In 2025, managing expenses isn’t just about balancing a checkbook or logging receipts—it’s about automating the entire financial flow, especially when dealing with subscriptions, shared team budgets, travel reimbursements, or hybrid work setups. With rising costs, more remote teams, and the increasing complexity of personal and business finances, relying on spreadsheets or manual tracking is a recipe for oversight. Whether you’re a solo entrepreneur, small business owner, or part of a finance team, the right expense management software can save you time, improve accuracy, and provide deeper insights into where your money is going.
Today’s best tools offer features like bank syncing, automatic receipt capture, real-time reporting, approval workflows, and even compliance tracking for tax or auditing needs. They’ve gone from boring ledgers to intelligent systems that flag unusual spending and help you forecast more effectively. Below, we’ve rounded up the 10 best software tools for managing expenses in 2025—some tailored for individuals, others built to handle team budgets at scale.
Let’s explore which one fits your lifestyle or business setup best.
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1. Expensify
Expensify is one of the most popular expense management tools for both individuals and businesses. It automates receipt scanning, categorizes expenses, and integrates seamlessly with accounting platforms like QuickBooks and Xero.
Pros:
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SmartScan automatically extracts data from receipts
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Real-time expense reports with approval workflows
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Integrates with travel, HR, and accounting platforms
Cons:
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May be too complex for freelancers or casual users
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Pricing jumps for advanced features
Pricing: Free for individuals; paid plans from $5/user/month for businesses
A smart choice for growing teams or small businesses who need automation and audit-readiness.
2. Mint
Mint by Intuit is a free budgeting and expense tracking app ideal for individuals and households. It syncs with your bank accounts, categorizes your spending, and gives you a real-time look at your finances.
Pros:
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Easy setup and intuitive interface
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Great for tracking recurring bills and subscriptions
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Free with no paywall
Cons:
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No export or team collaboration tools
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Ad-supported experience
Pricing: Completely free
Perfect for individuals looking to get better visibility into personal spending habits.
3. Zoho Expense
Zoho Expense is part of the larger Zoho ecosystem and is designed with small businesses in mind. It includes everything from receipt capture and mileage tracking to policy enforcement and multi-level approvals.
Pros:
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Strong customization and role-based controls
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Works well with other Zoho products like Zoho Books
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Excellent for multinational teams (multi-currency and compliance support)
Cons:
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Setup takes time for teams unfamiliar with Zoho
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Mobile app can be glitchy at times
Pricing: Free for up to 3 users; paid plans start at $3/user/month
Best for small to mid-sized businesses using other Zoho tools or needing international compliance.
4. QuickBooks Online (with Expenses)
QuickBooks isn’t just for accounting—it has built-in expense management that connects to your business bank account, automates transaction categorization, and syncs with receipts and invoices.
Pros:
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End-to-end bookkeeping with built-in expense management
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Syncs with bank feeds and vendor payments
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Ideal for business owners already using QuickBooks
Cons:
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Monthly cost can add up for small teams
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Learning curve for full suite of features
Pricing: Starts at $30/month
Ideal for small business owners who want an all-in-one financial system.
5. Pleo
Pleo offers a modern take on business expense management by combining prepaid cards with software that auto-logs expenses. Team members use Pleo cards, and managers track spending in real-time.
Pros:
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Automates receipt capture and categorization
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Provides spending cards with limits and rules
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Clear workflows for teams and approvals
Cons:
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Currently not available in all countries
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Doesn’t handle complex reimbursements well
Pricing: Free plan for small teams; paid plans from €39/month
Great for startups and teams who want to eliminate expense reports entirely.
6. Rydoo
Rydoo focuses on speed and simplicity in expense reporting. It’s built for mobile-first users who want to snap a receipt and move on, while finance teams handle the backend.
Pros:
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Fast mobile app and real-time reporting
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Built-in travel booking integration
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Supports global compliance for large companies
Cons:
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Less customization compared to competitors
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Expensive for small businesses
Pricing: Starts at $10/user/month
Best for companies with international operations and mobile-first teams.
7. Wave Accounting
Wave offers completely free accounting and expense management for freelancers and small businesses. It’s a great entry-level option with bank connection, transaction categorization, and simple reporting.
Pros:
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Totally free with no hidden fees
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Easy for freelancers and sole proprietors
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Clean dashboard with good usability
Cons:
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No advanced reporting or expense approval flows
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Support is limited in the free plan
Pricing: Free; paid add-ons for payroll and payments
Perfect for side hustlers or freelancers just starting to get organized.
8. Divvy
Divvy blends expense tracking with budgeting and credit, making it ideal for businesses that want real-time expense visibility while managing spend limits. It includes virtual and physical cards for employees.
Pros:
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Combines spending controls with expense tracking
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Free software and credit line for qualified businesses
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Detailed reporting with granular spend insights
Cons:
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Requires credit application for full use
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U.S.-only at the moment
Pricing: Free for approved users
Best for companies that want tighter budget control and scalable team spending.
9. Spendesk
Spendesk is an all-in-one platform for managing company spending. It covers expenses, subscriptions, invoices, and corporate cards in a unified dashboard. It’s especially useful for finance teams looking for transparency.
Pros:
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Covers all types of spend, from SaaS to travel
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Centralized interface for finance oversight
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Built-in approvals and expense policies
Cons:
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Expensive for smaller companies
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Overkill if you don’t need invoicing or card management
Pricing: Custom pricing based on team size
Ideal for fast-growing startups and mid-size companies that need full spend visibility.
10. SAP Concur
SAP Concur is the enterprise-grade solution used by large companies with complex travel and expense needs. It offers deep customization, policy enforcement, integration with ERPs, and mobile capabilities.
Pros:
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Extremely robust and compliance-ready
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Integrates with enterprise systems and travel bookings
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Scalable across departments and countries
Cons:
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Overwhelming for small businesses
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Cost and setup time are significant
Pricing: Custom enterprise pricing
Best for large organizations that need enterprise-level compliance and travel integration.
Which Expense Management Software Should You Choose?
If you’re a solo freelancer or casual user, Mint, Wave, or Delta (for broader financial visibility) are all solid picks. For growing businesses, Zoho Expense, Expensify, or Pleo give you great tools without overcomplicating things. And if you’re running finance for a large company, SAP Concur or Spendesk are built to scale.
The best software for expense management in 2025 is the one that fits your workflow without adding complexity. Think about who will be using the tool—just you, your accountant, or an entire team—and choose based on simplicity, automation, and how easily it integrates into your financial stack.
