10 Best Expense Reporting Software For Business In 2021

Expense reporting for a modern business means everything from payroll, to workplace software subscriptions, to office space leasing. It’s becoming increasingly common that US businesses offer additional compensation, like well-being programs and additional financial incentives. How are you going to track, manage, and reimburse complex expenses?

Tracking and managing business expenses is a chore. Receipts pile up in shoeboxes, get lost in your email, or are forgotten altogether. Employees aren’t sure how much they are owed or how much of a particular stipend they have left. Thankfully, we now have great apps at our disposal for managing expense claims, receipts, and reimbursements. 

In this article, I’m bringing you the cream of the crop in the world of expense management software. I’ll show you the perfect tool for your situation, so you can manage expenditure without tearing your hair out. 

The Best Expense Reporting Software List

Here’s a shortlist of the best expense management software tools:

  1. Bx - Best for a combined expense reporting, accounting, and productivity suite
  2. Gorilla Expense - Best for automatic report creation
  3. ProjectCompanion - Best Windows-based solution
  4. Happay - Best for spend management
  5. Oracle Netsuite PSA - Best for billable service organizations
  6. Nexonia - Best for flexible approval workflows
  7. ITILITE - Best for encouraging cost-conscious booking decisions
  8. QuickBooks - Best for small self-employed business owners
  9. Zoho Expense - Best for end-to-end travel management
  10. AutoEntry - Best for automated expense data entry

Comparison Criteria

What do I look for when I select the best expense reporting software? Here’s a summary of my evaluation criteria: 

  1. User Interface (UI): I look for software that busy executives can get to grips with quickly, so they can get more done in less time.
  2. Usability: Here, I’m seeking apps that even non-technical users will find intuitive and easy to use.
  3. Integrations: I look for easy integration with everyday business tools such as email, accounting software, and project management tools. 
  4. Value for Cost: My priority here is finding expense reporting software that packs in a wealth of features at an affordable price.

Expense Reporting Software Key Features

  1. Receipt capture: 48% of finance pros note that this is one of the most compelling features for expense management software.
  2. Direct deposit capabilities: 36% of finance pros note that this is one of the most compelling features for expense management software.
  3. Expense reporting: An easy way for employees to report expenses, with cross-checks and controls to mitigate fraud and errors.
  4. Compliance management: Helps companies stay compliant with the latest rules from local, state, and federal tax agencies. 
  5. Automated tax calculation: Features for including taxes such as GST or VAT where required.
  6. Integrated corporate credit card management: Built-in control of credit cards issued to employees.
  7. Multi-currency capability: Dealing with receipts from overseas business trips or billing from foreign suppliers.
  8. Categorization of expenses: Streamlining the allocation of receipts to appropriate categories

Overviews Of The 10 Best Expense Reporting Software

Here’s a brief description of each of the expense reporting software on my list, showing what it does best, plus screenshots to showcase some of the features.

  • Free of charge

Bx - Best for a combined expense reporting, accounting, and productivity suite

Employees can easily upload details of purchases using the BX mobile app.

Bx is a billing and invoicing software solution that includes a module dedicated to employee expense reporting. Available on mobile devices, tablets, and desktop computers, it supports multi-currency transactions and tax calculations.

Employees can upload expenses using the mobile app. These can then be analyzed by management using Bx Analytics to get granular data on purchase trends, payment status, and expense by category.

The modular approach allows companies to select only the tools they need to support their business operations. A business may get started with the expenses module, then expand to include eales, quotes & estimates, project management, inventory management, reporting, and other modules.

The tool is currently available to use free of charge.
  • From $12/user/month

Gorilla Expense - Best for automatic report creation

Once receipts are uploaded, GorillaExpense automatically organizes them into useful reports.

Gorilla Expense is a 100% online PCI compliant solution for managing all expenses.

The receipt box feature means employees don’t have to clutter their phone gallery with receipt images. The credit card feature allows travelers to import transactions from credit card purchases to complete expense reports quickly.

Gorilla Expense is designed with simplicity of use in mind. Images in the receipt box can be merged with the related credit card transaction, with both then attached to an expense report. The report dates are automatically set to match the dates of the credit card statement.

Gorilla Express costs from $12/user/month. There is no free trial

  • From $8.25/user/month

ProjectCompanion - Best Windows-based solution

ProjectCompanion can be used to manage a range of projects, including expense reporting.

ProjectCompanion is a project management tool that has the flexibility to be used for a wide range of purposes. Features include a time & expense tracker, budget management, Gantt charts, milestone tracking, and portfolio management.

This is a Windows-based tool with an interface that millions of users will find familiar and easy to understand. It offers a traditional approach to project management and has all the features most organizations will need to track expenses.

Projects are based on templates, so it’s easy to set up a structured process for reporting expenses. The expenses module is integrated into the overall suite, so that managers can quickly check progress on expense reporting.

ProjectCompanion costs from $8.25/user/month. A free starter plan is offered.

  • Pricing upon request

Happay - Best for spend management

With Happay, you can manage expenses on both mobile and desktop devices.

Happay is a cloud-based expense management system designed for larger businesses. This expense tracking software uses AI and machine learning to automate expense claims management, employee reimbursement, and compliance monitoring.

Employees can capture and submit expenses, plus track fuel purchases and toll payments automatically.

The Happay system is designed to highlight errors or inaccuracies and to enforce compliance for better spend management. This means no more unauthorized travel bookings, late submission of expense reports, or deviation from expense policies. As a result, management gains greater control over costs, and team members are reimbursed faster—creating a better employee experience.

Happay offers customized pricing upon request.

  • Pricing upon request

Oracle Netsuite PSA - Best for billable service organizations

Oracle Netsuite PSA gives detailed, granular information on expenses incurred.

NetSuite’s PSA solution helps professional services organizations automate business processes. This suite of products is designed to be flexible, easy to implement, and simple to maintain. Additional components can be added as business needs change.

Reducing expenses is an important goal in a billable service organization. The NetSuite expense management component optimizes expense reporting accuracy and enables better monitoring. It also ensures timely submission and automates the entire expense management process.

Oracle offers customized pricing upon request.

  • From $12/user/month

Nexonia - Best for flexible approval workflows

With Nexonia, expenses can be approved or rejected with a single click

Nexonia is a configurable expense management platform that helps with ensuring compliance and controlling expenses. The software integrates with popular ERPs and accounting systems and can handle complex approval workflows in real-time.

Approval processes are linked to the user’s role and can be single step or multi-step. Multiple approval processes can be defined to cater for the needs of different departments.

Expenses can be submitted quickly through an easy-to-use Android/iOS app, while credit card reporting is handled through automation. Nexonia simplifies the reporting and approval process, enhances human resource management, and improves operational efficiency.

This tool costs from $12/user/month. There is no free trial.

  • 7 days free trial
  • From $4.99/user/month

ITILITE - Best for encouraging cost-conscious booking decisions

Itilite boasts pre-configured policy checks and approval flows for an ease-of-use approach to expense reporting and spend management.

ITILITE is a SaaS-based integrated travel and expense management platform. Employees can scan receipts and file expenses wherever they are using the mobile app. The automated receipt reading using OCR to ensure accurate expense filing.

Policy violations and duplicate bills are easily identified, while customized dashboards give managers access to over 100 spend management reports. They also offer over 50 easily configurable multi-level approval flows and complex policy checks so you can get up and running fast.

ITILITE uses a rewards-based approach that incentivizes employees to choose lower-cost travel options. The software gives employees access to affordable rates through integrated supplier relationships.

ITILITE costs from $4.99/user/month and offers a free 7-day trial.

  • 30 days free trial
  • From $11/user/month

QuickBooks - Best for small self-employed business owners

With Quickbooks, you can upload receipts to the system with a couple of clicks.

Quickbooks is a proven accounting solution that does a lot of the hard work of tracking expenses. The software helps you enter bills and purchases, then match them to transactions. You can then view how much you’re spending in each category from your dashboard.

For small businesses, QuickBooks offers a simple, low-cost expense reporting solution. Receipts are sorted automatically and you can reclassify transactions in bulk. You can keep tabs on money going out through the dashboard.

Quickbooks online costs from $11/user/month and offers a free 30-day trial. Solo entrepreneurs can also take advantage of a special self-employed plan which costs $7.50/user/month.

  • From $45/user/month

Zoho Expense - Best for end-to-end travel management

Zoho Expense gives you detailed insights into the status of travel and business expenses.

Zoho Expense offers a full range of customizable expense reporting features. These include conversion of receipts to expenses claims, report submission approval, and corporate card reconciliation. In addition, this SaaS software also supports multi-level approval, spending rules, budgeting, and analytics.

You can also manage all stages of employees’ business trips and make bookings for flights and accommodation. Other features include setting pre-travel approvals, reimbursing on time, and facilitating the reporting of expenses anywhere.

Zoho Expense costs from $45/user/month. A free plan for up to three users is also available.

  • Offers a free trial with 25 credit
  • From $12/user/month

AutoEntry - Best for automated expense data entry

AutoEntry gives you detailed information regarding captured expenses.

AutoEntry is an automated data entry platform that reduces the time spent entering receipts, expenses, and other accounting information. Data is automatically extracted and published to any major accounting platform. Key features include item capture, document scanning, purchase order matching, bank account integration, and intelligent analysis.

Using AutoEntry helps to eliminate lost documents and reporting errors. This gives managers more time to focus on core business issues. AutoEntry also remembers how invoices and receipts are analyzed to improve efficiency on future expenses.

AutoEnty costs from $12/user/month and offers a free trial with 25 credits.

Other Expense Reporting Software Options

Here are a few more that didn’t make the top list.

  1. Broadridge – Best for businesses in the finance sector
  2. Expensify – Best for streamlining the pre-accounting process
  3. ABUKAI Expenses – Best for automatic categorization
  4. Workamajig – Best for agencies and in-house creative teams
  5. SutiExpense – Best for detecting fraud with AI
  6. ExpenseIn – Best for automated policy enforcement
  7. Tracker Suite – Best for Lotus Notes users
  8. Companyexpense AB – Best for working with all cards, accounting, and payroll systems
  9. Emburse – Best for tailored solutions for companies of all sizes, industries, and geographies
  10. WorkPlace Expense – Best for business travel expense management
  11. DATABASICS Expense – Best for combining time tracking and expense report management
  12. SAP Concur Expense – Best for SAP users
  13. Emburse Chrome River Expense – Best for fully mobile expense reporting
  14. Timesheets.com – Best for an easy-to-use system
  15. Rydoo – Best for line-by-line expensing
  16. ExpenseVisor – Best for simple but effective expense reporting
  17. Everlance – Best for automatically tracking mileage and expenses
  18. Avaza – Best for a unified work management solution
  19. Kashoo – Best for freelancers and very small businesses
  20. ExpensePoint – Best for free setup, training, and support

What is expense report software?

Expense reporting software provides an easy way for employees to submit receipts and certify expenses claims. These tools also help finance teams administer expense reports, check for fraud, and reduce inaccuracies. 

What is the best accounting software for small business?

The best accounting and expense reporting software for a small business is one that fits the size, nature, and requirements of the company. There are many tools on the market, all with different features and capabilities. Many of these offer free plans or free trials, so you can easily experiment to find out which is the best match for your specific needs.

What Do You Think About These Expense Reporting Software?

What’s hot and what’s not in the world of expenses reporting software? We’d love to hear your thoughts in the comments section below. And if you’d like to hear our thoughts, be sure to sign up for our newsletter. You’ll get illuminating insights from the biggest brains in the business. Don’t miss out!