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 Software for Startups 2025
Written by Paddy Stobbs
Co-Founder & CEO
Edited by Steph Leung
Product & Operations Lead
Best Spend Management tools for different use cases
For Balancing power and ease of use:

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 Balancing power and ease of use:
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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Ramp
Stackfix Rating:
8.7 / 10
For Customizability:

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.
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For Customizability:
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.
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Brex
Stackfix Rating:
7.8 / 10
For European SMBs:

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.
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For European SMBs:
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.
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Moss
Stackfix Rating:
7.5 / 10
For UK SMBs:

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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For UK SMBs:
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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Pleo
Stackfix Rating:
7.4 / 10
Meet your expert: Paddy Stobbs
Stackfix Co-Founder & CEO
I've spent over a decade deep in the world of business software - personally managing more than $2M in purchases across companies I've built and led. From intimate 10-person teams to organizations of 150+, I've developed a particular obsession with Sales and HR tools – testing, implementing, and scaling them at every stage of growth. My journey started at Cambridge University, led me through Google, and most recently culminated in selling my previous venture to TikTok. Now, I'm channeling all of that hands-on experience into helping others navigate the complex landscape of business software.
Stackfix Comparison
Best for Balancing power and ease of use

Stackfix Rating:
8.7 / 10
Visit website
Starting at
$0
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.

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

Stackfix Rating:
7.8 / 10
Visit website
Starting at
$0
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.

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

Stackfix Rating:
7.5 / 10
Visit website
Starting at
Custom Pricing
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.

Moss allows users to issue corporate cards both virtual and physical
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

Stackfix Rating:
7.4 / 10
Visit website
Starting at
$0
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.

Pleo allows for control of both individual cards as well as teams/departments
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:
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.
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.
What are the common mistakes to avoid when buying Spend Management software?
Some platforms offer impressive features but are too complex for growing businesses. Make sure you’re choosing a tool that fits your workflow, not just one with an extensive feature set. Here are some of the biggest mistakes businesses make—and how to avoid them.
- Choosing based on features, not usability. Many spend management tools come packed with advanced capabilities but can be difficult to implement and use. A platform with every possible feature won’t help if your team struggles to adopt it. Look for software that simplifies spending control, rather than adding complexity.
- Ignoring automation. Manually tracking expenses, approvals, and reimbursements slows down operations. Look for tools with automation features like real-time expense tracking, automated approvals, receipt matching, and AI-driven insights. Automation reduces admin work and helps prevent unnecessary spending.
- Overlooking spend controls. Some businesses focus only on tracking expenses instead of proactively controlling them. Features like virtual cards with spending limits, approval workflows, and policy enforcement can prevent issues before they happen. Make sure the software helps control spend, not just report on it.
- Not planning for scaling. A spend management tool might work well for a small team but struggle when your company grows. Can it support multiple departments, global transactions, and complex approval structures? Ensure the platform can scale with your business needs.
- Overlooking integration depth. A platform might claim to integrate with your accounting or ERP system, but does it sync transaction data in real time? Does it support two-way data flow? Poor integrations can create manual work and reconciliation headaches. Always test integrations before committing.
How much does Spend Management Software typically cost?
Most spend management software ranges from free to $60+ per month, with entry-level options starting around $5-30 and premium software costing $60+ monthly. Larger enterprise tiers will often have custom pricing. Most vendors structure pricing in tiers based on features and user count, so be sure to enter your requirements as accurately as possible in our pricing calculator.
How much does Spend Management Software typically cost?
Most spend management software ranges from free to $60+ per month, with entry-level options starting around $5-30 and premium software costing $60+ monthly. Larger enterprise tiers will often have custom pricing. Most vendors structure pricing in tiers based on features and user count, so be sure to enter your requirements as accurately as possible in our pricing calculator.
Several providers (like Ramp, Brex, Pleo, and Mesh) offer free plans with core functionality, though these typically restrict the number of cards issued, integration capabilities, or advanced approval workflows.
For enterprise plans and above, you can expect to speak to sales for a bespoke price. These custom quotes typically factor in transaction volume, integration requirements, and compliance needs. To skip the demo calls, be sure to check out our pricing calculator.
Compare other Spend Management Tools
View our comparisons of other Spend Management