13 Best Free Expense Reporting Software Reviewed In 2024
Best Free Expense Reporting Software Shortlist
Here's my pick of the 10 best software from the 13 tools reviewed.
Get free help from our HR software advisors to find your match.
Some of the best free expense reporting software options offer essential features such as receipt capture, expense tracking, and report generation, helping businesses and individuals manage their finances without incurring additional costs.
However, finding the top free expense reporting software that can also significantly streamline your financial management processes can seem challenging. Using my extensive experience in human resources and reporting software, I tested and reviewed several of the best free expense reporting solutions available.
Compiling my insights into in-depth reviews, I aim to help companies find their ideal software to increase productivity and drive financial operations.
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Best Free Expense Reporting Software Summary
| Tools | Price | |
|---|---|---|
| Routespring | From $49/month (plus 2% per booking) | Website |
| BILL | From $29/user/month | Website |
| AccountSight | From $10/user/month (billed annually) | Website |
| Vencru | From $5/user/month (billed annually) | Website |
| Refrens | Pricing upon request | Website |
| Pleo | From $50/month (billed annually) + $15/additional user/month | Website |
| Expensify | From $5/user/month | Website |
| Ramp | From $15/user/month | Website |
| Timesheets | From $5.50/user/month (billed annually) | Website |
| Brex | From $12/user/month (billed annually) | Website |
Compare Software Specs Side by Side
Use our comparison chart to review and evaluate software specs side-by-side.
Compare SoftwareHow to Choose a Free Expense Reporting Software
As you work through your unique software selection process, keep the following points in mind:
- Ease of Use: The software should be user-friendly and intuitive, ensuring that employees can easily adopt it without extensive training. For example, a mobile app that allows employees to submit expenses on the go can significantly enhance usability.
- Integration with Other Systems: Ensure that the software can seamlessly integrate with your existing financial and HR systems. This is vital for maintaining data consistency and streamlining workflows.
- Mobile Accessibility: In today's mobile-first world, having access to expense reporting software on mobile devices is essential. This allows employees to upload receipts and track expenses in real time, regardless of their location.
- Customer Support: Reliable customer support is important for addressing any issues that may arise. Look for software providers that offer 24/7 support through multiple channels, such as email, chat, and phone.
- Security and Compliance: The software should adhere to industry standards for data security and compliance. This includes features like data encryption, access controls, and compliance with regulations such as GDPR.
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Deel
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8 -
Rippling
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8 -
Willo
Visit WebsiteThis is an aggregated rating for this tool including ratings from Crozdesk users and ratings from other sites.4.8
Best Free Expense Reporting Software Reviews
Here are detailed summaries of the best free expense reporting software. Some options are entirely free of charge, while others offer free plans. Each review offers a detailed look at the key features, pros & cons, integrations, and ideal use cases of each system to help you find the best expense tool for your company.
Routespring is a business travel management tool that simplifies travel planning and expense management with a user-friendly interface for easy and efficient use.
Why I picked Routespring: Routespring’s user-friendly travel management platform and intuitive features help simplify the booking and expense reporting process for businesses. Its easy-to-navigate interface and advanced tools for tracking travel expenses make it a top choice for companies seeking efficient and seamless travel management solutions. Additionally, the software's user-centric design ensures that even those with minimal technical expertise can manage travel plans and expenses effectively.
Standout features & integrations:
Features include automated approvals, cost recovery on nonrefundable tickets, on-demand assistance, and the elimination of the reimbursement process.
Integrations include Microsoft Entra, Okta, QuickBooks, Expensify, Zoho Expense, SAP Concur, TripIt, Slack, and Microsoft Teams.
Pros and cons
Pros:
- Automated approvals
- Extensive travel inventory
- Easy onboarding
Cons:
- Limited customization options
- Limited to travel management
BILL is a cloud-based software platform that automates and simplifies the management of accounts payable, accounts receivable, and financial workflows. It combines expense management and credit access in one place, making it ideal for businesses looking to manage their finances more efficiently.
Why I picked BILL: BILL offers advanced features such as automated receipt capture, expense tracking, and seamless report generation. These tools help businesses streamline their expense management processes efficiently, ensuring accuracy and saving time without any additional costs.
Standout features & integrations:
Features include expense management, budget management, business credit, virtual cards, reimbursements, rewards, a mobile app, payment services, and reporting insights.
Integrations include QuickBooks, Sage Intacct, Oracle NetSuite, Microsoft Dynamics, Xero, Slack, HRIS, ACH, International Payments, and Pay By Card.
Pros and cons
Pros:
- Business credit access
- Integrated budgeting tools
- Comprehensive financial operations
Cons:
- Limited to specific integrations
- May require training
AccountSight is an online time tracking and billing software designed for businesses of all sizes. It offers customizable time tracking and billing features, making it easy to adapt to various business needs and streamline professional services.
Why I picked AccountSight: AccountSight stands out for customizable time tracking and billing due to its highly flexible settings that allow users to tailor the software to their specific business needs. The platform offers a range of customizable features, including time entry options, billing rates, and invoice templates, enabling precise tracking and efficient billing processes. This adaptability ensures that businesses of all sizes can optimize their workflow and improve accuracy in billing clients.
Standout features & integrations:
Features include online time tracking, resource management, expense tracking, invoicing, and DCAA compliance.
Integrations include QuickBooks Online, QuickBooks Desktop, Xero, PayPal, Foxit, Salesforce, HubSpot, Slack, Trello, and Microsoft Teams.
Pros and cons
Pros:
- DCAA compliance
- Comprehensive billing features
- Customizable time tracking
Cons:
- Basic reporting features
- Limited free plan
Vencru is an invoicing and inventory management software that streamlines business operations by integrating both functions into a single platform for efficient management.
Why I picked Vencru: Vencru offers an advanced approach to invoicing and inventory management, allowing businesses to manage sales, expenses, and stock levels in one platform. Its user-friendly interface and comprehensive tools streamline the process of tracking inventory while generating professional invoices, making it an efficient solution for businesses looking to simplify their financial and inventory management.
Standout features & integrations:
Features include automated invoicing, inventory tracking, warehouse management, and detailed reporting.
Integrations include QuickBooks, Xero, PayPal, Stripe, Shopify, WooCommerce, Amazon, eBay, Etsy, and Square.
Pros and cons
Pros:
- Multi-platform support
- Detailed reporting
- Unified invoicing and inventory
Cons:
- Basic customer support
- Limited advanced features
Refrens is an advanced invoicing and expense tracking software designed for freelancers and small businesses. It offers tools for creating and managing invoices, tracking expenses, and handling payment processing, helping users streamline their financial operations.
Why I picked Refrens: Refrens for its advanced suite of invoicing tools tailored specifically for freelancers. Unlike other invoicing software, Refrens offers a free platform with essential features that cater to the unique needs of freelancers and small agencies. Its user-friendly interface and the ability to create unlimited quotations and tax invoices without any watermark helps it stand out as a top expense reporting software for self-employed professionals.
Standout features & integrations:
Features include hassle-free accounting, international payment acceptance, escrow and project management, client management, work profile showcasing, and SSL encryption for data security.
Integrations include PayPal, Stripe, Razorpay, Google Drive, Dropbox, QuickBooks, Xero, Slack, Trello, and Asana.
Pros and cons
Pros:
- Escrow management
- International payment options
- Free invoicing tools
Cons:
- Basic reporting
- No mobile app
Pleo is a business expense management platform designed to streamline company spending by providing smart company cards, automated expense reports, and real-time spending insights.
Why I picked Pleo: Pleo stands out with its advanced suite of smart company cards, which offer flexibility and security for business spending. Its variety of card options and strong spend controls make it ideal for businesses looking to streamline their expense management.
Standout features & integrations:
Features include real-time expense tracking, automated expense reports, spend analytics dashboards, multi-step approval processes, and custom spending limits.
Integrations include NetSuite, Xero, QuickBooks, Microsoft Dynamics, Sage, FreshBooks, Zapier, Slack, Google Workspace, and Microsoft Teams.
Pros and cons
Pros:
- Real-time tracking
- Automated expense reports
- Variety of card options
Cons:
- Complex setup process
- Restriction on card usage in certain countries
Expensify is an advanced expense management software that simplifies the process of tracking, reporting, and approving expenses for individuals and businesses. It’s best known for its automated expense reporting, which saves time and effort.
Why I picked Expensify: Expensify’s strong automation features are particularly beneficial for reducing manual data entry and ensuring accuracy in expense reporting. The software’s ability to automatically scan receipts, generate expense reports, and integrate with various financial systems makes it a standout choice for businesses looking to simplify their expense management processes.
Standout features & integrations:
Features include receipt scanning, expense management, corporate cards, bill pay, and invoicing.
Integrations include QuickBooks, Xero, NetSuite, Sage Intacct, Oracle, Microsoft Dynamics, SAP Concur, Gusto, Zenefits, and TSheets.
Pros and cons
Pros:
- Integration with major financial tools
- Comprehensive expense management
- Automated receipt scanning
Cons:
- Potential learning curve for new users
- Limited customization options
Ramp is a financial services platform designed to help businesses manage their corporate expenses with features like automated expense reporting, real-time spend tracking, and integrated financial tools.
Why I picked Ramp: Ramp offers advanced AI capabilities that streamline spend management processes. Its advanced artificial intelligence capabilities help teams automate expense categorization, detect anomalies, and provide real-time insights into spending patterns. This allows businesses to optimize their expense management processes, reduce manual entry errors, and gain valuable financial insights effortlessly.
Standout features & integrations:
Features include automatic bill pay, frictionless expense management, and smarter spending controls.
Integrations include QuickBooks, Xero, NetSuite, Slack, Microsoft Teams, SAP Concur, Expensify, Zoho Expense, TripIt, and Okta.
Pros and cons
Pros:
- Real-time insights
- Comprehensive spend controls
- AI-powered automation
Cons:
- Requires setup and onboarding
- Limited to US-based businesses
Timesheets is a versatile tool designed to streamline employee expenses, time tracking for payroll, and billing purposes.
Why I picked Timesheets: Timesheets provides extensive capabilities in time tracking, which stand out from other tools. The software's ability to handle time off, scheduling, and expense tracking makes it an advanced solution for businesses. Additionally, it offers a wide range of features that ensure accurate and efficient time management.
Standout features & integrations:
Features include time tracking for payroll and billing, time off and accruals management, scheduling with custom calendars, mileage and expense tracking, human resources management, and detailed reporting.
Integrations include QuickBooks, Xero, PayPal, Foxit, Microsoft Entra, Okta, Expensify, Zoho Expense, SAP Concur, TripIt, Slack, and Microsoft Teams.
Pros and cons
Pros:
- Integration with QuickBooks
- Detailed reporting
- Comprehensive time tracking
Cons:
- Basic expense tracking features
- Limited customization options
Brex is a spend management platform offering business credit cards, automated accounting, bill pay, and expense management. It provides integrated cards, expenses, banking, travel, and billable services for several countries.
Why I picked Brex: Brex provides users with advanced AI-driven financial controls, which set it apart from other expense management tools. The platform's ability to automate approvals, act as an expense tracker, and provide AI-generated suggestions for accounting makes it a standout choice. Additionally, its focus on empowering finance teams with AI-powered controls and payments ensures businesses can manage their finances efficiently and effectively.
Standout features & integrations:
Features include AI-powered expense management, automated invoice entry and payment, real-time expense tracking, in-app travel booking, and a high-yield business account with fast global payments.
Integrations include QuickBooks, Xero, NetSuite, Slack, Expensify, SAP Concur, TripIt, and Microsoft Teams.
Pros and cons
Pros:
- High yield business account
- Real-time tracking
- AI-powered expense management
Cons:
- Slower than average response times
- Limited to specific integrations
Other Free Expense Reporting Software
Below is a list of additional free expense reporting software that I shortlisted. While they didn’t make the top 10, they’re still valuable and worth further research.
- Zoho Expense
For businesses requiring multi-currency support
- Limble
For maintenance teams and operations
- Elorus
For freelancers needing invoicing and expense tracking
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Free Expense Reporting Software Selection Criteria
The criteria for choosing a free expense reporting software should directly address buyer needs and common pain points, ensuring that the software serves its intended purpose effectively. As an expert who has personally tried and researched these tools, here are the requirements I use when evaluating software:
Core Functionality (25% of total weighting score):
- Tracking and categorizing expenses
- Generating expense reports
- Integrating with accounting software
- Mobile receipt capture
- Multi-currency support
Additional Standout Features (25% of total weighting score):
- AI-driven receipt scanning
- Real-time expense tracking
- Customizable approval workflows
- Integration with travel booking systems
- Advanced analytics and reporting
Usability (10% of total weighting score):
- Intuitive user interface
- Easy navigation
- Minimal learning curve
- Responsive design for mobile and desktop
- Clear and concise instructions
Onboarding (10% of total weighting score):
- Availability of training videos
- Interactive product tours
- Pre-built templates
- Chatbots for instant help
- Webinars for in-depth training
Customer Support (10% of total weighting score):
- 24/7 support availability
- Multiple support channels (email, phone, chat)
- Comprehensive help center
- Fast response times
- Personalized support options
Value For Money (10% of total weighting score):
- Competitive pricing
- Transparent pricing structure
- No hidden fees
- Free trial availability
- Cost-benefit analysis
Customer Reviews (10% of total weighting score):
- Overall satisfaction ratings
- Feedback on ease of use
- Comments on customer support quality
- Reviews on feature effectiveness
- User recommendations
Trends for Free Expense Reporting Software
Here are some trends I’ve noticed for free expense reporting software, plus what they might mean for the future. I sourced countless product updates, press releases, and release logs to tease out the most important insights.
- AI-Powered Expense Categorization: AI is being used to automatically categorize expenses. This reduces manual entry and errors, and also speeds up the reporting process.
- Mobile-First Design: More software is being designed with mobile users in mind. This allows employees to report expenses on the go while increasing convenience and efficiency.
- Integration with Financial Tools: Free expense reporting tools are slowly integrating with other financial software to create a more cohesive financial management system. This shift also simplifies data transfer and analysis.
- Real-Time Expense Tracking: Real-time tracking of expenses is becoming more common as it helps businesses monitor spending as it happens, ultimately aiding in better budget management.
- Enhanced Data Security: Prioritizing data security features ensures the protection of sensitive financial information. This not only safeguards against potential breaches but also builds trust with users by demonstrating a commitment to maintaining their data privacy and integrity.
As free expense reporting software continues to evolve, it is clear that trends such as enhanced data security, mobile accessibility, and seamless integrations with other financial tools are shaping the future of these solutions. By staying attuned to these trends, businesses and individuals can take full advantage of the latest innovations to streamline their expense management processes.
What is Free Expense Reporting Software?
Free expense reporting software helps individuals and organizations track, manage, and report expenses at no cost. It’s commonly used by small business owners, freelancers, and startups to monitor spending, maintain accurate financial records, and simplify reimbursements.
Features of Free Expense Reporting Software
When choosing free expense reporting software, it's important to focus on key features that effectively manage and track expenses. Here are the essential features to look for when shopping for your next software.
- User-Friendly Interface: A simple and intuitive interface ensures that all team members can use the software without extensive training.
- Receipt Scanning: The ability to scan and upload receipts directly into the system saves time and reduces the risk of losing important documents.
- Automated Expense Tracking: This feature automatically tracks expenses, reducing manual entry and minimizing errors.
- Customizable Expense Categories: Customizable categories allow you to tailor the software to your specific business needs, making it easier to organize and analyze expenses.
- Integration with Accounting Software: Integration with popular accounting software ensures that expense data flows seamlessly into your financial records.
- Multi-Currency Support: For businesses that operate internationally, multi-currency support is important for accurate expense tracking and reporting.
- Mobile Access: Mobile access allows employees to report expenses on the go, increasing efficiency and ensuring timely submissions.
- Approval Workflow: An approval workflow feature helps streamline the process of reviewing and approving expenses, ensuring compliance with company expense policies.
- Reporting and Analytics: Detailed reporting and analytics provide insights into spending patterns, helping to identify areas for cost savings.
- Security Features: Strong security features protect sensitive financial data from unauthorized access and breaches.
From receipt capture and automated report generation to enhanced data security and seamless integration with other financial tools, these platforms provide essential functionalities that streamline expense management. By leveraging these features, businesses and individuals can maintain accurate financial records and improve their overall financial efficiency.
Benefits of Free Expense Reporting Software
Free expense reporting software offers several advantages for users and organizations, making it a valuable tool for managing financial tasks efficiently. Here are some of the primary benefits you may experience while using a free expense reporting software.
- Cost Savings: By utilizing free expense reporting software, businesses can eliminate the need for costly manual processes and reduce administrative expenses.
- Time Efficiency: A strong expense reporting software automates many aspects of expense reporting, allowing employees to spend less time on paperwork and more time on productive tasks.
- Accuracy: Automated systems minimize human error, ensuring that expense reports are accurate and reliable, which is important for financial planning and auditing.
- Cloud-Based Accessibility: Free expense reporting software is often cloud-based, enabling users to access and manage their expenses from anywhere, at any time.
- Compliance: The software helps ensure that all expense reports adhere to company policies and regulatory requirements, reducing the risk of non-compliance issues.
Investing in free expense reporting software offers businesses an effective way to manage expenses. By leveraging these free solutions, users can maintain accurate financial records and optimize their budgeting strategies without incurring additional costs.
Costs & Pricing of Free Expense Reporting Software
Free expense reporting software is essential for businesses to efficiently manage and track expenses. However, it's important to understand that while the software may be free, features, usage, or support may be limited compared to paid plans. Below is a summary of the plan options and their pricing for expense reporting software.
Plan Comparison Table for Free Expense Reporting Software
| Plan Type | Average Price | Common Features |
| Free Plan | $0 | Receipt uploads, expense categorization, limited users, and basic reporting |
| Basic Plan | $5-$12/month | Enhanced receipt management, more users, advanced reporting, and mobile access |
| Standard Plan | $15-$25/month | Unlimited receipt uploads, automated reports, multi-currency support, and added integrations |
| Premium Plan | $30-$50/month | Custom reporting, advanced integrations, priority support, and unlimited users |
Understanding the costs and pricing of free expense reporting software is essential for making an informed decision. By evaluating your specific needs and budget, you can select the best free expense reporting software that aligns with your financial management goals.
Free Expense Reporting Software FAQs
Here are some commonly asked questions about free expense reporting software:
Is free expense reporting software secure?
Yes, most free expense reporting software options prioritize security. They often include features such as data encryption, secure login, and regular security updates to protect your financial information.
How user-friendly is free expense reporting software?
Most free expense reporting software is designed to be user-friendly, with intuitive interfaces and easy-to-navigate dashboards. They often include tutorials and customer support to help users get started and make the most of the software.
Is customer support available for free expense reporting software?
Yes, many free expense reporting software providers offer customer support. This can include email support, live chat, and access to a knowledge base or community forums to help users resolve any issues they encounter.
Can I upgrade from free to paid versions of expense reporting software?
Yes, most free expense reporting software providers offer paid versions with additional features and capabilities. Users can upgrade to these paid plans as their business needs grow or if they require more advanced functionalities.
Is there a limit to the amount of data I can store in the free version?
Some free versions may have data storage limits, which can affect the number of receipts or reports you can save. Check the specific terms of the software.
How often are free expense reporting software updates released?
Free versions usually receive regular updates, though new features and major enhancements might be prioritized for paid versions.
Will using free expense reporting software affect my ability to comply with tax regulations?
Free expense reporting software can help maintain compliance by accurately tracking and categorizing expenses. However, always ensure the software meets your specific regulatory requirements.
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