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Best Soldo Alternatives

Written by Paddy Stobbs

Co-Founder & CEO

Edited by Steph Leung

Product & Operations Lead

Updated onMar 19, 2025

Soldo has established itself as a spend management solution for businesses seeking to control expenses, but today’s financial landscape demands more sophisticated tools. As companies navigate distributed workforces, rapid growth, and increasingly complex financial operations, alternatives have emerged that address specific pain points more effectively. From Brex’s high-limit corporate cards for scaling US companies to Rydoo’s mobile-first approach for distributed teams, from Ramp’s AI-powered automation to Pleo’s user-friendly interface driving adoption, and Payhawk’s customizable workflows for complex financial operations—each alternative offers distinct advantages over Soldo in specialized use cases. This comprehensive comparison examines how these platforms outperform Soldo across critical dimensions of modern spend management, helping finance leaders identify the solution that best aligns with their organization’s unique requirements in 2025.

Best alternatives to Soldo

For managing spend for fast-growing US companies:

Brex product logo

Brex

Stackfix Rating:

7.8 / 10

Fast-growing US companies seeking robust spend management will find Brex outperforms Soldo in three critical areas. Brex’s corporate card program offers true credit with high limits and no personal guarantee, while Soldo only provides prepaid cards. Brex’s AI-powered expense categorization automatically handles merchant recognition and GL coding with advanced precision, compared to Soldo’s basic categorization capabilities. Additionally, Brex’s budgeting system enables sophisticated multi-entity and multi-currency controls without card sprawl, surpassing Soldo’s simpler card-based approach. These advantages make Brex better suited for scaling US operations.

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For managing expenses for distributed workforces:

Rydoo product logo

Rydoo

Stackfix Rating:

6.6 / 10

Rydoo’s mobile experience and intelligent automation make it a strong alternative to Soldo for managing expenses across distributed workforces. Soldo’s mobile application has usability issues, while Rydoo excels with innovative capabilities like automatic receipt capture when properly focused. Additionally, Rydoo’s expense categorization system outperforms Soldo’s, employing Smart Audit functionality to automatically detect duplicates and fraudulent claims. For teams spread across locations, Rydoo’s emphasis on user experience and automation significantly reduces friction in expense submission and processing.

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For automating expense processes with AI:

Ramp product logo

Ramp

Stackfix Rating:

8.7 / 10

Ramp’s AI-powered expense automation performs better than Soldo in terms of intelligence and efficiency. While Soldo offers basic expense categorization, Ramp’s AI system automatically matches receipts to transactions and drafts memos with minimal human intervention. Ramp has saved customers over 1 million hours through these automations, transforming unstructured expense data into organized records effortlessly. The platform’s real-time spend controls and intuitive interface make expense management nearly automatic, allowing finance teams to focus on strategic work rather than manual data entry.

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For modern expense management with high user adoption:

Pleo product logo

Pleo

Stackfix Rating:

7.4 / 10

Pleo stands out as a strong choice for modern expense management, achieving higher user adoption through its mobile experience, intuitive interface, and employee-empowering approach. While Soldo offers basic expense tracking with a mobile app that struggles with performance and accuracy, Pleo’s mobile experience provides comprehensive functionality that keeps distributed teams engaged. The platform's clean, modern interface makes expense tasks almost enjoyable, driving consistent use across organizations. Additionally, Pleo’s smart card system balances flexibility with oversight more effectively than Soldo’s more rigid approach, encouraging responsible spending while maintaining necessary controls.

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For implementing complex financial workflows:

Payhawk product logo

Payhawk

Stackfix Rating:

7.1 / 10

Payhawk stands out as a strong choice for implementing complex financial workflows through its customization capabilities and sophisticated budgeting controls. While Soldo offers basic spending controls, Payhawk delivers superior customization by enabling standardized global policies while accommodating local requirements. Payhawk’s granular budgeting system allows per-cost-center management and real-time tracking against budgets. Additionally, Payhawk’s functionality surpasses Soldo’s, particularly in handling purchase orders and bank transfers – essential components of complex financial workflows.

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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.

Soldo logo

Soldo

Brex logo

Brex

Rydoo logo

Rydoo

Ramp logo

Ramp

Pleo logo

Pleo

Payhawk logo

Payhawk

Our rating
Functionality
7

Functionality

7/10

<p>Soldo offers a focused spend management platform that combines prepaid cards with expense tracking and budget controls in one unified system. The platform excels in providing real-time visibility into company spending with features like multi-level approvals, spend requests, and transaction splitting capabilities that allow different amounts to be attributed to different people. While comprehensive for core expense management, Soldo's strength lies primarily in card-based spending rather than the full procurement and accounts payable capabilities found in more comprehensive 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>
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>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>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>
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>
Ease of Use
7

Ease of Use

7/10

<p>Employees make purchases with their Soldo card and get instant notifications prompting them to snap a receipt and categorize the expense – a simple process via the mobile app. Managers can monitor spend in real time and don’t have to chase receipts as often. As a result, Soldo is a relatively simple product to use on the whole.</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>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>
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>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>
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>
Look and feel
5

Look and feel

5/10

<p>Soldo delivers a clean, straightforward interface with well-organized dashboards that present financial information clearly and accessibly. That being said, it's a lot less modern and polished than many counterparts.</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>
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>
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>
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>
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>
Customisability
5

Customisability

5/10

<p>Soldo offers the essentials of customization, primarily around how and where money can be spent. You can set custom spending limits per card (daily, monthly, or per transaction) and tailor these for different roles or projects. It also lets you create expense categories and match them to your accounting needs, simplifying the bookkeeping. However, beyond spending controls and basic category setups, there isn’t a lot of deep workflow customization.</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>
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>
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>
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>
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>
Ease of Setup
7

Ease of Setup

7/10

<p>Getting started with Soldo is relatively quick, thanks to a focus on simplicity. After signing up, companies can swiftly issue virtual cards (available for immediate use) and order physical cards for employees. The onboarding process involves setting up your teams or spending categories and integrating with your accounting software, which is aided by clear instructions and a guided setup in the app.</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>
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>
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>
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>
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>
Customer Support
6

Customer Support

6/10

<p>Soldo delivers reliable customer support across multiple channels with generally good response times. The platform offers documentation and educational resources, though we noted that support resources could be more extensive for complex edge cases and response times can occasionally be slower during peak periods.</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>
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>
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>
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>
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>
Integratability
6

Integratability

6/10

<p>Soldo offers integrations with common accounting software like Xero, QuickBooks, and Sage, allowing transaction data and receipts to be exported or synchronized to the ledger with minimal effort. While Soldo might not have an extensive marketplace of third-party app integrations (it’s primarily focused on the spending/accounting link), it covers the key integration points that its target users need.</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>
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>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>
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>
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>
Ease of Migration
7

Ease of Migration

7/10

<p>Users can quickly export transaction lists, complete with categories, VAT info, and attached receipt images, into CSV or PDF reports. This makes month-end reconciliation or audit preparation more convenient. The system also allows filters (by date, card, user, etc.) before export, ensuring you get exactly the dataset you need.</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>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>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>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>
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>

Brex: Soldo alternative for managing spend for fast-growing US companies

Brex product logo
Brex

Stackfix Rating:

7.8 / 10

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Starting at

$0

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Updated onMar 19, 2025
Fast-growing US companies seeking robust spend management will find Brex outperforms Soldo in three critical areas. Brex’s corporate card program offers true credit with high limits and no personal guarantee, while Soldo only provides prepaid cards. Brex’s AI-powered expense categorization automatically handles merchant recognition and GL coding with advanced precision, compared to Soldo’s basic categorization capabilities. Additionally, Brex’s budgeting system enables sophisticated multi-entity and multi-currency controls without card sprawl, surpassing Soldo’s simpler card-based approach. These advantages make Brex better suited for scaling US operations.

Want to know more? See a detailed comparison of Soldo 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

Compare all Spend Management toolsRead the full review

Rydoo: Soldo alternative for managing expenses for distributed workforces

Rydoo product logo
Rydoo

Stackfix Rating:

6.6 / 10

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Starting at

$12

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Updated onMar 19, 2025
Rydoo’s mobile experience and intelligent automation make it a strong alternative to Soldo for managing expenses across distributed workforces. Soldo’s mobile application has usability issues, while Rydoo excels with innovative capabilities like automatic receipt capture when properly focused. Additionally, Rydoo’s expense categorization system outperforms Soldo’s, employing Smart Audit functionality to automatically detect duplicates and fraudulent claims. For teams spread across locations, Rydoo’s emphasis on user experience and automation significantly reduces friction in expense submission and processing.

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

Pros

  • Exceptional Mobile Experience

  • Intelligent Expense Categorization

  • User-Friendly Interface

Cons

  • Limited Budget Management Capabilities

  • Restricted Customer Support Access

Compare all Spend Management toolsRead the full review

Ramp: Soldo alternative for automating expense processes with AI

Ramp product logo
Ramp

Stackfix Rating:

8.7 / 10

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Starting at

$0

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Updated onMar 19, 2025
Ramp’s AI-powered expense automation performs better than Soldo in terms of intelligence and efficiency. While Soldo offers basic expense categorization, Ramp’s AI system automatically matches receipts to transactions and drafts memos with minimal human intervention. Ramp has saved customers over 1 million hours through these automations, transforming unstructured expense data into organized records effortlessly. The platform’s real-time spend controls and intuitive interface make expense management nearly automatic, allowing finance teams to focus on strategic work rather than manual data entry.

Want to know more? See a detailed comparison of Soldo 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

Compare all Spend Management toolsRead the full review

Pleo: Soldo alternative for modern expense management with high user adoption

Pleo product logo
Pleo

Stackfix Rating:

7.4 / 10

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Starting at

$0

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Updated onMar 19, 2025
Pleo stands out as a strong choice for modern expense management, achieving higher user adoption through its mobile experience, intuitive interface, and employee-empowering approach. While Soldo offers basic expense tracking with a mobile app that struggles with performance and accuracy, Pleo’s mobile experience provides comprehensive functionality that keeps distributed teams engaged. The platform's clean, modern interface makes expense tasks almost enjoyable, driving consistent use across organizations. Additionally, Pleo’s smart card system balances flexibility with oversight more effectively than Soldo’s more rigid approach, encouraging responsible spending while maintaining necessary controls.

Want to know more? See a detailed comparison of Soldo 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

Compare all Spend Management toolsRead the full review

Payhawk: Soldo alternative for implementing complex financial workflows

Payhawk product logo
Payhawk

Stackfix Rating:

7.1 / 10

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Starting at

Custom Pricing

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Updated onMar 19, 2025
Payhawk stands out as a strong choice for implementing complex financial workflows through its customization capabilities and sophisticated budgeting controls. While Soldo offers basic spending controls, Payhawk delivers superior customization by enabling standardized global policies while accommodating local requirements. Payhawk’s granular budgeting system allows per-cost-center management and real-time tracking against budgets. Additionally, Payhawk’s functionality surpasses Soldo’s, particularly in handling purchase orders and bank transfers – essential components of complex financial workflows.

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

Pros

  • Decent Core Functionality

  • Superior Corporate Card Management

  • Advanced Budget Management

Cons

  • Overwhelming To Use

  • Not Available Outside Europe

Compare all Spend Management toolsRead the full review

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

EM

Expensify vs Moss

MS

Mesh vs Soldo