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Best Expensify Alternatives

Written by Paddy Stobbs

Co-Founder & CEO

Edited by Steph Leung

Product & Operations Lead

Updated onMar 19, 2025

Expensify has established itself as a popular expense management solution known for its receipt scanning technology and straightforward expense reporting. However, as businesses grow and their financial management needs become more complex, alternatives with specialized capabilities may better serve specific organizational requirements. While Expensify excels at simplifying expense tracking and reimbursement processes for small to medium-sized businesses, companies with enterprise-level budgeting needs, requirements for extensive customization, demands for hands-on support, or those seeking advanced automation may find more suitable options in the marketplace. This comparison examines how Payhawk, Mesh, Brex, and Ramp offer compelling alternatives to Expensify for organizations with particular use cases, helping finance teams identify the best expense management solution for their specific business challenges.

Best alternatives to Expensify

For complex enterprise budgeting and forecasting:

Payhawk

Stackfix Rating:

7.1 / 10

Payhawk offers sophisticated budgeting and forecasting capabilities that excel for complex enterprise financial planning. While Expensify focuses primarily on expense tracking with basic budget enforcement, Payhawk enables granular per-cost-center budget management with real-time tracking. Finance teams can assign dedicated budget owners, implement custom approval filters, and leverage predictive analytics for future spending patterns – features Expensify lacks. Additionally, Payhawk’s delay monitoring improves month-end planning accuracy, whereas Expensify prioritizes visibility over complex budget modeling. For organizations requiring advanced financial controls and forecasting, Payhawk’s comprehensive approach to spend management delivers the functionality needed for sophisticated enterprise budgeting.

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For complex enterprise budgeting and forecasting:

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Payhawk

Stackfix Rating:

7.1 / 10

For companies needing hands-on customer support:

Mesh

Stackfix Rating:

6.9 / 10

Companies seeking hands-on customer support will find Mesh’s service-oriented approach delivers a markedly better experience than Expensify’s self-service model. While Expensify relies heavily on documentation and knowledge bases, Mesh provides responsive, personalized assistance. Users consistently praise Mesh’s support team for going beyond basic troubleshooting to help optimize platform usage and incorporate customer feedback quickly. This high-touch approach proves especially valuable during implementation and when companies need to adapt their spend management processes.

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For companies needing hands-on customer support:

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Mesh

Stackfix Rating:

6.9 / 10

For organizations requiring extensive customization:

Brex

Stackfix Rating:

7.8 / 10

Brex’s customization capabilities make it a stronger choice than Expensify for organizations with complex expense management needs. While Expensify offers basic spending policies and approval workflows, Brex provides granular control over multi-entity budgets, department-specific policies, and custom approval chains. Organizations can configure spend limits and policies for virtually any scenario without issuing separate cards, while managing expenses across multiple entities and currencies with localized tracking. Brex’s AI-powered categorization system suggests GL codes automatically, reducing manual coding effort compared to Expensify’s more basic automation. For enterprises requiring deep customization, Brex’s ability to handle complex organizational structures while maintaining usability positions it ahead of Expensify’s more limited configuration options.

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For organizations requiring extensive customization:

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Brex

Stackfix Rating:

7.8 / 10

For US-based companies seeking automated spend management:

Ramp

Stackfix Rating:

8.7 / 10

Ramp outperforms Expensify for US-based companies seeking automated spend management with superior AI-driven automation, more robust budgeting controls, and a more comprehensive feature set. Ramp delivers an intuitive interface that minimizes manual work. Ramp’s AI-powered expense categorization automatically transforms unstructured spend data into organized reports, saving companies significant time compared to Expensify’s more basic automation. Additionally, Ramp’s budgeting tools provide granular spending controls down to vendor and category levels, surpassing Expensify’s limited budgeting capabilities. For US companies prioritizing efficiency and control, Ramp’s higher functionality makes it the better choice.

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For US-based companies seeking automated spend management:

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Ramp

Stackfix Rating:

8.7 / 10

Meet your expert: Paddy Stobbs

Stackfix Co-Founder & CEO

I've spent over a decade deep in the world of business software - personally managing more than $2M in purchases across companies I've built and led. From intimate 10-person teams to organizations of 150+, I've developed a particular obsession with Sales and HR tools – testing, implementing, and scaling them at every stage of growth. My journey started at Cambridge University, led me through Google, and most recently culminated in selling my previous venture to TikTok. Now, I'm channeling all of that hands-on experience into helping others navigate the complex landscape of business software.

Stackfix Comparison

	Expensify	Payhawk	Mesh	Brex	Ramp

Our rating
Functionality	8 Functionality 8/10 <p>Expensify offers a comprehensive expense management platform that combines receipt scanning, expense tracking, corporate cards, and bill payments in one cohesive system. The platform excels in its core expense reporting capabilities with standout features like SmartScan technology for receipt processing and automatic report generation. The recent launch of New Expensify has enhanced the platform with contextual, real-time chat functionality that turns every financial transaction into a conversation, though its procurement capabilities aren't as developed as some competitors.</p>	9 Functionality 9/10 <p>Payhawk delivers one of the most feature-rich platforms, combining corporate cards, multi-currency support, accounts payable automation, and travel & expense (T&E) management. Its ability to handle purchase orders, bank transfers, and reimbursements puts it ahead of many competitors. </p>	7 Functionality 7/10 <p>Mesh Payments offers a solid spend management platform with particular strength in travel expense management and corporate card controls. The platform provides real-time visibility into company spending with features like smart spend controls, intelligent spend optimization, and automated workflows for expense processing. While comprehensive for core expense management, Mesh lacks some of the advanced procurement and vendor management capabilities found in market-leading platforms.</p>	10 Functionality 10/10 <p>Brex stands out for its comprehensive functionality – it’s not just expense management, but a full finance platform. From corporate credit cards with rewards to built-in travel booking, expense reimbursement, bill pay, and even a business bank account, Brex covers an enormous scope. This breadth means companies can consolidate cards, travel, and accounts payable in one tool</p>	10 Functionality 10/10 <p>Ramp offers a robust suite of spend management features including corporate credit cards, bill payments, and invoice processing, providing a comprehensive platform for managing expenses end-to-end. It automates tedious tasks (e.g. receipt collection and expense approvals) and delivers real-time reporting for insightful analytics. The only notable gap is limited customization of expense categories.</p>
Ease of Use	7 Ease of Use 7/10 <p>Expensify creates an intuitive expense submission process, particularly through their mobile app. The platform's one-click receipt scanning and automatic categorization significantly reduces friction for end users, making compliance with expense policies nearly effortless. Some users may need some time to adjust to the 'New Expensify', conversational appraoch to financial management though.</p>	6 Ease of Use 6/10 <p>Employees and finance teams find Payhawk intuitive. Features like real-time receipt scanning, automated approvals, and policy enforcement streamline spend control. However, users new to comprehensive financial platforms may need training on invoice handling and bank transfer workflows.</p>	7 Ease of Use 7/10 <p>Once set up, Mesh is quite easy for employees and admins alike. Employees receive transaction alerts and can upload receipts via the mobile app without hassle, and the system automates matching and categorization to save everyone time. Managers can approve or deny expenses in a couple of clicks.</p>	7 Ease of Use 7/10 <p>Brex is fairly intuitive, but not the simplest in the market due to its enterprise-grade capabilities. Employees find it straightforward to snap photos of receipts or use the mobile app for expenses, and real-time transaction alerts help keep everyone on track. Finance teams get powerful dashboards and controls, though navigating the breadth of options (travel, credit, reimbursements, etc.) can be a bit overwhelming until you’re familiar with the system.</p>	9 Ease of Use 9/10 <p>Ramp shines with an extremely user-friendly experience that both finance teams and employees appreciate. Submitting expenses or requesting approval is straightforward, thanks to an intuitive workflow and helpful reminders to upload receipts. The learning curve is minimal too.</p>
Look and feel	8 Look and feel 8/10 <p>Expensify provides a clean, intuitive interface with a modern design that prioritizes simplicity and ease of use. The mobile app mirrors the desktop experience with thoughtful design choices that make expense submission straightforward. The New Expensify platform introduces a chat-based interface that feels fresh and innovative, though some users may need time to adjust to this conversational approach to financial management.</p>	6 Look and feel 6/10 <p>Payhawk offers a clean, intuitive interface that makes complex financial workflows feel straightforward and accessible. However, due to the sheer breadth of functionality, some features do need more training.</p>	6 Look and feel 6/10 <p>Mesh Payments delivers a clean, user-friendly interface with well-organized dashboards that present financial information clearly. The mobile app provides a consistent experience with the desktop version, making expense submission straightforward for employees on the go. While not the most visually sophisticated platform on the market, Mesh's interface is functional and responsive, with reasonable load times for most operations.</p>	7 Look and feel 7/10 <p>Brex’s interface is polished and professional, albeit a bit more dense given the platform’s wide scope. The design is clean and modern, but navigating so many features can occasionally feel complex. Overall UI responsiveness and aesthetics are solid, but it doesn’t always have the immediate simplicity that some newer competitors boast.</p>	9 Look and feel 9/10 <p>Ramp's design is clean, modern and intuitive. Screens load quickly and the layout makes it easy for new users to find features, which reduces the learning curve.</p>
Customisability	5 Customisability 5/10 <p>Expensify offers adequate customization options for basic spending policies and approval workflows, allowing businesses to establish expense categories and configure approval chains. The platform provides some flexibility in configuring reporting views to match specific business needs. However, more complex organizations may find the customization capabilities somewhat limited compared to enterprise-focused alternatives.</p>	8 Customisability 8/10 <p>Payhawk offers exceptional customization capabilities, particularly for organizations managing multiple entities across different countries and currencies. Finance teams can establish standardized global policies while accommodating local requirements, with impressive flexibility for complex organizational structures.</p>	7 Customisability 7/10 <p>Mesh offers a decent level of customization, primarily around spend controls and policy enforcement. Admins can tailor card limits, set rules for different expense categories (e.g., block or allow certain merchant types), and create approval workflows for various spending thresholds. You can also organize users into teams or departments with their own budgets.</p>	9 Customisability 9/10 <p>Brex offers a high degree of customizability to fit complex business needs. Finance admins can configure detailed expense policies, multi-level approval workflows, and custom categories that map to their accounting. The tool supports setting spend limits by card or department, and global policy rules (for travel, per diems, etc.), making it adaptable for both startups and large enterprises – though with so many knobs to turn, it requires careful setup to get just right.</p>	8 Customisability 8/10 <p>Ramp offers solid (if somewhat standardized) customizability, allowing admins to set spending rules, approval workflows, and custom fields tied to their GL. Policy controls can be tailored – for example, managers can restrict which expense categories or GL codes an employee sees. While it doesn’t allow infinite tweaks, it provides enough flexibility to fit most businesses’ needs without overwhelming users with complexity.</p>
Ease of Setup	6 Ease of Setup 6/10 <p>Expensify is relatively easy to adopt, especially for small teams, but full configuration can get intricate if you leverage its advanced features. Fortunately, there are many guides and an onboarding checklist, and for common setups (like linking QuickBooks or Xero), it's pretty plug and play.</p>	6 Ease of Setup 6/10 <p>We appreciated its simple onboarding and hands-on support, making implementation smooth for mid-market and large companies. While basic use can start quickly, leveraging its full capabilities (ERP integration, multi-entity configurations, etc.) takes longer.</p>	7 Ease of Setup 7/10 <p>Implementing Mesh Payments is relatively straightforward, especially for U.S.-based companies (a requirement for now). Signing up and verifying your business is quick, and issuing the first set of cards can happen on day one. The platform provides guided tours for setting up policies and linking your accounting software. While there may be a few compliance steps given it deals with corporate cards (identity verification, etc.), generally companies find they can go from zero to a functioning spend program in short order with Mesh.</p>	6 Ease of Setup 6/10 <p>Setting up Brex is relatively quick for eligible companies, especially startups that meet its requirements. The onboarding process is guided and the Brex team assists in linking bank accounts and setting up cards. However, because Brex offers advanced features (like ERP integrations and multi-entity support), fully configuring those can take more time and expertise, making the initial setup slightly involved for larger organizations.</p>	7 Ease of Setup 7/10 <p>The onboarding process is smooth with guided steps, and basic configurations (like issuing cards and setting limits) can be completed without technical expertise. The only limitation is that you must be a US based company to use the product.</p>
Customer Support	5 Customer Support 5/10 <p>Expensify delivers reliable customer support with generally good response times, though the platform emphasizes self-service through comprehensive documentation and knowledge base resources.</p>	8 Customer Support 8/10 <p>Payhawk provides responsive support services with staff who demonstrate deep knowledge of international finance requirements and technical implementation challenges. Users we heard from consistently praise the support team's responsiveness and solution-oriented approach, particularly during complex multi-entity deployments.</p>	8 Customer Support 8/10 <p>Mesh Payments has earned kudos for its excellent customer service. Users we spoke to mention the support team’s responsiveness and willingness to go above and beyond – not only in troubleshooting issues, but also in helping optimize use of the platform. Being a newer entrant, Mesh seems to place a strong emphasis on keeping customers happy and incorporating feedback quickly.</p>	7 Customer Support 7/10 <p>Brex provides strong customer support with dedicated representatives and fast response times. When tested, we praise the support team’s knowledge and willingness to help with everything from technical setup to stopping fraudulent charges.</p>	8 Customer Support 8/10 <p>Ramp provides responsive customer service through multiple channels, with especially strong documentation and self-service resources. Some users report occasional delays during peak times, but overall support quality is consistently high with knowledgeable representatives.</p>
Integratability	9 Integratability 9/10 <p>Expensify integrates exceptionally well with a wide range of accounting platforms, ERP systems, and business tools, offering one of the most extensive integration ecosystems in the expense management space. The platform connects seamlessly with popular accounting software like QuickBooks, Xero, and NetSuite, as well as travel booking tools, HR systems, and CRM platforms. </p>	7 Integratability 7/10 <p>Payhawk delivers strong integration capabilities with direct connections to major ERP systems (Oracle NetSuite, MS Dynamics), accounting platforms, and business tools. </p>	6 Integratability 6/10 <p>Mesh offers direct integrations with systems like QuickBooks and NetSuite, ensuring transactions and receipts flow into the ledger without manual intervention. The platform also provides an API and supports exporting data for any tools it doesn’t natively connect with. It does not have as vast an integration catalog as older platforms, and currently it’s focused on the core finance stack.</p>	9 Integratability 9/10 <p>Integrations are a Brex forte – the platform connects with popular accounting packages (QuickBooks, NetSuite, Xero, etc.), HR/payroll systems, and even travel tools.</p>	9 Integratability 9/10 <p>Ramp integrates seamlessly with major accounting systems and other tools, reducing manual work significantly. It offers out-of-the-box connections to QuickBooks, Xero, Sage Intacct, and more, syncing transactions and receipts with a click. The platform also hooks into email and Slack for receipt forwarding and notifications, showing a strong commitment to fitting into your existing tech stack.</p>
Ease of Migration	7 Ease of Migration 7/10 <p>Expensify provides robust data export capabilities in multiple formats including CSV, PDF, and direct accounting system exports for transaction data, expense reports, and accounting reconciliation.</p>	7 Ease of Migration 7/10 <p>Companies can export expenses, invoices, and transactions easily to Excel or directly sync with accounting software. Audit trails are well-documented, ensuring seamless financial reporting.</p>	6 Ease of Migration 6/10 <p>Users can generate reports of expenses, card transactions, or budget utilization and export them in CSV or Excel format easily. Receipts and documentation can be downloaded for audits.</p>	8 Ease of Migration 8/10 <p>Brex makes it easy to get your data out, whether via automatic sync or manual export. Detailed expense reports, receipts, and transaction logs can be exported to CSV or PDF on demand, which is great for audits or custom analysis.</p>	8 Ease of Migration 8/10 <p>Data export in Ramp is robust and hassle-free. Finance teams can easily dump transactions, receipts, or spend reports to CSV/Excel for analysis or auditing. Moreover, because Ramp syncs directly with accounting software, much of the “export” need is handled automatically.</p>

Payhawk: Expensify alternative for complex enterprise budgeting and forecasting

Payhawk

Stackfix Rating:

7.1 / 10

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Updated onMar 19, 2025

Payhawk has strong functionality in auto-categorisation, including receipt scanning.

Budget controls also extend to larger department level views for easier tracking across large organisations

Each card or series of cards can be managed by a budget through setting individual and group policies

Payhawk allows issuance of corporate cards with granular controls over each

Payhawk has strong functionality in auto-categorisation, including receipt scanning.

Want to know more? See a detailed comparison of Expensify vs. Payhawk.

Pros

Decent Core Functionality

Superior Corporate Card Management

Advanced Budget Management

Cons

Overwhelming To Use

Not Available Outside Europe

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Mesh: Expensify alternative for companies needing hands-on customer support

Mesh

Stackfix Rating:

6.9 / 10

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Updated onMar 19, 2025

Main dashboard

Want to know more? See a detailed comparison of Expensify vs. Mesh.

Pros

Outstanding Customer Support

Cons

Subpar Mobile App Experience

Limited Global Availability

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Brex: Expensify alternative for organizations requiring extensive customization

Brex

Stackfix Rating:

7.8 / 10

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Updated onMar 19, 2025

Brex's ability to issue, manage, and view corporate cards.

Brex automatically labels expenses as they come in.

Brex allows for control over spend by imposing individual and/or shared limits, with several controls in place.

Brex's ability to issue, manage, and view corporate cards.

Want to know more? See a detailed comparison of Expensify vs. Brex.

Pros

Outstanding Corporate Card Program

Powerful Customization Options

Superior Mobile Experience

Advanced Budget Management

Robust Integration Capabilities

Cons

Not Available Outside the USA

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Ramp: Expensify alternative for US-based companies seeking automated spend management

Ramp

Stackfix Rating:

8.7 / 10

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Updated onMar 19, 2025

Ramp offers not just auto-labelling leading up to auto-categorisation, but also the ability to set custom rules to further improve and enhance categories.

Ramp also allows for budget rules to be created for individuals, teams, and departments

Ramp offers deep levels of control in its ability to issue corporate cards both virtual and physical.

Ramp offers not just auto-labelling leading up to auto-categorisation, but also the ability to set custom rules to further improve and enhance categories.

Want to know more? See a detailed comparison of Expensify vs. Ramp.

Pros

Outstanding Core Functionality

Superior AI-Powered Expense Categorization

Exceptional User Experience

Seamless Integration Capabilities

Strong Customer Support

Cons

Not Available Outside the US

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How we test products

With countless Spend Management platforms available, we focus on identifying the best options for small and midsize businesses. Our evaluation process is built around real-world usage, prioritizing functionality, ease of use, and overall value. Here’s how we do it:

Expense Tracking & Controls

Great Spend Management software should help businesses track spending in real-time, enforce budgets, and prevent unnecessary costs. We test how well each platform handles core use cases - expense categorization, approval workflows, and policy enforcement - to ensure it balances control with flexibility.

User Experience & Onboarding

Finance teams need intuitive tools that don’t require extensive training. We assess each platform’s interface by navigating core features without prior guidance and track onboarding time - from account setup to submitting the first expense report. Platforms that require complex configurations or financial expertise score lower.

Automation & AI Capabilities

Automation reduces manual work and improves spend visibility. We evaluate each platform’s automation features, such as receipt scanning, policy flagging, auto-reconciliation, and AI-driven spend insights. Tools that streamline financial operations without unnecessary complexity rank highest.

Integrations & Compatibility

Spend Management software must work seamlessly with accounting platforms, ERP systems, and payment processors. We test how well each platform integrates with key financial tools and assess whether native integrations or third-party connectors are required.

Pricing & Value

We compare pricing across competitors, analyzing what each plan includes and whether critical features - such as multi-entity support, approval workflows, or advanced reporting - are locked behind premium tiers. Hidden costs, such as per-user fees or transaction-based pricing, are factored into our assessment. Platforms that offer strong functionality at a fair price score highest.

Stackfix’s Fit Score

All of these factors contribute to Stackfix’s Fit Score, a proprietary ranking system that measures how well each Spend Management tool aligns with a buyer’s needs. It combines two key elements:

Requirements Met – How many buyer requirements the software fulfills
Stackfix Rating – Our expert assessment of the software’s overall quality, usability, and value

The result? A clear, data-driven recommendation that helps businesses choose the right Spend Management software - without hours of trial and error.

FAQs

What is Spend Management Software?

Spend management software helps businesses track, control, and optimize company spending in real time. When choosing a platform, consider ease of use, integrations, scalability, and pricing. Avoid tools that are overly complex, lack automation, or don’t integrate with your financial systems. The key features of spend management software usually include:

Approval Workflows – Customizable multi-level approval processes to control spending before it happens.
Virtual & Physical Cards – Issue company cards with built-in spending controls, limits, and automated reconciliation.
Automation & AI Insights – Auto-match receipts, flag policy violations, and generate AI-powered recommendations for cost savings.
Integrations with Accounting & ERP Systems – Seamless syncing with tools like QuickBooks, Xero, NetSuite, and other financial platforms.
Real-Time Reporting & Analytics – Gain visibility into company-wide spending with detailed reports, trend analysis, and budget tracking.

What should I consider when buying Spend Management Software?

Start by assessing your current and future spend management needs. Do you need real-time tracking of company expenses? Are you looking for tighter budget controls, automated approvals, or integrations with your accounting system? Here are the key factors to consider before making your decision.

Your Spend Management Needs. Begin by evaluating your company’s spending patterns and financial workflows. Do you need real-time expense tracking? Do you want corporate cards with built-in controls? Are you managing spending across multiple teams or locations? Identifying your priorities will help you choose the right tool.
Ease of Use. Spend management software should simplify financial operations, not add complexity. Look for an intuitive platform that employees can use with minimal training. Overly complicated systems can lead to adoption issues, errors, and inefficiencies. Stackfix rates every platform on ease of use. Click into each product above to see how they compare.
Integration with Your Financial Stack. Your spend management software should sync seamlessly with accounting, ERP, and payroll systems. If you’re using QuickBooks, Xero, or NetSuite, check for native integrations or whether third-party connectors are required. Lack of integration can lead to manual reconciliation and extra admin work.
Scalability & Flexibility. As your business grows, so will your financial complexity. Ensure that the software can scale with your needs, support multi-entity operations, and offer features like custom approval workflows, spend limits, and policy automation. Reviewing the vendor’s product roadmap can help determine if they’re continuously improving their platform.
Pricing & Hidden Costs. Many spend management platforms charge based on users, transactions, or premium features like AI-driven insights or advanced analytics. What seems cost-effective now could become expensive at scale. Look closely at pricing structures, including per-user fees, add-ons for integrations, and premium support costs.
Customer Support from the Vendor. Managing company finances requires reliability, so what happens if the software malfunctions or you need urgent assistance? Some vendors offer 24/7 support, while others only provide email or chatbot responses during business hours. Stackfix rates each platform on support quality. Click into each product to see how they compare.

What are the common mistakes to avoid when buying Spend Management software?

Some platforms offer impressive features but are too complex for growing businesses. Make sure you’re choosing a tool that fits your workflow, not just one with an extensive feature set. Here are some of the biggest mistakes businesses make—and how to avoid them.

Choosing based on features, not usability. Many spend management tools come packed with advanced capabilities but can be difficult to implement and use. A platform with every possible feature won’t help if your team struggles to adopt it. Look for software that simplifies spending control, rather than adding complexity.
Ignoring automation. Manually tracking expenses, approvals, and reimbursements slows down operations. Look for tools with automation features like real-time expense tracking, automated approvals, receipt matching, and AI-driven insights. Automation reduces admin work and helps prevent unnecessary spending.
Overlooking spend controls. Some businesses focus only on tracking expenses instead of proactively controlling them. Features like virtual cards with spending limits, approval workflows, and policy enforcement can prevent issues before they happen. Make sure the software helps control spend, not just report on it.
Not planning for scaling. A spend management tool might work well for a small team but struggle when your company grows. Can it support multiple departments, global transactions, and complex approval structures? Ensure the platform can scale with your business needs.
Overlooking integration depth. A platform might claim to integrate with your accounting or ERP system, but does it sync transaction data in real time? Does it support two-way data flow? Poor integrations can create manual work and reconciliation headaches. Always test integrations before committing.

How much does Spend Management Software typically cost?

Most spend management software ranges from free to $60+ per month, with entry-level options starting around $5-30 and premium software costing $60+ monthly. Larger enterprise tiers will often have custom pricing. Most vendors structure pricing in tiers based on features and user count, so be sure to enter your requirements as accurately as possible in our pricing calculator.

Several providers (like Ramp, Brex, Pleo, and Mesh) offer free plans with core functionality, though these typically restrict the number of cards issued, integration capabilities, or advanced approval workflows.

For enterprise plans and above, you can expect to speak to sales for a bespoke price. These custom quotes typically factor in transaction volume, integration requirements, and compliance needs. To skip the demo calls, be sure to check out our pricing calculator.

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