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Best Spend Management Software for Startups 2025

Written by Paddy Stobbs

Co-Founder & CEO

Edited by Steph Leung

Product & Operations Lead

Updated onApr 28, 2025

Choosing the right spend management software can make or break your startup’s financial operations. In this guide, we review the best tools for 2025 — helping you find the right balance of control, ease of use, and flexibility as your business grows.

Best Spend Management tools for different use cases

For Balancing power and ease of use:

Ramp product logo

Ramp

Stackfix Rating:

8.7 / 10

Ramp is the market leader for fast-growing U.S. companies that want to consolidate spend management, bill payments, and accounting automation into one intuitive platform. It strikes a rare balance of power and ease of use, delivering advanced functionality without overwhelming users.

Ramp’s core spend management capabilities are exceptional, combining corporate cards, expense management, and bill pay into one cohesive system. Its AI-driven expense categorization — automatically matching receipts and categorizing transactions — is best-in-class, saving customers millions of hours of manual work.

We found the user experience outstanding: clean, fast, and intuitive enough for both finance teams and employees to pick up quickly. Ramp also integrates seamlessly with major accounting platforms like QuickBooks, Xero, and Sage Intacct, with automatic transaction syncing built-in.

The trade-off: Ramp is currently only available to U.S.-registered businesses with a U.S. bank account and EIN, which limits access for international teams.

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For Customizability:

Brex product logo

Brex

Stackfix Rating:

7.8 / 10

Brex is a top choice for tech-forward startups needing deep customization in spend management. Designed for complex, fast-growing organizations, Brex delivers unmatched flexibility, allowing finance teams to tailor expense policies by department, entity, or merchant category — ideal for international businesses with diverse needs.

We found Brex’s corporate card program outstanding, offering instant virtual and physical cards, multi-currency support across 40+ currencies, and granular controls without creating card sprawl. Its customization capabilities are particularly strong, enabling detailed expense policies, approval workflows, and custom categories that align tightly with accounting systems.

The mobile experience is also exceptional, with desktop-grade functionality for managing cards, capturing receipts, and handling travel on the go. Brex’s budget management tools further enhance control, allowing flexible spend limits without issuing separate cards.

The trade-off: like Ramp, Brex is only available to U.S.-registered businesses with a U.S. bank account and EIN, limiting access for international teams.

Jump to product

For European SMBs:

Moss product logo

Moss

Stackfix Rating:

7.5 / 10

Moss is a great spend management solution for European SMBs, particularly those in the DACH region. It’s built for companies transitioning from manual processes to digital expense management, offering streamlined credit card management and basic expense tracking with minimal setup.

We found Moss excels at the essentials, handling corporate cards, expense capture, and invoice payments in one cohesive platform. The user experience is a standout — clean, intuitive, and easy for non-technical teams to navigate confidently. Setup is fast and efficient, making Moss ideal for SMBs without heavy IT resources.

Expense management is user-friendly, with simple features like receipt photo capture and email forwarding. Moss also integrates directly with accounting systems, helping finance teams close books quickly.

The trade-offs: integration capabilities are limited, with no API or Zapier access, which could frustrate scaling teams needing custom workflows. Budget management is also narrowly focused on card spend and better features are locked behind premium tiers. Moss is currently available only in Germany, the UK, France, and the Netherlands.

Jump to product

For UK SMBs:

Pleo product logo

Pleo

Stackfix Rating:

7.4 / 10

Pleo is a top spend management choice for UK SMBs looking to balance employee autonomy with financial control. Built for growing European businesses, Pleo offers a distinctly employee-centric approach, giving teams smart corporate cards and a seamless way to manage expenses without rigid approval chains.

We found the user experience outstanding — clean, modern, and intuitive — making expense management almost enjoyable. The mobile app is particularly strong, offering a full feature set for employees and admins on the go. Setup is quick and easy, with guided onboarding that requires minimal IT involvement.

Pleo’s Pocket feature is a standout, consolidating invoices, reimbursements, and mileage tracking in one place — helping companies eliminate traditional expense reports entirely.

The trade-offs: customization is limited. Finance teams can’t easily build complex workflows or detailed policy rules, which could be a barrier for businesses with more nuanced needs. Pleo is also only available in the UK and parts of Europe — not outside the EU.

For SMBs wanting intuitive, mobile-first expense management with a focus on employee empowerment, Pleo is one of the best options on the market.

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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.

Ramp logo

Ramp

Brex logo

Brex

Moss logo

Moss

Pleo logo

Pleo

Our rating
Functionality
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>
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>
8

Functionality

8/10

<p>Moss offers a rich set of features tailored for SMB spend management, punching above its weight in capability. It provides unlimited virtual and physical corporate cards with spend controls, an easy expense capture app, and even basic accounts payable handling like invoice uploads and approvals. It may not have exotic extras like built-in travel booking, but it covers corporate card needs, expense reimbursements, and invoice payments in one tidy package.</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
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>
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>Moss is straightforward for both finance teams and everyday users. Employees find it simple to submit expenses, thanks to features like snapping a photo of a receipt or forwarding invoices via email, and the mobile app and web interface are intuitive. Finance controllers can appreciate that employees actually comply with submitting receipts (Moss even playfully nudges with features like a “wall of shame” for missing receipts).</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
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>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>
8

Look and feel

8/10

<p>Moss' interface is clean and everything from creating a new expense to reviewing transactions is intuitive. This thoughtful UI means even non-technical employees find it easy to navigate Moss.</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>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>
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>Moss strikes a good balance between out-of-the-box utility and customization. Admins can set spending limits per card or team, define approval workflows for large purchases, and configure expense categories to align with their accounting chart of accounts.</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
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>
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>Implementing Moss is refreshingly quick and painless. Companies report being able to roll it out super fast – adding employees, creating cards, and integrating with their accounting system happens in a snap. The onboarding materials and support team guide you through configuration, so even finance teams without dedicated IT support can get Moss up and running in very little time.</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>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>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>Moss provides responsive support services with knowledgeable staff who understand the nuances of spend management challenges. When tested, we had very positive support experiences, though availability can occasionally be limited during non-standard business hours.</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
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>
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>Moss integrates with popular finance tools to streamline your workflows. It connects smoothly with common accounting software (such as Datev or QuickBooks) to export transactions and receipts, cutting down on manual data entry at month-end. While it may not boast a laundry list of integrations beyond finance (not many travel integrations for example), its focus on accounting integration and an API for custom needs covers the essentials for most mid-sized companies.</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
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>
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>Extracting data from Moss is straightforward and flexible. Finance teams can easily export expense data, receipts, and transaction lists to CSV or Excel for deeper analysis or sharing with auditors. Additionally, because Moss speeds up month-end by syncing with accounting packages, much of the heavy lifting is automated.</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>

Best for Balancing power and ease of use

Ramp product logo
Ramp

Stackfix Rating:

8.7 / 10

Visit website

Updated onApr 28, 2025

Ramp is the market leader for fast-growing U.S. companies that want to consolidate spend management, bill payments, and accounting automation into one intuitive platform. It strikes a rare balance of power and ease of use, delivering advanced functionality without overwhelming users.

Ramp’s core spend management capabilities are exceptional, combining corporate cards, expense management, and bill pay into one cohesive system. Its AI-driven expense categorization — automatically matching receipts and categorizing transactions — is best-in-class, saving customers millions of hours of manual work.

We found the user experience outstanding: clean, fast, and intuitive enough for both finance teams and employees to pick up quickly. Ramp also integrates seamlessly with major accounting platforms like QuickBooks, Xero, and Sage Intacct, with automatic transaction syncing built-in.

The trade-off: Ramp is currently only available to U.S.-registered businesses with a U.S. bank account and EIN, which limits access for international teams.

Want to know more? Get a full breakdown of Ramp's features and pricing.

Pros

  • Outstanding Core Functionality

  • Superior AI-Powered Expense Categorization

  • Exceptional User Experience

  • Seamless Integration Capabilities

  • Strong Customer Support

Cons

  • Not Available Outside the US

Best for Customizability

Brex product logo
Brex

Stackfix Rating:

7.8 / 10

Visit website

Updated onApr 28, 2025

Brex is a top choice for tech-forward startups needing deep customization in spend management. Designed for complex, fast-growing organizations, Brex delivers unmatched flexibility, allowing finance teams to tailor expense policies by department, entity, or merchant category — ideal for international businesses with diverse needs.

We found Brex’s corporate card program outstanding, offering instant virtual and physical cards, multi-currency support across 40+ currencies, and granular controls without creating card sprawl. Its customization capabilities are particularly strong, enabling detailed expense policies, approval workflows, and custom categories that align tightly with accounting systems.

The mobile experience is also exceptional, with desktop-grade functionality for managing cards, capturing receipts, and handling travel on the go. Brex’s budget management tools further enhance control, allowing flexible spend limits without issuing separate cards.

The trade-off: like Ramp, Brex is only available to U.S.-registered businesses with a U.S. bank account and EIN, limiting access for international teams.

Want to know more? Get a full breakdown of Brex's features and pricing.

Pros

  • Outstanding Corporate Card Program

  • Powerful Customization Options

  • Superior Mobile Experience

  • Advanced Budget Management

  • Robust Integration Capabilities

Cons

  • Not Available Outside the USA

Best for European SMBs

Moss product logo
Moss

Stackfix Rating:

7.5 / 10

Visit website

Starting at

Custom Pricing

Calculate your price
Updated onApr 28, 2025

Moss is a great spend management solution for European SMBs, particularly those in the DACH region. It’s built for companies transitioning from manual processes to digital expense management, offering streamlined credit card management and basic expense tracking with minimal setup.

We found Moss excels at the essentials, handling corporate cards, expense capture, and invoice payments in one cohesive platform. The user experience is a standout — clean, intuitive, and easy for non-technical teams to navigate confidently. Setup is fast and efficient, making Moss ideal for SMBs without heavy IT resources.

Expense management is user-friendly, with simple features like receipt photo capture and email forwarding. Moss also integrates directly with accounting systems, helping finance teams close books quickly.

The trade-offs: integration capabilities are limited, with no API or Zapier access, which could frustrate scaling teams needing custom workflows. Budget management is also narrowly focused on card spend and better features are locked behind premium tiers. Moss is currently available only in Germany, the UK, France, and the Netherlands.

Want to know more? Get a full breakdown of Moss's features and pricing.

Pros

  • Exceptional Core Functionality

  • Intuitive User Experience

  • Streamlined Implementation

  • User-Friendly Expense Management

Cons

  • Limited Integration Capabilities

  • Limited Budget Management Features

  • Not Available Outside the UK, Germany, Netherlands and France

Best for UK SMBs

Pleo product logo
Pleo

Stackfix Rating:

7.4 / 10

Visit website

Updated onApr 28, 2025

Pleo is a top spend management choice for UK SMBs looking to balance employee autonomy with financial control. Built for growing European businesses, Pleo offers a distinctly employee-centric approach, giving teams smart corporate cards and a seamless way to manage expenses without rigid approval chains.

We found the user experience outstanding — clean, modern, and intuitive — making expense management almost enjoyable. The mobile app is particularly strong, offering a full feature set for employees and admins on the go. Setup is quick and easy, with guided onboarding that requires minimal IT involvement.

Pleo’s Pocket feature is a standout, consolidating invoices, reimbursements, and mileage tracking in one place — helping companies eliminate traditional expense reports entirely.

The trade-offs: customization is limited. Finance teams can’t easily build complex workflows or detailed policy rules, which could be a barrier for businesses with more nuanced needs. Pleo is also only available in the UK and parts of Europe — not outside the EU.

For SMBs wanting intuitive, mobile-first expense management with a focus on employee empowerment, Pleo is one of the best options on the market.

Want to know more? Get a full breakdown of Pleo's features and pricing.

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