The 5 Best UK Expense Management Software Solutions in 2025: The Definitive Guide

Trying to monitor, track, and report business expenses is more complex than ever, thanks to global teams, remote/hybrid work and different spending channels. If you try to manage it using manual data entry and inefficient processes, you’ll most likely waste valuable time, money and resources.

Instead, many companies are turning to automated solutions to streamline the expense management process. However, with varying options on the market, choosing the right one can be challenging.

This guide aims to help you find the best expense management software for your needs, exploring what features to look for and the emerging trends in the industry.

Key Takeaways

• When searching for an expense management software solution, look for automation, useful integrations, a solid user experience, scalability, security and compliance.
• Some of the best UK expense management platforms to consider in 2025 are Expensify, SAP Concur, Zoho Expense, Rydoo and N2F.
• When evaluating software options, it’s important to be aware of the emerging trends in the expense management industry. This includes AI and machine learning, mobile solutions, improved integrations, and a greater focus on user experience.

What To Look For in Expense Management Software

When evaluating expense management software options in the UK, look out for the following features:

Automation

Automating routine tasks reduces manual effort and the introduction of human error, freeing employees to focus on business growth. It includes receipt scanning, expense categorisation and enforcement of specific expense-related policies. Some software solutions can also automate other tasks, such as approvals, reimbursements and expense reporting.

Widespread integrations

If you already use business management or accounting software, consider an expense management solution that integrates with it. Platform compatibility bolsters productivity and reduces the chance of errors from data sharing and manual transfers, ensuring seamless data flow and avoiding siloes.

User experience

The better a platform’s user experience, the easier it is to adopt and the more satisfied your team is while using it. Whether your employees use the tool for expense reports, reimbursing corporate expenses, or anything else, it should be clear, intuitive, and straightforward to navigate. A mobile-friendly solution is also essential for access away from the office.

Scalability

As your business grows, the software you choose should be able to adapt to your needs and evolve alongside your organisation. A scalable platform can handle additional users, more complex requirements and a higher volume of expenses. A limited platform will only result in needing to switch tools, which may be a long, frustrating and expensive process.

Security and compliance

Your chosen platform must take security seriously to ensure business expenses and other sensitive financial data aren’t leaked or hacked. The best solutions will have data encryption, access control, multi-factor authentication and regular security audits. Some platforms offer audit trails, which let you track all activities within a platform for full visibility.

It should also keep you compliant, abiding by all laws and financial regulations in your area and/or industry. Some of the most important UK data protection laws to comply with include the Data Protection Act 2018, the General Data Protection Regulation (GDPR) and Privacy and Electronic Communications Regulations (PECR).

The 5 Best Expense Management Software Solutions in 2025

Let’s explore the five best expense management software solutions in the UK and what makes them worth considering.

1. Expensify

Best for: Freelancers and SMBs

Expensify is a flexible tool suitable for both small and large organisations. It has several noteworthy features like SmartScan, to capture receipts on the go, an AI-powered concierge, to automate various tasks, and potent mobile capabilities.

It also auto-imports transactions from major corporate credit card providers, tracks receipts, lets you set up approval workflows and integrates with dozens of different software systems like QuickBooks, Xero, Sage, Oracle, and Workday. But despite all these features, the platform is still straightforward to navigate and use.

Overall, Expensify is a versatile solution, ideal for companies that want a balance between ease of use and functionality.

2. SAP Concur

Best for: Larger enterprises

SAP Concur is a comprehensive expense management solution tailored to larger enterprises’ needs. It comes with integrated travel booking, multi-tiered approval workflows and global compliance support, for peace of mind.

The platform also offers policy templates, actionable insights on expenses, travel and invoice data, and 24/7 support. It integrates with hundreds of business systems (such as NetSuite, Xero and Sage Intacct) and offers automatic and accurate expense audits.

With its advanced features and scalability, SAP Concur is an ideal solution for larger organisations with complex, intricate and varied expense management needs.

3. Zoho Expense

Best for: Small to medium-sized businesses

Zoho Expense is a convenient travel and expense management tool that helps you automate, control and scale your expense operations. It’s part of the Zoho Suite and seamlessly integrates with other Zoho platforms and products.

The platform has several key features, including real-time expense tracking, project-based expense management, for added clarity, and fully customisable reports. It also helps you manage corporate travel, automate the expense claim and reporting process, and control corporate card spending in real time.

Of course, while any business can use Zoho Expense, it’s ideal for companies using (or considering) other Zoho products.

4. Rydoo

Best for: Larger companies

Rydoo is a dynamic AI-powered tool that focuses on real-time expense management. The platform has a mobile-first design, automated policy checks and a wide range of seamless integrations to sync expenses with your other systems.

It helps you capture and track mileage and travel expenses, set custom rules for approval, and identify trends within your team’s spending. The platform also directly integrates with credit card providers and gives you full visibility of employee spending.

Overall, Rydoo is an ideal choice for companies looking for a straightforward solution focusing on the mobile experience.

5. N2F

Best for: Small to medium-sized businesses

N2F is a streamlined solution that emphasises clarity to ensure it’s easy to use. Some of its many benefits include SmartScan technology, comprehensive mileage tracking and transparent pricing.

The platform offers legal compliance archiving, real-time monitoring and analysis, and automates tasks like mileage calculations and invoice processing. It also helps you easily approve expense reports and offers bank reconciliation to ensure your statements are accurate.

N2F is ideal for UK-based SMBs seeking a cost-effective and efficient expense management solution.

Comparison table

Expert Insights: Trends in Expense Management for 2025

There are several emerging trends in the industry and it’s crucial to consider them when deciding which of the best expense management software options to use.

AI and machine learning

Few trends are impacting the expense management industry (and just about every other industry on the planet) like AI and machine learning. In fact, according to a McKinsey survey, 78% of companies use AI in at least one business function.

While these advancements have the potential to revolutionise the expense management landscape, they’re especially useful for boosting automation efforts and helping with predictive analytics—great for making data-driven decisions and improving forecasting efforts. AI can also help detect errors, streamline workflows and check for policy violations.

Mobile-first solutions

Due to growing remote and hybrid workforces, there has also been an elevated focus on mobile-first solutions. In fact, 60% of British employees use apps on mobile devices for work-related activity.

These tools let employees handle reimbursement processes, scan receipts, submit reports and track mileage, all remotely from a mobile device.

Improved integration

Another trend is the increased integration between expense management software and the financial ecosystems that many organisations have in place, such as accounting, HR and enterprise resource planning (ERP) systems. Effective integrations ensure data moves across platforms easily and prevent errors from manual input, such as typos, incorrect data placement, improper formatting, corruption and duplicate entries.

User experience

The more streamlined a user interface is, the easier a platform is to adopt. A study of UK workers found that 40% of respondents are frequently frustrated while using software, while 8% have considered leaving their job due to software-related problems.

As a result, many software companies are designing intuitive platforms that require minimal training and onboarding, saving your company valuable resources in familiarising employees with a complex and intricate program.

Choosing the Right Expense Management Software

You’ll want to do some groundwork to ensure you select the right platform.

Assess your business needs

When deciding which tool to adopt, consider the size of your business and industry type to ensure you pick a solution that fits your budget. You also need to determine what you’re using the platform for—for instance, managing business expenses, scanning receipts on the go or automating reporting.

Consider any extra features your business may need, whether it be real-time mileage tracking, automated workflows, or corporate card integration. You should also choose a platform that integrates well with your existing tech stack for better productivity and efficiency.

Test and gather feedback

Many of these tools offer a trial period. You should take advantage of this by testing different solutions to see how they perform. Also, ensure you gather feedback from your team during this process. Ask a cross-section of employees to explore the software, including your finance team, managers, HR workers and those who report the expenses.

Think about the future

While ensuring a solution works for you now is important, you must also consider long-term factors. You’ll want a platform that can scale as your company grows and adapt as your business needs change. Look for tools that can handle increased workload and multiple users. This will save you from costly overhauls in the future.

Also, check if the platform offers any resources or guides on scalability and consult the community of past and current users to gauge their experiences.