Top 10 Best Expense Management Software in USA

Have you ever noticed how collecting and submitting receipts on time can be a real headache for your employees? And let’s not even start on the finance team’s struggles with detecting fraud, reconciling expenses, and ensuring everything follows company policy. These are just a few of the problems that come with manual expense management.

Now, imagine if there was a way to eliminate all these issues. That’s where expense management software comes in. Whether you’re an employee or part of the finance team, an expense management system saves time, reduces errors, and makes everyone’s job easier. This blog guides the top 10 best expense management software in USA. We will also explain the features of each one so that you can narrow down to the one that is suitable for your company.

What is Expense Management Software? 

Expense management software is a digital solution. It is designed to streamline and automate the process of recording, tracking, and controlling employee expenses. It enables businesses to manage expense reports, receipts, approvals, and reimbursements accurately. 

This best expense management software typically offers features like receipt capture via mobile devices. Plus, integration with accounting systems, real-time expense tracking, and analytics for better financial insights. It reduces manual paperwork and minimizes errors. Further, the software helps you save time and gain better control over your financial outflows.

Importance of Expense Management Software 

Expense management software can help businesses manage expenses effectively, cut costs, and ensure timely payments. It can also help protect against fraud and ensure compliance with company policies. 

Here are some benefits of an expense management solution:

• Automation : The best expense management solution can automate the process of recording, submitting, and approving expenses, reducing the time and effort spent on manual data entry and processing.
• Organization : Software algorithms can categorize and organize expenses to ensure accuracy and compliance with company policies.
• Receipt scanning : Some software can import receipts electronically, or use optical character recognition (OCR) technology to digitize paper receipts.
• Integration : Expense management software can integrate with existing accounting and ERP systems.
• Reporting : The software can generate accurate reports from expense and other financial data.
• Alerts : Some software can send instant transaction alerts, such as when a business card is swiped, and allow instant reconciliation. 

Factors to Consider When Choosing an Expense Management Tool

When selecting an expense management system, several factors should be considered to ensure it meets the needs of your organization effectively:

• Ease of Use : Choose intuitive and user-friendly software to minimize training time and maximize adoption across your team.
• Features : While choosing the best expense management software, look for the following features. Receipt scanning, mobile access, automated workflows, policy enforcement, and integration with existing accounting systems that align with your specific requirements.
• Scalability : Ensure the software can grow with your business, accommodating increasing numbers of users, transactions, and complexity.
• Security and Compliance : Verify that the software adheres to industry standards for data security (e.g., encryption, secure cloud storage). It supports compliance with regulations such as GDPR or HIPAA, if applicable.
• Integration Capabilities : Consider how well the software integrates with your current systems (e.g., ERP, CRM) to streamline data flow and avoid duplication of effort.
• Cost : Evaluate pricing structures, including setup fees, subscription costs, and any additional charges for support or upgrades, to ensure they fit within your budget.
• Customer Support : Assess the quality and availability of customer support 

List of Top 10 Best Expense Management Software in USA

Here’s a list of the best expense management solutions known for their proven track record of satisfying customers across various criteria, including pricing, features, ease of use, value for money, customer service, and other important factors.

1. itilite
2. Expensify
3. Zoho Expense
4. SAP Concur
5. QuickBooks
6. Navan
7. Spendesk
8. Ramp
9. Fyle 
10. Webexpenses

1. itilite

itilite stands out as one of the top 10 best expense management software in USA, committed to accelerating your expense reimbursements by up to 5 times. With a remarkable focus on achieving 100% policy compliance, it ensures that your expenses align seamlessly with your organization’s guidelines. 

Beyond simplifying the expense filing process, itilite empowers you to predict future expenditures, facilitating more effective budget planning.

What sets itilite apart is its hassle-free setup, enabling you to get started swiftly, along with 24/7 dedicated customer support, ensuring you have assistance whenever you need it.

Key Features of itilite 

• Customizable Approval Workflows: Create custom workflows that fit your company’s needs and integrate expense policies to automatically flag non-compliant expenses for review.
• Streamlined Expense Categories: Easily categorize expenses based on General Ledger (GL) categories, ensuring smooth integration of expense software with ERP systems.
• Accelerated Reimbursements: Expedite expense reimbursement process with a one-click ACH payment system directly to employee bank accounts.
• Seamless ERP Integration: Automate ERP updates effortlessly, simplifying the expense filing process and reducing manual data entry.
• Receipt Digitization: Empower employees with smart scanning and OCR technology for receipt digitization, creating draft expenses for easy filing.
• Card Compatibility: Utilize existing personal or corporate credit/debit cards from a wide range of bank options (over 10,000) supported by itilite.
• Custom Reports: Schedule custom expense reports to your inbox or create custom dashboards to understand employee spending behavior better.
• Mileage Tracking: Enable employees to file expenses based on the mileage rates you set up.

itilite Pricing

itilite has a straightforward pricing model at $9 per active user per month with no setup fee, no monthly commitment, and no hidden costs. Pay only when a user files an expense or submits an expense report.

2. Expensify

Expensify expense management tool is renowned for its user-friendly interface and robust features. It offers real-time expense tracking, receipt scanning, and policy enforcement. Its mobile app is highly rated, allowing users to capture receipts on the go easily.

Key Features of Expensify

• Receipt Scanning (SmartScan): Expensify allows users to scan and digitize receipts effortlessly for seamless expense tracking.
• Policy Enforcement: It enforces spending policies to ensure compliance with company guidelines.
• Integration Capabilities: Expensify offers integrations with various accounting and finance tools for streamlined financial management.
• Smart Expense Reporting: Users can generate detailed, customizable expense reports quickly and efficiently.

Expensify Pricing

1. Free Trial: Expensify offers a free trial version, allowing users to explore its features before committing to a paid plan.
2. Collect at $5/user/month: The Collect plan, priced at $5 per user per month, provides essential features such as tracking, integrations, approvals, etc.
3. Control at $9/user/month: With the Control plan at $9 per user per month, Expensify offers advanced features along with basic offerings.

Reasons why Expensify customers have moved to itilite in the last year

• Unmatched Customer Support: Access our 24×7 customer support through calls, chats, and emails without any additional charges.
• Extensive Card Integration: Seamlessly integrate with over 10,000 credit and debit cards for effortless expense tracking.
• Efficient Cash Advances: Easily manage and distribute cash advances to employees or departments for vendor payments.

3. Zoho Expense

As one of the top 10 best expense management software in USA, Zoho Expense is a comprehensive expense management solution. It offers features like automated expense reporting, multi-currency support, and good customer support.

Key Features of Zoho Expense 

• Direct Feed Integration: Zoho Expense offers direct feed integration with VISA, Mastercard, and Amex, eliminating intermediaries and errors in corporate card data retrieval.
• Mileage Tracking: Easily track mileage expenses with precision using Android or iPhones, seamlessly integrated into the expense management system.
• CRM Integration: Zoho Expense integrates seamlessly with Zoho’s CRM, enhancing overall business efficiency and data cohesion.
• Interactive User-Friendly Dashboard: Experience an engaging and user-friendly dashboard that provides a highly interactive interface for effortless navigation and insights.

Zoho Pricing

• Free version: Zoho offers a free trial for up to 3 users.
• Premium plan: $8 per active user per month with a minimum of 3 users.
• Enterprise plan: $12 per active user per month with a minimum of 500 users.

Reasons why Zoho Expense customers have moved to itilite in the last year

• Complimentary Custom Reports: Generate custom reports without any extra costs, ensuring comprehensive expense insights.
• SME-Focused Solutions: Our software is designed as the best solution for small and medium enterprises.
• Lucrative Corporate Card Benefits: Get flat 1.5% cashback on all spends and up to 2.5% cashback on spends above $100,000 with the itilite corporate card.

4. SAP Concur

SAP Concur is the best expense management system for enterprise-level expense management. It excels in global expense management, travel booking, and compliance enforcement. 

Key Features of SAP Concur

• Automated Expense Report Generation: Smart matching technology in Concur Expense automatically compiles expense reports by combining credit card charges, travel bookings, and e-receipts.
• Visual Expense Tracking: Concur Expense offers a visual tracking system, allowing employees to monitor the status of their expense reports as they move through the approval workflow.
• Mobile Expense Management: With the SAP Concur mobile app, employees can access, add, and submit expenses anytime, anywhere, while managers can expedite review and approval on the go.

SAP Concur Pricing

• Automate: Basic plan with $9/report average price
• Insights: An advanced plan with variable pricing
• Optimize: An advanced plan with variable pricing

Reasons why SAP Concur customers have moved to itilite in the last year

• Exceptional User Experience: Benefit from our smooth and intuitive user interface designed to provide a high-quality experience.
• Complimentary Custom Reports: Generate custom reports without any extra costs, ensuring comprehensive expense insights.
• Zero Upfront Costs: Enjoy the freedom of no setup fees, no monthly commitments, and no hidden costs. Pay only when a user files an expense.

5. Navan

Navan is a comprehensive and highly efficient top 10 best expense management software in USA. It is designed to simplify and enhance the management of business expenditures.

It offers a centralized platform where businesses can effortlessly track and monitor all their financial transactions, providing a clear and organized view of their spending activities. 

Key Features of Navan

• Global Expense Reimbursement: Navan offers smooth reimbursement across 45 countries and accommodates 25 currencies.
• Card Integration: Navan simplifies payments by integrating virtual cards.
• VAT Compliance and Recovery: Navan empowers businesses to capture, monitor, and report VAT transactions, potentially allowing them to recover up to 25% of their expenses.
• Current Card Integration: You can link your existing Visa or Mastercard to the Navan platform, preserving your card benefits while capitalizing on Navan’s expense management tools.

Navan Pricing

• Growth: This basic plan is free for the first 50 monthly active users
• Professional: Custom pricing

Reasons why Navan customers have moved to itilite in the last year

• Lucrative Corporate Card Benefits: Get flat 1.5% cashback on all spends and up to 2.5% cashback on spends above $100,000 with the itilite corporate card.
• Efficient Cash Advances: Easily manage and distribute cash advances to employees or departments for vendor payments.
• Accelerated Reimbursements: Experience up to 5 times faster reimbursements, enhancing your financial workflow.

6. QuickBooks

While primarily known for accounting, QuickBooks Online offers a capable expense management module. It’s one of the best expense management solutions, offering mobile accessibility and seamless integration with accounting functions. 

Key Features of Quickbooks

• Expense Tracking: Users can effortlessly record and categorize income and expenses, providing a clear overview of financial transactions for better financial management.
• Deductible Tax Identification: QuickBooks helps users identify and maximize eligible tax deductions by categorizing expenses and generating reports that simplify tax preparation.
• Bills Management: QuickBooks allows users to enter and manage bills, ensuring timely payments to vendors and helping maintain healthy vendor relationships while staying on top of financial obligations.
• Reports and Analytics: With robust reporting capabilities, QuickBooks provides insightful financial reports, empowering users to analyze business performance, make informed decisions, and plan for the future.
• Sales Tax Tracking: QuickBooks allows you to select tax rates and lets you add custom rates as well. After the setup, it automatically tracks sales tax for you.

QuickBooks Pricing

• Starter: $18 per month
• Essentials: $27 per month
• Plus: $38 per month

Reasons why QuickBooks customers have moved to itilite in the last year

• Tailored Expense Categories: Create and customize expense categories to perfectly match your business needs.
• Unmatched Customer Support: Access our 24×7 customer support through calls, chats, and emails without any additional charges.
• Extensive Card Integration: Seamlessly integrate with over 10,000 credit and debit cards for effortless expense tracking.

7. Spendesk

Spendesk is an intuitive and user-friendly expense management and budgeting software designed to simplify financial tracking and control for businesses.

Key Features of Spendesk

• Virtual and Physical Payment Cards: Spendesk provides employees with versatile virtual and physical payment cards. It enables seamless transactions for both online and in-person purchases. All while granting managers the ability to set and monitor spending limits and categories.
• Expense Tracking and Approval: Employees can effortlessly track expenses and submit them for approval within the platform, with real-time tracking and comprehensive visibility into spending.
• Budget and Spending Tracking: Spendesk provides robust tools to track budgets and spending across various departments and projects.

Spendesk Pricing

• Free version: up to 4 users with 1 approver
• Spendesk offers three plans: Essentials, Scale, and Premium. Engaging with their team is essential to obtaining pricing details for each item.

Reasons why Spendesk customers have moved to itilite in the last year

• Free Custom Reports: Custom reports without additional charges, providing valuable insights at no extra cost.
• Perfect for SMEs: itilite is the best solution for small and medium enterprises, offering tailored features that cater to their needs.
• Generous Corporate Card Rewards: This utility corporate card offers a flat 1.5% cashback on all spending and up to 2.5% on spending exceeding $100,000.

8. Ramp

Ramp offers the best expense management solution that equips businesses with virtual corporate cards, enabling efficient tracking and control of company expenditures.

This platform goes beyond mere expense tracking by assisting businesses in recognizing spending patterns and pinpointing opportunities for cost reduction.

Key Features of Ramp

• Auto collection of receipts: Ramp integrates with apps such as Amazon Business, Uber, and Gmail to collect receipts without any intervention
• Receipt Matching via Text or Email: Ramp’s expense software simplifies expense tracking by matching receipts sent via text or email to corresponding transactions.
• Reimbursement in Multiple Currencies: Ramp expedites reimbursements, repaying employees in 2 days or less in over 40 currencies.
• Supplier Management: Helps organizations manage suppliers effectively, ensuring smooth transactions and cost-effective supplier relationships.

Ramp Pricing

Ramp offers 2 pricing plans: Plus and Enterprise. Connect with their team to know more.

Reasons why Ramp customers have moved to itilite in the last year

• Advanced Analytics and Insights: Gain real-time insights into your company’s spending patterns with advanced analytics, helping you make informed financial decisions.
• Seamless Integration with ERP Systems: Easily integrate itilite with your existing ERP systems, streamlining your financial workflows and improving data accuracy.
• Robust Security Measures: Protect sensitive financial data with industry-leading security protocols, ensuring your company’s information is safe and secure.

9. Fyle 

Fyle stands as a contemporary top 10 best expense management software in USA, that offers a streamlined expense reporting process. Fyle’s ingenious auto-matching feature ensures automated reconciliation, contributing to quicker financial closings.

Key Features of Fyle

• Expense Reporting: Fyle automates the expense reporting process, saving valuable hours each month and expediting financial book closures.
• Expense Submission: Fyle offers flexible expense submissions via various platforms like Gmail, Slack, text messages, and more, providing an intuitive experience for employees.
• AI-Powered Data Extraction: Benefit from AI-driven data extraction, rule-based categorization, and GL coding for precise expense management.
• ACH Reimbursements: Streamline employee reimbursements and ACH payments within Fyle with real-time tracking and automatic syncing of payment data with your accounting software.
• Accounting Software Integration: As one of the best expense management solutions, It offers self-serve integrations with accounting software.

Fyle Pricing

• Standard: $7 per active user per month
• Business: $12 per active user per month
• Enterprise: Custom Pricing

Reasons why Fyle customers have moved to itilite in the last year

• Zero Setup Fees and No Monthly Commitments: Enjoy a cost-effective solution with no hidden costs. Pay only when an expense is filed, ensuring you only spend when necessary.
• Tailored Expense Categories: Customize expense categories to fit your unique business needs, giving you complete control and flexibility.
• Unmatched 24/7 Customer Support: Benefit from round-the-clock customer support via calls, chats, and emails at no additional cost, ensuring assistance is always available when you need it.

10. Webexpenses

Webexpenses serves as a comprehensive top 10 best expense management software in USA. It streamlines and automates the process of recording and monitoring expenses. Moreover, the platform provides additional solutions such as audit, invoice processing, and payments.

These can be seamlessly incorporated into the expense management system to bolster financial control and efficiency.

Key Features of Webexpenses:

• Expense Management: Webexpenses provides financial visibility with drag-and-drop reporting and seamless integration between the expense app and ERP.
• Payments: Efficiently manage business payments and reconciliations online, ensuring quick reimbursements
• Expense Auditing: Optimize your expense management through the WebExpenses Expense Audit, which adds extra layers of protection. Guarantee compliance, pinpoint errors, and unlock possibilities for tax reclaims—all within the confines of your company’s travel and expense policy.

Webexpenses Pricing

Pricing starts at $7 per active user per month; however, you can additionally avail of custom pricing by consulting with their team.

Overall, the top 10 best expense management software helps businesses:

• Improve Expense Tracking: Streamlines expense recording and categorization for accurate financial management.
• Gain Real-Time Visibility: Provides instant access to expense data for better decision-making.
• Increase Policy Compliance: Enforces spending policies, reducing non-compliant expenses.
• Reduce Manual Work: Automates workflows, reducing administrative burden.
• Control Costs: Identifies cost-saving opportunities and prevents overspending.
• Get Deeper Spend Data: Generates detailed reports for better financial insights.
• Streamline Workflow: Automates approval processes, reducing delays in reimbursements.
• Integrate Processes and Systems: Provides an all-in-one platform for expense filing, expense tracking, reimbursement, effortless data transfer to accounting software, and more.

Reasons why Webexpenses customers have moved to itilite in the last year

• Seamless Integration with ERP Systems: Easily integrate itilite with your existing ERP systems, streamlining your financial workflows and improving data accuracy.
• Robust Security Measures: Protect sensitive financial data with industry-leading security protocols, ensuring your company’s information is safe and secure.
• Global Reach and Support: Manage expenses and travel across multiple countries with itilite’s global support infrastructure, providing a consistent experience for your international operations.\

Choose the Best Expense Management Solution for Your Business

Discover the top 10 best expense management software in USA that adeptly streamlines your expense management procedures. Among these, itilite is the ideal choice for small and medium-sized businesses (SMBs) seeking to embark on their expense management journey with minimal effort and maximum efficiency.

itilite is your go-to solution for seamlessly streamlining corporate travel management right from the get-go. Its user-friendly interface and intuitive features ensure a hassle-free implementation process. 

Empower your startup or growing SMB with itilite streamlined efficiency and user-friendly simplicity, making it the ideal solution to jumpstart your expense management initiatives. Plus, its affordable pricing ensures that you get exceptional value for your investment.

Book a demo today to understand how you can enhance your company’s financial health using itilite.

Frequently Asked Questions(FAQ’s)