Cloud-based expense management software vs traditional onsite hardware, which is the right choice for your business?
At ExpenseOnDemand, we might appear biased as providers of cloud-based solutions, but that doesn’t mean we don’t have a point when we say:
Cloud software is by far the superior option.
From enhanced data compliance and security to more flexible options for claims, approvals and reporting, cloud technology has inarguably changed expense management for the better.
In this short blog, we’ll explain why.
The benefits of cloud-based expense management are baked into the adaptability of the platform.
As the software isn’t localised to onsite hardware, updates can be easily rolled out without intervention from your business, meaning you can access major new features and essential system improvements without actually having to do anything but own a subscription.
Changes to data protection legislation? Taken care of.
Introduction of improved data capturing features? Done without you lifting a finger.
Cloud software is also incredibly dynamic. Available via remote access technology, it allows teams to manage their expenses (whether claims, approvals or reports) wherever they are. Utterly essential in modern hybrid work environments or for those who regularly travel.
The convergence point of all these benefits is simply an easier life for you and your team. Cloud-based expense management creates answers to common friction points, enabling stronger finance processes and better expense control, often all without having to increase costs – and regularly even saving!
Cloud-based expense management gives teams the freedom to claim and approve expenses from anywhere.
With software available on laptops and mobiles, employees can capture receipts, submit their claims and check approvals for everything from meals to travel expenses anywhere in the world; at home, on the road, in another country.
Managers too, gain the same flexibility, approving expenses instantly without waiting to return to the office. And, with all data securely stored online, Finance Managers can even generate reports while travelling and share them with stakeholders at a moment's notice.
This eliminates delays caused by location or device limitations and supports the needs of today’s hybrid and remote work environments, keeping expense processes efficient, connected, and always up to date.
A major advantage of cloud expense software is the ability to scale effortlessly as your business grows.
Adding new employees, departments, or approval levels takes minutes, not hours or days. There is no additional installation required, no new hardware setups that have to be carried out by IT departments, you can just log in to your expense management software account and add users, inviting them via their email.
Whether you’re expanding into new regions or managing seasonal staff, the system adapts to your needs instantly. This flexibility ensures your expense management solution grows alongside your organisation, maintaining control and visibility without increasing administrative workload or IT overhead.
Scalability also means you only pay for what you use, optimising long-term costs.
With cloud-based systems, updates happen automatically in the background, ensuring your business always runs the latest version of the software.
There’s no downtime, manual patching, or IT scheduling required.
Every new feature, security enhancement, or compliance rule developed by your provider is rolled out seamlessly to all users. This means your expense processes benefit from continuous improvement without disrupting daily operations.
Automatic updates also help organisations stay compliant with evolving legislation, reimbursement policies, and data protection standards. The result is a system that’s always modern, secure, and aligned with best practices.
Cloud-based expense platforms employ advanced security measures to protect sensitive financial and employee data. To that point, ExpenseOnDemand, we’ve recently been certified to ISO 27001, an international standard for establishing, implementing, maintaining, and continually improving an Information Security Management System.
Within cloud solutions, encryption, multi-factor authentication, and regular security audits ensure information stays safe at every stage. Data is stored in secure servers that meet global compliance standards such as GDPR and aforementioned ISO certification.
There are also built-in audit trails that record every action within the system, providing complete transparency for regulatory or internal reviews.
And, returning to our previous point around automated updates, cloud software providers can also manage updates proactively, closing security gaps before they become risks, without you ever having to do anything. This level of protection far exceeds what most on-premise systems can deliver, giving finance teams confidence in data integrity and compliance.
Switching to a cloud-based expense management solution delivers measurable financial benefits.
By automating manual tasks, companies reduce administrative hours and errors associated with spreadsheets or paper claims. There’s no need for costly servers, software licenses, or IT maintenance; everything runs securely in the cloud, slashing overheads.
Real-time visibility helps finance teams identify spending trends and eliminate waste, improving cost control across departments.
On top of all of that, streamlined approval workflows and faster reimbursements increase employee satisfaction. The combination of lower overheads, improved accuracy, and greater efficiency adds up to significant business savings, making cloud expense management a smart long-term investment for organisations of all sizes.
Cloud-based expense management providers can afford to charge lower rates, as they can also operate remotely, reducing their own overheads and passing savings down to consumers.
Modern expense management thrives on mobility, and cloud-based systems integrate seamlessly with dedicated mobile apps.
Employees can snap photos of receipts, log mileage, or submit claims directly from their phones, wherever they are. This real-time submission process eliminates paperwork and delays, ensuring expenses are captured accurately and instantly.
Mobile apps are what really help managers review and approve claims on the go, keeping processes moving without the notorious bottlenecks businesses tend to find themselves up against.
This mobile-first approach enhances productivity, speeds up reimbursements, and delivers a smooth, user-friendly experience for both employees and finance teams. All benefits unavailable to traditional, localised expense management software.
In fast-changing business environments, expense policies often need quick adjustments.
Cloud systems make this easy by allowing administrators to update rules, limits, or approval hierarchies instantly across the organisation. Once updated, these changes apply automatically to all users, no reinstallations or manual updates required.
Whether adjusting mileage rates, expense categories, or per diem limits, the process is simple and transparent. Employees can always see the latest policy guidance when submitting claims, reducing errors and out-of-policy spending. Dynamic policy management keeps your expense process compliant, fair, and flexible, ensuring company rules stay relevant as your business evolves.
Cloud-based expense platforms connect effortlessly with leading finance and accounting systems that also utilise cloud technology; like Xero, QuickBooks, and Sage.
These integrations ensure that approved expenses flow directly into your accounting software, eliminating duplicate data entry and reducing reconciliation time.
Once again, real-time data exchange comes into play, meaning finance teams always have accurate records for reporting, forecasting, and audits. Integrations can also extend to payroll, ERP, and HR platforms, creating a seamless financial ecosystem.
The result is a fully connected workflow that increases accuracy, enhances visibility, and frees up valuable time for strategic financial management rather than repetitive administrative work.
If any of these benefits appeal to your business, then you can get started on your journey to digital transformation today. ExpenseOnDemand offers both a free trial option, to test the power of our technology for yourself, or a personalised demo, where you can see our software in action at the hands of one of our team, and ask us anything you like about how it can be introduced to your business.
Book today or sign up for your free trial.
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