Best Expense Management Software for Small & Mid-Market Businesses

Choosing an expense management software provider can be more challenging than you might expect. There are a multitude of highly-rated and trusted solutions on the market, each with their own unique benefits. It only takes a quick browse around Google to draw up more questions than answers:

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• Which one of these expense management services is best for your small business?
• How can you narrow down the selection process without accidentally missing out on the most suitable provider?
• Is there really a best option at all, or are expense management softwares all just the same?

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Traversing this minefield can seem daunting from the outset, but when armed with as much knowledge as possible about the different expense management providers out there, you’ll swiftly find the confidence you need to make an informed decision – or at the very least, focus your research, attention and (mostly importantly) limited time, in the right places. 

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In this blog about the best expense management software in 2025, we’ll take a look at the top contenders, their features, and who they’re best suited to, so you can start the process of refining your search for your next provider. 

In a Hurry?

Here’s A Brief Recap of The Best Expense Management Software for Small Businesses & Companies in 2025

The best expense management software for businesses will always depend on your budget, business size, tools you already use and what you need. Here are the top options at a glance:

7 Best Expense Management Software of 2025 

1. ExpenseOnDemand

ExpenseOnDemand is an AI-powered expense management software tailored to small and medium-sized businesses. It’s trusted by over 15,000 companies, offering advanced expense functionality, starting from £4.90 per user/month.

Key Features

• Modular, Cost-Effective Functionality – Pick from 200+ features (AI receipt scanning, multi-currency, credit card feeds, analytics) and pay only for what matches your needs.
• Mobile App – Capture receipts, track mileage, and submit claims on the go, with surprising ease and accuracy.
• Integrations & Automation – Seamlessly connects with Xero, QuickBooks, Sage, NetSuite, Microsoft Dynamics, and others via Merge API; automates approvals, reporting, reimbursements, and policy compliance.
• Support & Usability – Offers intuitive dashboards, video walkthroughs, embedded chat support, and fast setup.
• Real-Time Control & Compliance – Policy enforcement, audit trails, approvals workflows, and automation protect against duplicate claims and ensure visibility.
• New AI Features – From voice-activated expense claims and approvals to AI-based policy enforcement, Expense on Demand delivers new levels of control to SMEs.
• AP Automation – Directly connect your AP and invoicing to Expense On Demand for a holistic approach to your financial management.

Why Expense On Demand Stands Out

• Highly Recommended by Other Businesses – Maintains a strong 4.6 star rating on Gartner Peer Insights, with real reviewers consistently praising how easy it is to use and how well it streamlines deductions. Expense On Demand features on Gartner as the expense management solution most likely to be recommended by other businesses.
• Tailored for SMBs – Its flexible, “choose what you need” model means small businesses can enjoy enterprise-level functionality without enterprise-level pricing, removing the need to compromise between price and quality.
• Fast ROI and Time Savings – Users report up to 95% time reduction in claims, 27–28% savings on mileage costs, and virtually zero receipt errors, helping SMBs reclaim hours of admin time each week.

2. Expensify

Expensify is a popular expense management software that combines receipt capture, corporate cards, and travel booking in one platform. It’s widely adopted by global teams for its simplicity of managing travel expenses.

Key Features

• Corporate Cards & Travel Booking – Issue physical or virtual company cards, set spending limits, and book travel directly in the app.
  
  
• Automation & Approvals – Automates expense categorisation, builds reports, and supports simple approval workflows to cut admin time.
  
  
• Integrations – Connects with major accounting software including QuickBooks, Xero, NetSuite, and Sage Intacct.
  
  
• Mobile App – Highly rated app makes it easy to submit expenses, approve reports, and manage spending on the go.

Why Expensify Stands Out

• All-in-One Platform – Combines expenses, cards, and travel, reducing the need for multiple apps.
  
  
• Strong Mobile Experience – Particularly popular with teams who need to manage expenses on the move.
  
  
• Automation Strength – Saves significant time through SmartScan and automated expense reports.

3. Zoho Expense

Zoho Expense is a cost-effective expense management software that’s part of the broader Zoho suite. It’s designed for small to midsize businesses, with strong automation features and seamless integration with Zoho Books and other Zoho tools.

Key Features

• Policy Controls & Approvals – Enforce company policies and streamline approval workflows to reduce errors.
  
  
• Budgeting & Analytics – Track spending against budgets with built-in dashboards and reporting.
  
  
• Multi-Currency & Per Diem Support – Manage international expenses with automatic currency conversion and per diem allowances.
  
  
• Customisable Workflows – Tailor approval flows and reporting structures to fit your business processes.

Why Zoho Expense Stands Out

• Budget-Friendly – Offers one of the most affordable solutions, with a free plan for up to 3 users. Users often report a trade off in complexity for the price point.
  
  
• Best for Zoho Users – Integrates natively with other Zoho products, making it ideal for businesses already in the Zoho ecosystem.
  
  
• Industry-leading Automation – Zoho is well known for its automation across its suite of products, and for expense management that’s no different. 

4. Rydoo

Rydoo is a modern expense management platform designed for businesses with teams that are often on the move. It focuses on real-time tracking and compliance, making it especially useful for companies with frequent internal travel. 

Key Features

• Per Diem Management – Automates daily allowances for business trips, applying local rules and currency rates for accurate reimbursements.
  
  
• Mileage Tracking – Logs business travel distances automatically, helping companies reimburse employees fairly and accurately.
  
  
• Compliance Monitoring – Built-in policy enforcement flags non-compliant claims instantly, reducing errors and improving audit readiness.
  
  
• Global Coverage – Supports multiple currencies, tax rules, and languages, making it easier for teams taking work abroad. 

Why Rydoo Stands Out

• Travel Strengths – Tailored for companies that operate fast-paced travel, with strong compliance and currency features.
  
  
• Designed for Mobility – Employees and managers can submit, approve, and track expenses anytime, anywhere.
  
  
• Efficiency Gains – Simplifies complex travel and cross-border expenses, reducing manual admin for finance teams.

5. Webexpenses

WebExpenses is an expense management solution built to streamline workflows and enforce policy compliance. It’s used by organizations in over 70 countries and is known for its strong support and easy deployment. Its data accuracy and organisational structure support finance teams looking for control. 

Key Features

• Automated Workflows – Digitises the full expense process from submission to reimbursement, reducing manual admin and processing times.
  
  
• Policy Enforcement – Automatically flags out-of-policy claims, duplicate submissions, or unusual spending patterns.
  
  
• Advanced Reporting – Provides dashboards and analytics to track spending trends, cost centres, and budget adherence.
  
  
• Global Capabilities – Supports multi-currency, tax compliance, and carbon tracking, making it suitable for distributed teams.

Why WebExpenses Stands Out

• Scalable Solution – Works for both smaller and larger financial teams, adapting easily as businesses grow.
  
  
• Audit Trails for Compliance – Maintains a clear, traceable record of expense claims and approvals, improving accountability.
  
  
• Strong Support – Backed by dedicated onboarding and customer service for smooth implementation.

6. Pleo

Pleo is an expense management platform built around smart company cards, giving employees freedom to spend while keeping businesses in control. It’s especially popular with startups that need to manage expenses without building heavy finance processes.

Key Features

• Smart Company Cards – Issue physical and virtual prepaid cards to employees, with spend limits and policy controls built in.
  
  
• Real-Time Dashboards – Track who is spending what and where, with instant visibility across the business.
  
  
• Automated Expense Categorisation – Purchases are logged and sorted automatically, reducing manual bookkeeping.
  
  
• Seamless Accounting Sync – Expenses flow directly into accounting systems like Xero and QuickBooks for faster reconciliation.

Why Pleo Stands Out

• Startup-Friendly – Perfect for early-stage companies that want flexible tools without complex finance overhead.
  
  
• High Ease-of-Use – Widely praised for its intuitive design and quick adoption by fast-moving teams.
  
  
• Time Savings – Cuts down manual reporting by combining cards, categorisation, and expense tracking in one tool.
  
  

7. SAP Concur

SAP Concur is a global leader in travel and expense management, designed primarily for midsize to enterprise businesses with complex compliance needs. It’s a robust platform that combines expense reporting, travel booking, and invoice management.

Key Features

• Travel & Expense Integration – Links travel bookings directly to expense reports for seamless processing.
  
  
• Invoice Management – Automates supplier invoice capture, approvals, and payments.
  
  
• Compliance Controls – Enforces company policies, tax rules, and global regulations across all expenses.
  
  
• Analytics & Reporting – Provides advanced dashboards and insights to monitor spending and improve forecasting.
  
  

Why SAP Concur Stands Out

• Enterprise-Grade Solution – Built for large organizations with complex workflows and global operations.
  
  
• Strong Compliance – Ideal for heavily regulated industries or multinational businesses that need tight audit controls.
  
  
• Comprehensive Platform – Combines travel, expense, and invoice management in a single system.
  
  

Summary: The Best Expense Management Software for SMEs and Businesses in 2025

The expense management software landscape is diverse and complex, there are many tools out there that offer very similar features and functions, but find themselves excelling in unique ways through the way they offer said features and functions.

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At Expense On Demand, we’ve worked exceptionally hard over the past few years to increase our features base without compromising on price, which is why we’re not only the most recommended expense management software provider by businesses on Gartner, but also highest rated for integrations and deployment as well. 

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However, there are a wealth of other tools available, from Expensify’s excellent opportunities for global teams to SAP Concur’s infrastructure for larger corporate enterprises. Picking the right expense management software for you isn’t easy, but with some top-level insights into the specialisms of each platform, we hope this article helps you take your next steps into selecting the solution best suited for your goals.

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If you’re ready to take those next steps with us, why not consider booking a product demo or signing up for our free trial program? 

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Expense Management Software for Small Businesses: FAQs

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What features should I look for in expense management software?
Key features include automated expense reports, AI improvements, receipt scanning, mobile apps, approval workflows, multi-currency support, mileage tracking, integration with accounting software like QuickBooks or Xero, and real-time reporting.

Is expense management software worth it for small businesses?
Yes. Expense management tools save time by automating manual processes, improve compliance through policy enforcement, and provide real-time visibility into spending. Many small businesses report significant time savings and faster ROI.

Which expense management software integrates with QuickBooks and Xero?
ExpenseOnDemand, Expensify, Zoho Expense, and Pleo all integrate with popular accounting platforms like QuickBooks and Xero, making them easy to adopt for small businesses already using these systems.

What is the most affordable expense management software?

ExpenseOnDemand offers modular pricing starting at £4.90 per user/month, making it one of the most cost-effective options for small businesses. Zoho Expense also offers a free plan for up to three users.

How does expense management software improve compliance?
Platforms like ExpenseOnDemand, Webexpenses, and SAP Concur enforce company policies, provide audit trails, and flag out-of-policy claims, reducing the risk of errors and fraud.

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