Traditionally, returning from a trip meant sorting through receipts and manually creating an expense report. It was often a task many put off for weeks. Today, with modern expenses software, you can instantly capture receipts and submit claims on the go, making life easier for both employees and your finance team.
These platforms streamline the tracking, reporting, and approval process, ensuring small businesses can manage budgets effectively. Key features include mobile apps, real-time expense tracking, and integration with accounting systems.
How to Choose the Right Expenses Software
You should look for these features and benefits when choosing expenses software:
- Ease of Use: Employees and administrators should find the system simple and intuitive.
- Mobile App: Essential for capturing receipts and submitting claims while on the move.
- Automated Approvals: Saves time by simplifying the approval workflow.
- Digital Receipt Capture: Reduces the risk of lost receipts and ensures compliance.
- Mileage Tracking: Automates mileage reimbursements, saving time and paperwork.
- Integration with accounting software: Streamlines workflows and eliminates data entry errors.
Best Expenses Software for Small Businesses
Wallester
Wallester aims to make expenses chaos a thing of the past with an all-in-one expenses solution. The platform allows you to manage everything with corporate expenses, from tracking budgets, controlling spending, and issuing cards – all with zero hidden fees.
If you’re attending meeting manufacturers abroad or attending a global conference, Wallester has 10+ currencies to use and exchange, including euros and dollars. You can also apply limits and category restrictions to ensure the card is used appropriately.
The free plan allows you to issue 300 virtual cards comes with unlimited physical cards and unlimited users.
If you think you’ll need more than 300 virtual cards, the Premium package comes with 3,000 virtual cards included at £169.95 per month.
Key Features:
- Zero hidden fees or commission
- 24/7 support
- Digital and physical corporate expense cards
- Easy expense control and payment approvals
- Real-time budget management
- Automated reporting and invoicing
- API for easy integration
Pricing: £0 for Free plan
Simple, affordable, and packed with features, ExpenseIn is a standout choice for small businesses. It offers a mobile app for capturing receipts, mileage tracking, and seamless integration with popular accounting systems like Xero, NetSuite, and QuickBooks. Its customer-centric pricing model means you only pay for active users.
Key Features:
- Mobile App: Capture receipts, submit expenses, and track mileage effortlessly.
- Automated Approval Processes: Customisable workflows to suit your team structure.
- Real-Time Reporting: Provides clear insights into spending and compliance with UK tax law.
- Card Reconciliation: Automatically matches transactions with receipts.
- Add-Ons: Invoice approval for suppliers and ad-hoc expense reimbursements for non-payroll users.
Pricing: Available on request. Flexible active user plans mean you only pay for users who create or submit an expense within any given month.
Revolut Business
Expense management is another feature which can be added to a Revolut Business plan. Revolut Business’s expense management integrates seamlessly with the accounting and HR software you already use, and its in-built mileage claims tool – where employees just enter their starting point and destination then submit for approval and the right country rates will automatically be applied – could save you hours on admin.
You can issue physical and virtual cards to team members and set up custom approval processes, spend permissions and company expense policies with Revolut Business.
Expense management can be added to your Revolut Business plan at £8 per team member per month. Revolut Business plans start at £10/month.
Key Features:
- Cards and Wallets: Issue virtual and physical debit cards for employees.
- Reduces expense processing time by 87%
- In-built mileage claims tool
- Integration with Accounting Systems: Sync with Xero, QuickBooks, and FreeAgent.
- Customise approvals
Pricing: £8 per team member per month + Revolut Business account fees (starting at £10/month)
Right now, you can receive £100 welcome bonus by signing up to Revolut Business via Small Business. To receive the £100 you must onboard via the link below. Offer ends 31/12/2026. Fees, promotional terms, and T&Cs apply.
Get started with Revolut Business
Equals Money
Equals Money simplifies money movement and management for business owners, giving them more time to focus on growing their business. Some of the 30,000 companies they’ve helped manage spend expenses include Burger King, Mind, and Comic Relief.
Its corporate cards can be used in over 190 countries, with up to 20 physical cards and 50 free virtual cards available as part of the Business Tier expense management plan (£250 per year, currently discounted from £300 per year).
Equals Money is not covered by the Financial Services Compensation Scheme (FSCS).
Key Features:
- Unlimited users for all plans
- £10 per physical card
- Multi-currency spend
- Multi-departmental use
Pricing: £250 per year for Business Tier
Airwallex
Airwallex stands out for its global reach and AI-powered features. It’s a great option for small businesses looking to manage multi-currency accounts and gain real-time visibility into spending, with a single dashboard for all expenses that you can easily filter and search.
Key Features:
- Real-Time Spending Visibility: Keep tabs on expenses across your team.
- AI-Powered Data Entry: Reduces manual input and improves accuracy.
- Expense Management on the Go: Submit expenses and approvals instantly via the app.
- Multi-Level Approval Workflows: Allows you to set expense submission criteria and instantly approve incoming expenses from your mobile
- Multi-Currency Support: Hold and transfer funds globally with ease. Reimburse employees in their currency to their local bank account.
Pricing: The most basic plan costs £0/£19 per month, with the fee-free tariff available as long as you deposit or maintain a minimum of £10k in your account every month.
Moss
Moss is an all-in-one expense management solution, ideal for small businesses wanting to automate processes and control budgets effectively. It offers a strong focus on accounting integration and OCR-powered receipt tracking.
Key Features:
- Cards: Issue unlimited virtual and physical corporate cards.
- OCR Receipt Capture: Automates receipt processing and data entry.
- Advanced Approvals: Customise approval workflows to suit your structure.
- Integration: Sync with Xero, QuickBooks, and ERP systems like SAP.
- Dashboard Insights: Real-time data on spending trends and budgets.
Pricing: Available on request. Depends on modules, add-ons and number of users.
Pleo
Pleo is a spend management platform built to centralise business expenses and optimise financial workflows. Whether it’s paying with smart company cards, managing reimbursements, streamlining accounts payable, or automating expense reports, the platform empowers you and our team with full visibility and control.
Pleo offers seamless integrations with tools like Xero, QuickBooks, and Oracle NetSuite, and robust features like multi-entity management, custom spend controls, and real-time analytics.
Key Features:
- Real-time expense tracking gives you instant visibility of company spend and the ability to ask team members for more info on purchases
- Offers smart physical, virtual, and vendor cards for secure, flexible spending
- Integrates with top business tools like Xero, NetSuite, and Microsoft Dynamics
- Claims to save finance teams 138 hours annually through automation and streamlined workflows
Pricing: From £9.50 per month for Starter plan
Rydoo
Rydoo is an AI-powered expense management platform designed to simplify the expense process for businesses of all sizes. With advanced automation tools and real-time control over spending, Rydoo offers an efficient solution for managing company expenses.
Key Features:
- AI-Powered Expense Monitoring: Smart Audit automatically detects and flags non-compliant or suspicious claims, streamlining compliance and reducing manual oversight.
- Easy Receipt Scanning: Submit expenses in just 10 seconds with auto-populated receipt details such as merchant, amount, VAT, and currency.
- Instant Approvals: Real-time approval capabilities allow managers to review and enforce expense policies on the go.
- Automated Reconciliation: Match expenses with credit card transactions or eliminate reconciliation entirely with Rydoo Expense Cards.
- Seamless Integrations: Connect with over 35 platforms, including Microsoft Dynamics 365, SAP, Slack, and TravelPerk, for synchronized workflows.
Pricing: €8 per user per month (billed annually) for Essentials plan which is aimed at growing businesses. €10 per user per month for Pro plan, which is aimed at scaling companies. Custom pricing for larger and enterprise customers.
By choosing the right expenses software, UK small businesses can save time, reduce errors, and focus more on growth. Whether you need simple receipt capture or a comprehensive solution for managing budgets and travel, there’s a platform tailored to your needs.
