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Best Payhawk Alternatives

Written by Paddy Stobbs

Co-Founder & CEO

Edited by Steph Leung

Product & Operations Lead

Updated onMar 19, 2025

Payhawk has emerged as a comprehensive spend management solution that combines corporate cards, expense management, and accounts payable into a unified platform. The Bulgarian-founded, now global fintech streamlines financial operations for mid-market and enterprise businesses across Europe and beyond. While Payhawk offers robust features including real-time spending visibility, automated receipt capture, and seamless ERP integrations, several alternatives may better serve specific business needs. For US-based companies seeking automated spend management, Ramp delivers superior AI-powered expense categorization and a more robust corporate card program. Service organizations focused on travel expense management might prefer Rydoo’s specialized mobile-first approach with features like integrated travel booking and automated per diem calculations. Companies requiring extensive workflow automation will find Brex’s AI-driven platform more capable than Payhawk’s basic automation features. Meanwhile, small businesses needing rapid deployment can benefit from Pleo’s exceptional ease of setup, intuitive interface, and streamlined mobile experience that enables immediate adoption without complex implementation.

Best alternatives to Payhawk

For US-based companies seeking automated spend management:

Ramp product logo

Ramp

Stackfix Rating:

8.7 / 10

Ramp is a strong choice for US-based companies seeking automated spend management, offering value through three key advantages. First, its AI-powered expense categorization system performs better than Payhawk’s, automatically converting receipts and transactions into structured data and saving teams manual effort. Second, Ramp’s corporate card program is more robust than Payhawk’s, with instant issuance and granular controls tailored for US businesses. Finally, Ramp’s intuitive interface reduces the learning curve for employees, ensuring higher adoption rates and compliance.

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For service companies focused on travel expense management:

Rydoo product logo

Rydoo

Stackfix Rating:

6.6 / 10

Service companies focused on travel expense management will find Rydoo’s mobile-first approach delivers a superior experience compared to Payhawk’s broader financial platform. Rydoo’s ease of use stems from its innovative mobile app with features like automatic receipt capture and intelligent OCR that works in 60+ languages. While Payhawk offers comprehensive spend management capabilities, Rydoo’s specialized focus on travel expenses manifests in features like integrated travel booking and automated per diem calculations. The platform’s emphasis on user experience encourages higher employee adoption and compliance – critical for service organizations with frequent travelers. Additionally, Rydoo’s automatic expense categorization and fraud detection capabilities provide the necessary controls without sacrificing simplicity, making it more suitable than Payhawk’s more complex implementation for service-oriented teams prioritizing efficient travel expense processing.

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For companies requiring extensive workflow automation:

Brex product logo

Brex

Stackfix Rating:

7.8 / 10

Companies requiring extensive workflow automation will find Brex’s AI-powered platform substantially more capable than Payhawk’s more basic automation features. Brex’s automation capabilities stand out in three key areas: First, its AI-driven expense categorization system auto-generates receipts and pre-populates expense details for thousands of merchants, eliminating manual data entry that Payhawk still requires. Second, Brex’s budgeting system enables automated policy enforcement across multiple scenarios simultaneously without creating separate cards, while Payhawk requires more manual configuration. Finally, Brex’s Zapier integration enables custom workflow automation with various business apps – a capability Payhawk lacks. For companies prioritizing workflow automation, these advantages make Brex a preferred solution.

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For small businesses needing rapid deployment:

Pleo product logo

Pleo

Stackfix Rating:

7.4 / 10

Small businesses seeking rapid deployment will find Pleo outperforms Payhawk through three compelling advantages. Pleo’s exceptional ease of setup enables businesses to start issuing cards and tracking expenses almost immediately, without complex IT involvement. Its highly intuitive interface ensures employees can begin using the system with minimal training. Additionally, Pleo’s streamlined mobile experience surpasses Payhawk’s offering by providing comprehensive expense management capabilities that support immediate adoption by distributed teams.

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PS

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.

Payhawk logo

Payhawk

Ramp logo

Ramp

Rydoo logo

Rydoo

Brex logo

Brex

Pleo logo

Pleo

Our rating
Functionality
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 &amp; expense (T&amp;E) management. Its ability to handle purchase orders, bank transfers, and reimbursements puts it ahead of many competitors.&nbsp;</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>
7

Functionality

7/10

<p>Rydoo focuses on travel and expense management and delivers robust functionality in that domain. It handles expense reporting end-to-end: employees can scan receipts (with OCR SmartScan), log mileage or per diems, and submit reports which flow through multi-level approvals. Also, Rydoo also integrates a business travel booking component, allowing users to book flights or hotels within policy and have those expenses automatically recorded.</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>
7

Functionality

7/10

<p>Pleo started as a smart company card solution and has grown into a broader expense management platform. It offers prepaid company cards with individual spending limits, real-time expense tracking with receipt capture, and basic reimbursement workflows for out-of-pocket spends. It may not venture into complex AP automation, but it thoroughly covers everyday corporate spending needs, from lunches and software subscriptions to employee mileage claims.</p>
Ease of Use
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>
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>
8

Ease of Use

8/10

<p>Rydoo excels in creating an effortless expense submission experience, particularly on mobile devices. The platform's intelligent receipt scanning and categorization significantly reduces manual data entry, making it exceptionally easy for employees to submit accurate expenses on the go.</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>
8

Ease of Use

8/10

<p>Pleo is built with simplicity in mind, making it extremely intuitive for end users. Employees simply pay with their Pleo card, snap a photo of the receipt, and the expense is essentially done – the app notifies them if anything’s missing, so compliance is high. Finance teams find Pleo easy to navigate as well, with a tidy dashboard for approvals and exports.&nbsp;</p>
Look and feel
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>
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>
7

Look and feel

7/10

<p>Rydoo offers a clean, modern interface optimized for mobile usage with thoughtful design that makes expense submission intuitive. The platform prioritizes simplicity and accessibility, though desktop users might want more advanced data visualization options.</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>Pleo’s design is stylish, friendly, and clear. The mobile app and web interface are cleanly laid out, using intuitive icons and plain language that make expense tasks almost enjoyable. Information is presented without clutter, and the platform’s speed and polish (along with a bit of Pleo’s signature playful branding) give it a modern, approachable vibe.</p>
Customisability
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>
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>
6

Customisability

6/10

<p>Rydoo offers adequate customization options for basic approval workflows and expense categories that meet most standard requirements. The platform provides sufficient flexibility for typical expense policies, though organizations with complex rules may find the customization options somewhat limited.</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>
5

Customisability

5/10

<p>Pleo focuses on a standardized, easy experience, which means slightly fewer levers to pull for custom setups. You can configure expense categories to match your accounts, set individual spend limits or monthly budgets, and define basic approval rules (like require manager approval over X amount). However, it doesn’t offer deep customization of workflows or complex policy rules – the philosophy is “sensible defaults” that fit most small businesses.</p>
Ease of Setup
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>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>
5

Ease of Setup

5/10

<p>Rydoo provides a straightforward implementation process focused on getting core expense functionality working quickly. The platform's setup prioritizes mobile deployment and basic approval workflows, though more complex configurations require additional time and potential consulting support.</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>
8

Ease of Setup

8/10

<p>Getting up and running with Pleo is quick and hassle-free. Small and mid-sized businesses can sign up online, and within a very short time they can issue virtual cards to employees and start capturing expenses. The onboarding process is guided and doesn’t demand heavy IT involvement.</p>
Customer Support
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>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>
5

Customer Support

5/10

<p>Rydoo primarily offers human support for its business and enterprise tiers. Even then you're limited to a ticket based service on the business tier and eventually get an account manager on the enterprise tier. That being said, Rydoo's help centre documentation is robust and detailed.</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>
7

Customer Support

7/10

<p>Pleo provides responsive, helpful customer support. Support agents are available via chat and email. When tested, we found them ready to assist with everything from onboarding questions to troubleshooting issues, and they often respond quickly (&lt;2 hrs) despite Pleo’s large customer pool. The company also supplies a wealth of self-service resources and an active community.</p>
Integratability
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.&nbsp;</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>
6

Integratability

6/10

<p>Rydoo integrates effectively with major accounting platforms and offers Google integration for mileage tracking functionality. The platform's integration approach prioritizes reliable data transfer for core expense information, though the range of available connections isn't as extensive as some enterprise-focused competitors.</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>
7

Integratability

7/10

<p>Pleo connects with a variety of accounting systems and business tools to streamline your workflow. It has direct integrations with popular software like Xero, QuickBooks, and Sage, enabling one-click export of expenses with all receipts attached. It also offers open APIs and supports exporting data for systems it doesn’t directly integrate with.</p>
Ease of Migration
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>
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>
7

Ease of Migration

7/10

<p>Rydoo offers reliable data export capabilities with formats suitable for financial reporting and analysis. The export functions support standard file types and essential data fields, though some users might want more advanced filtering and scheduling options.</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>
7

Ease of Migration

7/10

<p>Exporting data from Pleo is straightforward, albeit rarely needed extensively due to its integrations. Finance teams can export expense data (with all receipt images) in formats like PDF or CSV for external reporting or audits. Pleo also allows one-click export to accounting systems, which is its primary method of data transfer.</p>

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

Ramp product logo
Ramp

Stackfix Rating:

8.7 / 10

Visit website

Updated onMar 19, 2025
Ramp is a strong choice for US-based companies seeking automated spend management, offering value through three key advantages. First, its AI-powered expense categorization system performs better than Payhawk’s, automatically converting receipts and transactions into structured data and saving teams manual effort. Second, Ramp’s corporate card program is more robust than Payhawk’s, with instant issuance and granular controls tailored for US businesses. Finally, Ramp’s intuitive interface reduces the learning curve for employees, ensuring higher adoption rates and compliance.

Want to know more? See a detailed comparison of Payhawk 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

Rydoo: Payhawk alternative for service companies focused on travel expense management

Rydoo product logo
Rydoo

Stackfix Rating:

6.6 / 10

Visit website

Starting at

$12

Calculate your price
Updated onMar 19, 2025
Service companies focused on travel expense management will find Rydoo’s mobile-first approach delivers a superior experience compared to Payhawk’s broader financial platform. Rydoo’s ease of use stems from its innovative mobile app with features like automatic receipt capture and intelligent OCR that works in 60+ languages. While Payhawk offers comprehensive spend management capabilities, Rydoo’s specialized focus on travel expenses manifests in features like integrated travel booking and automated per diem calculations. The platform’s emphasis on user experience encourages higher employee adoption and compliance – critical for service organizations with frequent travelers. Additionally, Rydoo’s automatic expense categorization and fraud detection capabilities provide the necessary controls without sacrificing simplicity, making it more suitable than Payhawk’s more complex implementation for service-oriented teams prioritizing efficient travel expense processing.

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

Pros

  • Exceptional Mobile Experience

  • Intelligent Expense Categorization

  • User-Friendly Interface

Cons

  • Limited Budget Management Capabilities

  • Restricted Customer Support Access

Brex: Payhawk alternative for companies requiring extensive workflow automation

Brex product logo
Brex

Stackfix Rating:

7.8 / 10

Visit website

Updated onMar 19, 2025
Companies requiring extensive workflow automation will find Brex’s AI-powered platform substantially more capable than Payhawk’s more basic automation features. Brex’s automation capabilities stand out in three key areas: First, its AI-driven expense categorization system auto-generates receipts and pre-populates expense details for thousands of merchants, eliminating manual data entry that Payhawk still requires. Second, Brex’s budgeting system enables automated policy enforcement across multiple scenarios simultaneously without creating separate cards, while Payhawk requires more manual configuration. Finally, Brex’s Zapier integration enables custom workflow automation with various business apps – a capability Payhawk lacks. For companies prioritizing workflow automation, these advantages make Brex a preferred solution.

Want to know more? See a detailed comparison of Payhawk 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

Pleo: Payhawk alternative for small businesses needing rapid deployment

Pleo product logo
Pleo

Stackfix Rating:

7.4 / 10

Visit website

Updated onMar 19, 2025
Small businesses seeking rapid deployment will find Pleo outperforms Payhawk through three compelling advantages. Pleo’s exceptional ease of setup enables businesses to start issuing cards and tracking expenses almost immediately, without complex IT involvement. Its highly intuitive interface ensures employees can begin using the system with minimal training. Additionally, Pleo’s streamlined mobile experience surpasses Payhawk’s offering by providing comprehensive expense management capabilities that support immediate adoption by distributed teams.

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

Pros

  • Outstanding User Interface Design

  • Streamlined Mobile Experience

  • Efficient Setup Process

  • Intuitive User Experience

Cons

  • Limited Customization Options

  • Not Available Outside the EU

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?

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.

Compare other Spend Management Tools

View our comparisons of other Spend Management