Navan fits travel-heavy companies, SAP Concur suits teams that would rather pay per report than per user, and Rydoo fits multi-country teams.
Expense management software replaces the spreadsheet-and-shoebox routine: receipts get captured on a phone, checked against policy, approved, reimbursed or reconciled against card spend, and synced to accounting. All eight tools below do that. The real differences are the model behind the price (a card program, travel bookings, or per-user or per-report fees), which accounting systems each plan connects to, and multi-country support.
How we compared
We compared what the free or entry tier includes, which plan first offers multiple approval levels or policies, which accounting and ERP integrations sit on which tier, and multi-entity support. Prices were checked on each vendor's own pricing page on October 4, 2026, and are stated as of October 2026 in US dollars with the billing basis each vendor gives (where a page doesn't say monthly or annual, we say so). We compared published plans, not hands-on trials.
At a glance
| Software | Best for | Pricing (as of October 2026) | Notable limit |
|---|---|---|---|
| Expensify | Small businesses reimbursing out-of-pocket spend | Free plan; Collect $5 per member/month; Control custom ("as low as $9" per active member/month) | Multiple approval flows and NetSuite need Control |
| Ramp | Teams that want card, expenses and bill pay in one | Free $0/user/month; Plus $15/user/month plus a platform fee based on team size; Enterprise custom | NetSuite and Sage Intacct integrations start on Plus |
| Brex | Startups and mid-size companies with global spend | Essentials $0/user/month; Premium $12/user/month (billing period not stated); Enterprise custom | Multiple custom expense policies need Premium |
| BILL Spend & Expense | Businesses already using BILL for payables | $0 per user per month | Card credit lines aren't guaranteed and depend on application approval |
| Navan | Travel and expense together | Free for companies up to 300 employees; expense free for 5 users, then $15 per user per month | Quote-based above 300 employees |
| Zoho Expense | Budget-conscious small teams | Free (up to 3 users); Standard $3/user/month billed annually ($4 monthly); Premium $5 ($6) | Free plan allows 20 receipt scans per user a month |
| SAP Concur | Teams that prefer per-report to per-user pricing | Base from $7 per report; Plus from $11 per report; Premium custom; unlimited users | Per-report pricing varies with your monthly commitment |
| Rydoo | Multi-country teams | Essentials $9/user/month billed annually ($12 monthly); Pro $11 ($14); from 5 users | Accounting integrations start on Pro |
The 8 best expense management software tools
1. Expensify – best for straightforward reimbursements
The Expensify pricing page lists a Free plan, Collect at $5 per member per month and Control at custom pricing "as low as $9 per active member/month". The FAQ says discounts are available for annual commitments and when using the Expensify Card.
Collect covers receipt scanning, reimbursements, corporate card management, expense and travel approvals, travel booking and QuickBooks and Xero integrations. Control adds multiple approval flows, custom expense rules, NetSuite and Sage Intacct, Workday and Certinia HR integrations, SAML SSO and budgeting.
The limit: more than one approval path or an ERP connection means custom-priced Control.
2. Ramp – best free card-plus-expense platform
The Ramp pricing page lists Free at $0 per user per month, Plus at $15 per user per month plus a platform fee based on team size (the page says annual billing saves 20%), and Enterprise at custom pricing with annual billing.
Free is unusually complete: unlimited corporate cards with issuing controls, expense submission by SMS or Slack, travel booking with a custom policy, automatic receipt matching, bill pay with approval workflows, and QuickBooks Online and Xero integrations. Plus adds AI expense reviews, card locking when receipts are missing, NetSuite and Sage Intacct integrations and multi-entity support. Enterprise adds Workday and Oracle Fusion Cloud integrations and local currency card issuing in 30+ countries.
The limit: it's built around Ramp's card, and the Plus platform fee isn't published.
3. Brex – best for global card spend
The Brex pricing page lists Essentials at $0 per user per month, Premium at $12 per user per month and Enterprise at custom pricing; the page doesn't say whether Premium is billed monthly or annually. The same page notes that Brex LLC is a wholly owned subsidiary of Capital One, N.A., following the acquisition Capital One announced as completed on April 7, 2026.
Essentials includes global card acceptance, AI-powered custom rules, up to two entities, accounting integrations, travel booking, bill pay and reimbursements. Premium adds multiple customizable expense policies, advanced approvals, multi-entity support, ERP and HRIS integrations and VAT documentation. Enterprise adds unlimited entities and local card issuance and reimbursements.
The limit: different policies by team or role need Premium.
4. BILL Spend & Expense – best if you already pay bills in BILL
BILL describes Spend & Expense as "formerly Divvy" on its product page, and the card is the BILL Divvy Card. The BILL pricing page lists Spend & Expense at $0 per user per month with no subscription or per-user software fees, including corporate cards, budgets, expense tracking and access to credit lines from $1,000 to $5M. BILL's payables and receivables products are separate per-user subscriptions.
The appeal is budgets: you issue physical or virtual cards per team or project, with limits and rules attached.
The limits: BILL says credit lines are not guaranteed and are determined on application approval, and you still pay standard card and payment fees where they apply.
5. Navan – best for travel and expense in one
Navan (founded in 2015 as TripActions) is travel booking first. The Navan pricing page lists Navan Business as free for companies with up to 300 employees, and says Navan Expense is free for the first 5 monthly expensing users and then $15 per user per month. Navan says the free tier is funded by travel providers' commission fees.
Navan Business includes unlimited travel policies and approval workflows, reimbursements, connections to your existing corporate cards, receipt scanning and ERP integrations.
The limit: the value is the travel side; if your team rarely travels, a plain expense tool is simpler.
6. Zoho Expense – best low-cost option for small teams
Zoho Expense is the cheapest paid option here. The US Zoho Expense pricing page lists Free (up to 3 users), Standard at $3 per user per month billed annually or $4 billed monthly, and Premium at $5 billed annually or $6 monthly, with prices exclusive of local taxes and a 14-day free trial.
Free covers receipt capture with OCR, expense reports, GPS mileage, multi-currency expenses and accounting integrations. Standard adds corporate card management, multiple expense policies, cash advances, direct bank reimbursements and SSO, with ERP and HRMS integrations as an add-on. Premium adds self-booked travel, per diems, live budgets, advanced approvals and multi-entity, multi-country management.
The limit is the scan allowance: 20 receipt scans per user a month on Free, 200 on Standard and 1,000 on Premium.
7. SAP Concur – best for per-report pricing with Concur Travel
SAP Concur prices per expense report, not per user. The SAP Concur pricing page lists Base from $7 per report and Plus from $11 per report, both with unlimited users, and Premium at custom pricing with Concur Travel included. The page says the more you buy, the less you pay per report.
Plus adds ExpenseIt, a user support desk and reporting to Concur Expense. Premium adds Concur Travel and Intelligence.
The limit: the prices are "from" figures, so expect a quote.
8. Rydoo – best for multi-country teams
Rydoo's higher plans target multi-location, multi-country companies. The Rydoo pricing page lists, in US dollars, Essentials at $9 per user per month billed annually ($12 monthly) and Pro at $11 billed annually ($14 monthly), both starting at 5 users, with Business (from 30 active users) and Enterprise (from 50 active users) at custom pricing.
Essentials includes the receipt-scanning app, unlimited expenses, mileage and a single approval flow. Pro adds per diems for 15+ countries, QuickBooks, Xero and Exact Online integrations, card reconciliation, custom policies and two approval levels. Business adds Rydoo Cards, SFTP and API access.
The limit: the 5-user minimum, and the accounting integrations aren't on Essentials.
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How to choose
Card or no card. Ramp, Brex and BILL pair a $0 software tier with their own corporate cards: a good deal if you want the card, less relevant if you only reimburse spend on cards you already have.
Count who submits. Expensify, Zoho and Rydoo charge per user, Navan per monthly expensing user after five, SAP Concur per report. Model a normal month and your busiest.
Check the integration tier. QuickBooks Online and Xero are on Expensify Collect and Ramp Free, but NetSuite and Sage Intacct move you up at Expensify (Control) and Ramp (Plus), and Rydoo's accounting integrations start on Pro.
Don't treat policy rules as universal. Mileage rates, per diems, receipt requirements and whether a reimbursement is taxable depend on your country and sometimes your state or region. Tools enforce your policy; your accountant decides what it should be.
If the approval chain is the hard part, see our approval workflow software roundup. For field crews, pair this with field service management software; for maintenance teams buying parts, see work order software.
Build or buy a reimbursement tracker
Buy if you want cards, receipt OCR, card reconciliation or accounting sync; the tools above are built for exactly that. A custom build only fits a narrow job, such as a grant-funded team that needs approvals by project code and funder, or contractors submitting claims on a form you design. Greta.sh is an AI app builder that generates a full-stack web app (frontend, backend, database, authentication and deployment) from a plain-English description, such as a submission form, approval queue and reimbursement log shaped to your rules. It doesn't issue cards, move money or come with accounting integrations: payments still go through your bank or payroll, and anything you connect, you build and maintain. The free plan gives 5 credits a day; deployment starts on Starter ($5/month welcome offer, normally $20/month), and Database and team management are listed on Pro ($20/month welcome offer, normally $50/month), per Greta.sh pricing. Our tutorial on building an expense tracker with AI walks through that build.
Frequently asked questions
Is there free expense management software?
Yes. Ramp Free, Brex Essentials and BILL Spend & Expense are $0 per user per month, built around their own cards. Zoho Expense is free for up to 3 users, Expensify has a free plan, and Navan Expense is free for the first 5 monthly expensing users.
How much does expense management software cost?
As of October 2026, published paid prices in this list run from $3 per user per month billed annually (Zoho Expense Standard) to $15 per user per month (Navan Expense after five users, and Ramp Plus plus a platform fee). SAP Concur starts from $7 per report instead of per user.
What's the best expense management software for small businesses?
If you want a corporate card, Ramp's or Brex's free tier. If you only reimburse, Expensify Collect ($5 per member per month) or Zoho Expense (free for up to 3 users; Standard $3 per user per month billed annually).
Do these tools handle tax rules on reimbursements?
They enforce the rules you set, such as mileage rates and per diems. Tax treatment of reimbursements varies by country and region, so confirm your policy with an accountant rather than trusting a default.
Can I build my own expense tracker?
For a custom approval and reimbursement log, yes, with an AI app builder like Greta.sh. It won't issue cards, pay people or sync to accounting, so it suits narrow workflows.
