Top Expense Tracking Software Picks for Businesses

Expense Tracking Software: Best Tools and Smarter Alternatives for Businesses

Keeping track of business expenses, especially if your company is young or just starting out, may not seem like a big deal. But when your business begins to scale and your operations become more and more complicated, the amount of expenses and financial histories you need to keep track of can become too much to handle on your own. Between travel receipts, software subscriptions, vendor invoices, employee reimbursements, and more, the amount your team needs to organize and maintain oversight of can be too overwhelming.

That’s why expense tracking software has become an essential part of modern business operations. The right tool can automate data entry, categorize transactions automatically, and generate reports in seconds. For small businesses, that can mean less time on paperwork and more time growing.

Still, choosing the right expense management software isn’t as easy as scrolling through a “Top 10” list. Many platforms can offer clunky UIs or require you to juggle multiple apps for credit cards, reimbursements, and accounting integrations. You need results that fit your workflow and the realities of modern business, and knowing what to look for before signing up can save you the headache of onboarding to a less-than-ideal software.

In this guide, we’ll break down some of the key features to look for in a successful expense tracking software. We’ll also highlight some of our top picks. TLDR, we’ll show how Slash is a top choice in the market right now for combining cards, real-time payments, and banking with expert-built expense tracking software.1 Rather than requiring you to patch together multiple services, Slash lets you finance all in one place through integrations with familiar tools like QuickBooks and built-in financial analytics. Keep reading to learn more:

What Is Expense Tracking Software and How Does It Work?

Expense tracking software can involve various tools aimed at helping you better manage, log, categorize, and report expenses. With automated tooling and digital software, this process can be like hiring a digital accountant, connecting directly with your company’s corporate cards or bank accounts to track and log your expenses. Come tax season, the right expense tracking tools can save you time, energy, and money.

Here’s how expense tracking works with Slashh:

• Your employees make purchases using corporate credit cards or connected bank accounts.
• Software records those transactions.
• Accounting integrations can match transactions to receipts (using features like receipt scanning or photo uploads), and automatically assign them to the right expense categories.
• Syncing with platforms like QuickBooks, Xero, or NetSuite for real-time reconciliation.

The best systems do this with almost no manual data entry. They pull from your card feeds automatically, flag potential compliance issues, and generate reports that are ready for approval or audit.

Slash simplifies this even further. Expenses are automatically categorized the moment they occur. Corporate card purchases, travel, and business expenses all sync with accounting tools like QuickBooks and Xero. Instead of toggling between multiple tracker apps, you get one connected view of your business’s cash flow.

Key Features of Expense Tracking Software

When you’re comparing expense tracking platforms, a few features make all the difference between a manual workflow and a truly automated system:

• Automated expense capture. Tracking software that can automatically log transactions from corporate cards and bank accounts while offering receipt scanning for any out-of-pocket expenses. This cuts down on errors and ensures every transaction is accounted for.
• Intelligent categorization. Helpful tools use machine learning or rule-based automation to assign expenses to the correct categories like travel, meals, subscriptions, and so on without employee input. Card groups can also help you categorize before the spending even starts.
• Mobile functionality. Expense tracker apps like QuickBooks can let employees snap photos of receipts, submit expense reports, and get reimbursed directly from their phones.
• Integrations. You software can go beyond one capability, instead connecting seamlessly with your existing accounting software and ERP systems, syncing with QuickBooks, Xero, or NetSuite. That integration ensures expenses automatically appear in your income statements and balance sheets, reducing manual work and improving accuracy.

Other valuable features include:

• Approval workflows for faster compliance and management oversight
• Multi-entity support for businesses operating across departments or subsidiaries
• Compliance and policy enforcement tools that flag unusual spending.
• Expense tracking for real-time cashflow visibility.
• Budget tracking and forecasting tools

All of these features help reduce the administrative burden on finance teams; for many companies, they’re the difference between struggling with spreadsheets and operating with clarity.

Best Expense Tracking Software of 2025

There are several expense tracking tools on the market right now, but not all provide the complete control needed to maintain clear expense oversight. Below, we’ve pulled together some of the top options for businesses in 2025:

Slash

Most expense tracking tools are built to manage transactions, not the systems behind them. Slash reimagines that model by combining expense management, corporate cards, real-time payments, and accounting integrations into one connected platform.

You can issue cards, approve spend, and track expenses automatically, with every transaction syncing directly into your accounting system. Slash eliminates the need for multiple apps by consolidating them into a single management solution on an intuitive dashboard.

That means fewer integrations to maintain, fewer manual tasks, and more visibility into how your business spends.

Expensify

Expensify is a well-known name in expense tracking, offering robust tools for expense reporting, receipt scanning, and reimbursement management. It’s simple, intuitive, and integrates with major accounting systems like QuickBooks, Xero, and NetSuite.

However, while Expensify works well for small businesses and individuals, larger organizations may find it limited when managing corporate cards or multi-entity budgets. The platform still requires separate systems for card management and payments, which can create extra steps in your workflows.

FreshBooks

Known as an accounting software platform first, FreshBooks also offers built-in expense tracking features that appeal to freelancers and small businesses. Its receipt scanning and invoice management tools are simple to use, and it integrates neatly with credit card and bank accounts for automatic imports.

The downside? It’s best suited for smaller teams. Businesses with multiple departments or higher expense volumes might need more robust management software for compliance and multi-level approvals.

Ramp

Ramp combines corporate cards with automated expense tracking. The platform focuses on automation, giving finance teams real-time visibility into spending across categories. It’s especially popular among startups and tech companies that value automation-first financial tools.

Ramp’s features include automatic categorization, approval controls, and accounting integrations. Still, some users may find its rewards options limited in comparison to higher cashback options.

Rippling Spend

Designed for companies that already use Rippling for payroll and employee management, Rippling Spend integrates expense tracking into HR workflows and card programs.

It’s a convenient option if your company already uses Rippling, but less ideal as a standalone business expense tracker.

Payhawk

Payhawk is a strong choice for mid-size and enterprise businesses that need global capabilities. It supports multi-currency, corporate credit cards, and automated expense reporting, with deep integrations into SAP Concur and NetSuite.

Payhawk’s enterprise and large-business focus means that some of its comprehensive features and pricing may be an ill fit for smaller businesses and startups.

Free vs. Paid Expense Tracking Software: What to Consider

As with most things, free tools can be extremely appealing but may not cover all of the functionality that you need. Free can often be great for startups or small businesses, but it offers limited features that ultimately require you to do more manual work.

Paid software, on the other hand, can give you access to more sophisticated software, including automation, offering better integrations, policy compliance, and real-time data that helps you manage business expenses proactively. While there’s an upfront cost, the time and accuracy you gain may outweigh it.

Many services, such as Slash, offer both free and paid versions with clear outlines for each offering. However, this may not always be the case. Some platforms may include hidden costs, including fees on errors, syncing, or pulling data. Consider options like Slash for long-term solutions, offering up-front pricing and the ability to scale with automation and advanced features. Alternatively, start with a free plan that still provides a robust toolset for successful expense management.

How to Choose the Right Expense Tracking Software for Your Business

Finding the right tracking software depends on how your company operates and what level of control you need. Here’s a practical way to narrow it down:

• Define your size and scale. A solo entrepreneur doesn’t need enterprise-level tools like SAP Concur, while a fast-growing startup might outgrow a simple expense tracker app within a short time.
• Identify must-have features. Determine whether that means receipt scanning, mobile access, automated expense reporting, cards, or other features. If your business relies on travel, look for strong travel and expense modules.
• Check integrations. Make sure the tool works with your existing accounting software or ERP, such as QuickBooks, Xero, or NetSuite.
• Evaluate user experience. Your employees will be the ones using it most, so ease of use matters. The best systems make expense reporting intuitive and are designed with real people in mind.
• Consider ROI and scalability. Free tools might work now, but a scalable management solution like Slash grows with your company. It's built-in banking and corporate cards mean you can save time from patching together multiple systems later.

Slash checks all of these boxes: a single platform that integrates payments, expenses, and reporting automatically.

Learn more how Slash can help your business track and manage expenses, close books, and more at slash.com.

FAQs

Why should small business owners track their expenses?

Tracking business expenses helps owners understand cash flow, stay compliant at tax time, and make better financial decisions. With automated tracking software like Slash expense tracking, you can keep accurate records without spending time on manual data entry.

What are the trends for expense tracking software?

Automation is a current trend in expense tracking. Businesses are moving away from manual entry and toward systems that integrate banking, card payments, and accounting. Tools like Slash lead this shift by combining real-time payments, expense categorization, and analytics in one management platform.