Top Free Expense Management Software
Check out our list of free Expense Management Software. Products featured on this list are the ones that offer a free trial version. As with most free versions, there are limitations, typically time or features.
If you'd like to see more products and to evaluate additional feature options, compare all Expense Management Software to ensure you get the right product.
SAP Concur is the world’s leading provider of integrated travel, expense, and invoice management solutions, driven by a relentless pursuit to simplify and automate these everyday processes. With SAP Concur, a top-rated app guides employees through every trip, charges are effortlessly populated into expense reports, and invoice approvals are automated. By integrating near real-time data and using AI to audit 100% of transactions, businesses can see exactly what they’re spending without worrying a
Easily manage expenses, pay bills, send invoices, and book travel – all within Expensify. - Unlimited receipt scanning: Snap a photo of any receipt and Expensify 's SmartScan technology captures the details. Better yet, get the Expensify Card and say goodbye to receipts forever. - Expense management: Expensify codes and submits business expenses for easy approval, next-day reimbursement, and automatic sync with accounting software. - Bill payment: Expensify captures details from vendor bills for
Certify Expense is a web-based travel & expense management software for companies that want to quickly automate manual processes while receiving great administrative and end-user support for free. With Certify’s automated expense report creation, embedded audit capabilities, and mobile receipt capture, expense reporting has never been so easy. Employees, managers, and accountants can create, submit, and approve expense reports, check the status of expense reports, and access reports on dem
Submit and manage employee expenses in real time. No more expense reports or receipt hoarding. Capture the expense as it happens for full visibility into spend. Build custom approval routing rules for every expense and automate your expense policy to reduce errors and improve efficiency. The minimalist, sleek interface clears out the clutter and only prompts employees for what is needed, while organizing and sorting expenses into reports as they are submitted. Corporate card reconciliation
Zoho Expense helps in taking the effort out of expense reporting. From submission to reimbursement, everything is quick and easy. No need to save those paper receipts anymore. Recording an expense is as simple as taking a photo of the receipts. We’ll auto scan them and create an expense, just for you. Don’t have a receipt in hand? No problem! Create an expense from your card statements or email them to your account. Worried that your employees might overspend on the corporate cards? We’ve got
Snap and manage expenses anywhere in real-time. Make expensing easy for your employees & finance team. Rydoo simplifies your expense management process to a few clicks and photos, with real-time approval flows and smart reporting. Next to eliminating today’s expense reports, Rydoo also creates the new standard for business travelers - allowing employees to book a trip instantly via their smartphone. Thousands of companies including Deloitte, Pernod Ricard & Burger King trust in Rydoo
The world has changed over the last three decades and it’s time expense management does. Fyle has invented a new, intuitive way to turn expense reporting real-time. Employees submit expenses on-the-go within apps they use every day - Gmail, Outlook, Slack, WhatsApp, phone gallery. There’s more -- all expenses are submitted only after being checked for policies. This means employees get notified right within these apps if they’re violating any company policies. What’s more? - A modern corporat
Chrome River EXPENSE is a highly-configurable, automated expense management solution that delivers the same intuitive and elegant interface on a mobile phone, tablet or laptop. Our SaaS products provide a world-class business rules engine and technology infrastructure that CFOs, finance and accounting teams, travel managers, and business travelers all love. Chrome River enables your organization to streamline processes, reduce costs and increase visibility and compliance, all while providing th
Smart credit cards for your business. No more expense reports, no more out-of-pocket spending. Power to your people.
BigTime is the access-anywhere operating system behind the greatest consulting firms on the planet. We help accountants, architects, engineers, IT-services firms, scientific and management consultants budget, track and bill their most important asset - time. In fact, BigTime users have increased their gross margins by 25%, on average, with our business-adaptable tools for resource allocation, workflow and task management, project planning and tracking, billing and invoicing with Quickbooks inte
TravelBank is the leading all-in-one expense and business travel management platform, powering the expense and travel solution for more than 20,000 companies. With TravelBank, businesses gain immediate control of their expense management and travel program, reducing company spend by 30% on average while improving employee happiness through a user-friendly design, fast expense reimbursements, and travel rewards program. Companies can create and deploy custom expense and travel policies with ease
Divvy's 100% free expense platform brings smart card technology, modern software and people together for a seamless spend management experience. Divvy makes expense reports, receipt capturing and employee reimbursements an unnecessary thing of the past. Simply pick a budget, swipe your Divvy card and you're done. Everything you need is pushed to the cloud for real-time transparency into how you're spending, where and why. With Divvy, everyone (CEO to intern) can have a company card, risk free. W
Receipt Bank is the world’s favourite paperless bookkeeping platform, connecting accountants, bookkeepers and businesses. Since 2010, we’ve been making it simple to capture, process and share financial documents so businesses can focus on what matters. You have better things to do than data entry. That’s why we help you drop the paper and save an average of three hours per week to do more of what you love, whether that’s growing your business or taking Fridays off. With Receipt Bank, send and
Tallie is a mobile and online expense management tool built with smaller businesses in mind. The people at Tallie believe small businesses deserve expense software that is ridiculously easy to use, takes limited time out of the workday to manage, eliminates accounting mistakes and can be implemented rapidly. Tallie is part of Emburse, a global leader in expense management and AP automation solutions, which is trusted by more than 4.5 million users in more than 120 countries.
Bento is the only card+software solution modern small and mid-sized businesses need to manage daily expenses. Customers have reduced spending, improved cash flow, and cut down countless hours that used to be spent on expense reports and reimbursements. How? Simply create physical and virtual debit cards for employees and teams, and limit when, where and how much each card is good for. That’s it! Employees get their job done without ever overspending, and managers have control and visibility with
Circula offers medium-sized and internationally oriented companies a Software-as-a-Service solution for digital travel and expense accounting. Thanks to the intuitive user interface of the app and AI-based technologies, receipts can be processed in real time and digitally archived in compliance with GoBD for the first time. This award-winning (KPMG, Visa, PwC) technology are using digital pioneers and innovative companies such as N26, Onefootball, TeamViewer, Amorelie, Orthomol and hundreds mo
Replicon provides end-to-end Time Management software and services to enterprises of all sizes. Capture, analyze, and optimize time, your organizations most critical asset, to improve profitability, productivity and employee satisfaction. Salaried & hourly workers alike love using Replicon because it is simple and easy to enter their time, attendance, vacation, and expense information--via web browser or mobile app. Hiring managers use Replicon to optimize the types of workers to hire, wha
Reduce costs, increase project visibility, and stay on budget — with easy timesheets! ClickTime makes it easy to track, plan, and manage employee time. Improve operations and increase employee productivity through easy-to-use timesheets you can access anywhere, anytime. Easy for Everyone Track time on your phone or laptop, quickly approve employee hours, or dive into dashboards and reports that make it easy to manage budgets and plan employee time. Real-Time Answers Whether you’re estimating
At Deem, we create products that give employees everything they need to make better travel decisions, wherever they are. With the most intuitive, secure, and powerful travel solutions, companies save money, their employees stay connected, and everyone gets more done. That’s why more businesses are embracing Deem. Deem is used by more than 50,000 corporate customers and plugs into the world’s largest travel management companies and expense providers. The company is headquartered in Silicon Vall
Take control of your organization's expenses, ensure compliance with company policy, and accelerate reimbursements with ExpenseWire expense management system.
BQE CORE is an integrated, native cloud-based solution designed specifically for professional service firms. CORE offers business and project accounting, time and expense tracking, invoicing, project and human resource management and client relationship management (CRM). BQE CORE utilizes state-of-the-art technologies delivering actionable business intelligence and award winning artificial intelligence including natural language processing and speech recognition. BQE CORE supports a wide range
Center is a complete corporate credit card and expense management solution that delivers real-time visibility and flexible spend controls to automate expense tracking. Center simplifies expense processing for the entire company, saving time for employees, improving operations and compliance for the finance team, and delivering live insights for managers and executives.
Ramp is the corporate card and spend management platform that helps companies of all sizes to accelerate growth without compromising on their finances. With our best in class user experience and direct integration with top accounting solutions, we help finance teams save 1-2 days a week tracking expenses, following up with employees, and closing their books. With Ramp, companies have real time visibility into company-wide spending, automated expense reporting, and advanced insights into ways to
Shoeboxed is a document management service and software that scans, organizes and categorizes receipts, business cards and other paperwork into a searchable cloud database. We help small businesses and entrepreneurs get organized and maximize tax deductions by turning physical paper into digital data. Our mission is to streamline tedious accounting and administrative tasks so that business owners can spend less time on paperwork and more time doing what they love. Shoeboxed can be accessed t
Airbase is the first all-in-one spend management platform that provides companies control and visibility into every dollar spent. The Airbase platform handles expense requests, approvals, bill payments (physical cards, virtual cards, ACH, check), and automates coding and posting to the general ledger. Learn more about why innovative companies like Gusto, Segment, Doximity, Getaround, Netlify, and more trust Airbase at www.airbase.com
AccountSight is the #1 easiest, robust and most affordable end-to-end solution for professional services companies. It is a cloud-based software with the following : Time and time-off tracking Resource Forecasting, Expense Tracking Multi-level approvals Estimates Invoicing and payment receipt Payables Company books and Balances Full of useful reports and dashboards. AccountSight is the perfect solution for professional services organizations at all stages of growth.
Expensya automates expense report management and streamlines processes for employees, managers, and accountants. Take a quick scan of your receipt and automatically generate an expense report. Send it, verify it and track reports all in one place. User-friendly app, streamlined accounting, ERP integration, paperless process, multi-level verification & approval workflows, mileage tracking, and even more features to optimize your expense report management process, from start to finish. Expens
Minute7 is a time and expense tracking tool that integrates easily with QuickBooks Online & Desktop. Minute7 is for all types of small to medium size businesses from freelancers to Fortune 500 companies. We have no hidden fees. We simply charge $8/user per month.
Everlance is the highest rated milage tracker and expense log. The Everlance Teams product provides company administrators with central reporting, group billing, and geolocation insights into their field workers. Employees ranging from Fortune 500 companies to small businesses use Everlance to manage their mileage and expense reimbursement process. Everlance is extremely easy to use and has been featured by both Apple and Google as one of their "Best New Apps". Everlance is a 100% automatic sol
247HRM automates all HR functions from induction to exit including: Talent & Performance Management Compensation Management & Statutory Compliance Paid time off Time & Attendance Management Expense management Training Management Manpower & Salary budgeting Exit Management Skill and Succession Planning other core HR functions. 247HRM is built for the smartphone to allow employees easy access to its platform. It also includes Android & IOS apps. Webservices, API calls al
Top 10 Free Expense Management Software in 2021
- SAP Concur
- Expensify
- Certify Expense by Emburse
- Abacus by Emburse
- Zoho Expense
- Rydoo
- Fyle
- Chrome River EXPENSE
- Pleo
- BigTime
Learn More About Expense Management Software
What is Expense Management Software?
Expense management software refers to solutions that handle travel costs such as flights, car rental, lodging, meals, laundry, business calls, and shipping of work-related items. This type of software should not be confused with spend management, which focuses on procurement expenses such as raw materials, business services, or investments.
Employees can manage expenses in multiple ways, from using spreadsheets and receipt scanning mobile apps to enterprise software that covers travel policies, approvals, expense tracking, and travel cost management.
Key Benefits of Expense Management Software
- Decrease travel costs and processing expenses
- Increase expense management efficiency
- Reduce expense errors
- Ensure employee and manager expense-related accountability
- Facilitate transparency of expense policies for employees, managers, customers, and investors
- Prevent employee overspending and unauthorized reimbursement
Why Use Expense Management Software?
Track travel expenses more efficiently — Expense management software allows companies and their employees to simplify the tracking and reimbursement of travel expenses. This type of software is particularly important for companies with a high number of mobile employees who travel frequently.
Streamline expense management — The more employees travel, the more they spend on travel arrangements. While employees expect to be reimbursed as soon as possible, employers need to make sure that expenses comply with their travel policies and that they are approved before being processed.
Reduce processing errors — Errors may occur when employees submit expense reports and when accountants process them. Manual work or accounting systems are not sufficient for expense management, which is why vendors created software specifically for this challenge.
Who Uses Expense Management Software?
Employees — Employees, mostly the ones who travel frequently, are the biggest users of expense management software. (Occasional travel expenses can also be managed using this type of software, but it does not justify investing in expense management software.) While employees use expense management software mostly to submit expenses they already incurred, they may also use the system to ask for approval before booking travel.
Managers — Managers are responsible for approving expenses and reimbursements. Depending on the expense policies and rules of the company, some types of expenses do not require approval, while others can only be processed with approval by one or more managers. Managers also track the total expenses by team or department and try to find opportunities to reduce spending.
Contractors — Contractors, consultants, or project managers who collaborate with the company without being employed may also use this type of software to submit and track travel expenses. An alternative to expense management software is to add travel costs to the invoices for services provided by contractors.
Accountants — Accountants may not always use expense management software directly but require expense information to reflect it in their books accurately.
Kinds of Expense Management Software
Some accounting software and ERP systems include basic features for expense management, which are usually insufficient for companies with many mobile employees. These systems can be used to consolidate expense management data but aren’t a good option for expense approvals, tracking, and monitoring.
Standalone — Standalone expense management software is delivered separately from other systems. This type of software focuses exclusively on managing expenses and provides little or no functionality for travel management. Vendors usually offer integration with travel management software, as well as ERP systems and accounting software.
Travel and expense — Expense management software can be part of travel and expense solutions, either as a separate module or delivered as a package that can only be bought and used as one system. Vendors who provide separate modules or products for travel and expense management also tend to combine them in suites for companies that need both types of features.
Expense Management Software Features
Expense categories — Companies need to categorize expenses to organize travel better and optimize the tracking of travel costs. The main categories used by companies are transportation, meals, and accommodation; moving expenses; and work-related services (such as business calls or laundry cleaning). Companies also need to differentiate between deductible and non-deductible expenses. According to the IRS, expenses are deductible if they are used for business and work. The portion of the expenses used for personal purposes is usually non-deductible. Sometimes companies may decide to cover some personal expenses to improve employee satisfaction.
Approval workflows — Travel expenses need to be approved by managers to be processed and reimbursed. In some cases, accountants also need to approve expenses. (For instance, a moving expense of $10,000 will need to be approved by managers and accountants before being processed.) To define who needs to approve what types of expenses, expense management software provides workflows for determining the steps of the approval process. Standard approval workflows are usually delivered out of the box but can be modified by companies depending on their specific needs.
Expense reports — To get reimbursed, employees need to create expense reports and provide information on each type of expense, the amount, and the date. Receipts need to be included in the report so that managers and accountants can have proof that the employee actually spent the money they request reimbursement for. When creating expense reports, employees require easy-to-use forms with predefined fields that allocate expenses by type, department, or business unit.
Payment integration — Expense reimbursements are made through money transfers directly to the bank account of the employee. Companies need to manage various types of payments, such as cash advances and partial payments. It is also essential to adjust payments when errors occur and employees are reimbursed the incorrect amount. Since most expense management systems do not provide advanced features for payments, it is critical to integrate with payment gateway software and other payment processing solutions.
Analytics — Large amounts of expenses transactions generate a lot of data that needs to be analyzed to determine inaccuracies and trends. Expense analytics helps managers monitor travel spending at different levels of the company. Accountants also use analytics to forecast future amounts and take them into account when creating budgets.
Potential Issues with Expense Management Software
Integration — Integration with travel management and accounting is critical to transfer data between systems. Information on travel booking needs to match with actual expenses, which are then consolidated and assigned to various cost centers in accounting. If the data isn’t accurate and consistent across all systems, the company or employee may lose money.
Bring your own software — Bring your own software and apps is a trend that makes employees decide to use software that is not authorized by the company. While employers usually provide expense management software, employees may use other tools and apps for booking travel, to manage receipts, or for loyalty programs.
Privacy — Privacy is a significant concern because employees may use their own credit cards for payments, and they provide personal banking information for reimbursements. Also, employees may mix business and personal travel, which means that they may use their credit card for both. Finally, personal information that is required for booking a flight or a hotel room may be included in expense reports. Employers need to make sure that only certain employees and managers can access private data. Protection against external threats is also necessary.
