The 7 Best US Expense Management Software Solutions in 2025: The Definitive Guide

US businesses are losing valuable time and money due to inefficient expense management, non-compliant spending, and using non-integrated tools and platforms.

According to IDC research, inefficiencies cost companies as much as 20%-30% of their annual revenue, and a survey about expense management practices found that most employees spend upwards of 15-30 minutes on each manual expense report.

As a result, there’s been a shift to automated expense management solutions as things like IRS audit readiness, real-time reporting and handling remote/hybrid teams have become more crucial than ever. These tools also help improve accuracy and reduce the manual effort required in the expense management process.

This guide provides a curated list of the best expense management software in the US to ensure your organization can find the right solution for its size and specific needs.

Key Takeaways

• When considering different expense management platforms, look for compliant recordkeeping, real-time visibility and control, mileage tracking, card integration, mobile accessibility, and strong support and data hosting.
• Some of the leading expense management software options in the US include Expensify, Brex, SAP Concur, Ramp and Zoho Expense.
• Choosing the right expense management software for your US company includes defining your team and industry, knowing your compliance needs, deciding what to prioritize, and testing tools and gathering feedback.

What US Businesses Should Look for in Expense Management Software

US businesses should consider the following features when deciding which expense management software to use:

IRS-compliant recordkeeping

With the average cost of non-compliance being over $14m, you’ll want to confirm you’re properly recording, reporting and abiding by all relevant tax laws. IRS-compliant software saves, secures and organizes information lawfully to ensure your company avoids penalties, fines and other negative repercussions.

Real-time visibility and spend controls

Expense fraud costs US companies nearly $3bn annually. Software allowing full visibility of spending—from corporate expense reports to credit card use in real time—helps identify trends, patterns and non-compliance. Early or real-time detection means company policies are more likely to be adhered to.

Mileage tracking for field teams

Automated mileage tracking keeps tabs on employees’ daily driving, ensuring proper and accurate reimbursements. It also helps optimize driving/delivery routes, reduces the manual effort in tracking and calculating mileage, and prevents mileage fraud. Mileage fraud is common and a survey found that 47% of employees admitted to exaggerating or falsifying mileage claims.

In addition to tracking mileage, some software options track other related employee expenses, including travel expenses, equipment, food, tolls and fuel.

Corporate card integration

Software that integrates with your corporate cards helps you track, categorize, monitor and better manage card spending, providing greater transparency. It also boosts accountability, enables you to track spending against your budgets and aids in forecasting future spending.

Mobile accessibility for on-the-go expense capture

Mobile-first solutions give employees greater autonomy over their expense management, enabling them to stay organized by scanning receipts on the go and submitting claims remotely and on time.

Strong US-based support and data hosting

Secure data hosting and US-based support are essential for preventing downtime, delays or security breaches. The platform’s support team should respond quickly, with no language barriers to navigate, and be aware of the compliance requirements in your area.

The 7 Best Expense Management Software Solutions for US Companies in 2025

Let’s explore the best expense management software options for US companies to consider.

1. Expensify

Best for: Freelancers, SMBs, and startups

Expensify is a versatile expense management solution that’s well-suited for a variety of US businesses. It has several highlights, including IRS-compliant reporting, an AI concierge chatbot, and Venmo and ACH reimbursement capabilities.

The platform also has a user-friendly mobile app, integrates with dozens of platforms you may already use (such as QuickBooks, Sage, Oracle and Gusto), and lets you establish your own expense rules and policies. You can also use it to set spending limits, automate approval workflows and generate dozens of different reports, like mileage, HR, category spend and per diem reports.

2. Brex

Best for: Tech startups and fast-scaling companies

Brex is a fintech tool and spend management platform that aims to help US companies optimize all financial operations. It offers built-in expense management with corporate cards, AI-powered rules, and in-app booking and travel management.

The tool reduces manual data entry by using AI to help automate approvals, expense reports, invoice entry and payment. It has solutions for every stage of business growth and lets you set budgets and spend limits that are automatically enforced.

The tool is backed by Y Combinator (YC), a US startup accelerator with a promising track record. In fact, several YC-backed companies have gone on to become household names—Airbnb, DoorDash, Coinbase, Reddit and Twitch.

3. SAP Concur

Best for: Large enterprises with diverse and global teams

SAP Concur is an expense management platform that combines expense, invoice and travel tools into a single solution. It integrates with numerous enterprise resource planning (ERP) systems, such as SAP and Oracle, and supports federal travel laws like the Fly America Act and Federal Travel Regulation.

The tool lets you submit expenses from anywhere, streamlines the expense claim process and provides templates to help build clear policies. It offers strong support, automatic expense audits and the ability to book travel directly via the platform.

4. Ramp

Best for: High-growth US businesses focused on cost control and expense reporting

Ramp is a spend management solution that includes cashback corporate cards, bill payments and accounting. The tool also offers vendor negotiation insights, accounting automation, procurement and Ramp AI.

It lets you create and set auto-enforced policies, automate various tasks and workflows, such as expense requests and approvals, and shows you real-time reports. The platform also has 24/7 monitoring, to identify out-of-policy transactions and errors and see where overspending occurs.

5. Zoho Expense

Best for: SMBs seeking a flexible and affordable solution

Zoho Expense is a travel and expense platform built for versatility. It’s relatively affordable, offers US pricing and comes with native integration with QuickBooks.

The platform has various important features, including real-time policy alerts, expense tracking and customizable reports. It also has corporate card feeds that update continuously, so you can easily monitor every business expense.

Zoho Expense also offers personalized travel options for your team, records mileage automatically and shows you real-time employee spend insights, to improve your decision-making and identify any issues, gaps or leaks.

6. Rydoo

Best for: Distributed teams that need mobile-first platforms

Rydoo is a comprehensive expense management solution offering features like IRS-compliant receipt scanning, per diem spending management and mileage tracking. The tool has a mobile-centric design, lets you automate approvals with custom rules and directly syncs your expenses with other systems like SAP, Exact, Workday and DATEV.

You can submit and manage expenses in real time, no matter where you are, and you get full visibility of all employee spending to ensure no worrying trends or irregular expenses are occurring.

Rydoo helps to boost compliance and minimize risk by providing finance teams with access to official tax, per diem and mileage data, and has a smart audit feature to ensure you never miss any suspicious claims or non-compliant spending.

7. Divvy (now part of BILL)

Best for: SMBs looking for a free expense management and credit platform

Divvy, now part of Bill.com and known as BILL Spend and Expense, is a free company card combined with powerful expense management software. It comes complete with built-in spend limits and credit lines, and syncs well with US banks.

You can adjust your spend controls and policies in the platform and it offers both physical and virtual credit cards. It has a user-friendly mobile app, syncs with many popular accounting tools like QuickBooks, Xero and NetSuite, and captures important expense transaction details automatically.

It also provides efficiency reconciliation, real-time visibility of all expenses and fully automated expense reports.

Comparison table

US Trends in Expense Management

Before deciding which solution to choose, it’s important to be aware of the trends in the US expense management space. These are changing the industry and can help you learn what aspects of a tool to focus on. Some of the major trends include the following:

• A growth in hybrid/remote work: More work out of the office means more mobile submissions and a larger need for a mobile-centric solution. In fact, according to Gallup, 52% of people in remote-capable jobs are working in a hybrid environment, while another 27% are exclusively remote.
• Greater IRS scrutiny: As the IRS intensifies its efforts to ensure some companies and partnerships pay their fair share of taxes, it’s more important than ever for your team to keep clean records.
• Surge in fintech integration: Due to an increased demand for easier accessibility and a greater desire for streamlining the expense process, the best expense management solutions are integrating corporate card payments and spending directly into their platforms, enabling seamless tracking, categorization and management.
• AI-powered fraud detection and policy enforcement: Many companies are leaning toward tools that can use AI to streamline multiple processes. This lets companies detect fraudulent claims and automatically enforce spending policies to ensure employees aren’t participating in non-compliant spending.
• Employee satisfaction: Due to an increased focus on the employee experience, apps and tools are becoming more user-friendly, streamlined and straightforward. This not only makes employees’ lives easier, but an Oxford study found that happy and satisfied workers are also 13% more productive.

How to Choose the Right Software for Your US Business

Follow these steps to ensure you choose the right expense management software.

Step 1: Make important definitions

Since different solutions cater to various business sizes and requirements, it’s prudent to define your needs. This means looking at your team size, industry type and accounting tech stack to avoid overpaying, having unnecessary or overly complex features, and ensuring seamless integration and data flow between accounting systems.

Step 2: Know your compliance needs

The next step is to evaluate your compliance needs. In most cases, you must be IRS-compliant, comply with Generally Accepted Accounting Principles (GAAP) and abide by state-specific tax audits. If a foreign firm trades and operates in the US, it may also need to comply with International Financial Reporting Standards (IFRS).

The products in this guide take compliance seriously and operate within most regulations and standards.

Step 3: Prioritize ease of use or features

To decide which to prioritize, you should consider your company size and feature requirements. For example, if you have an SMB with basic needs, intuitive platforms focusing on ease of use may help streamline operations for employees. For larger enterprises with more complex needs and feature requirements, advanced features will likely be a must.

Step 4: Test a few options and gather feedback

Finally, do your research and choose a few platforms to test. Experiment as much as possible—scan receipts, check out the reimbursement process, track and analyze your expenses, and see how policy compliance is adhered to. Once the trial period is complete, gather feedback from your finance team and other employees to learn about their experiences.

Take Control of Business Spending in 2025

In today’s fast-paced US market, using expense management software is no longer a choice. Without it, you spend far more time, money and energy than you should managing the expense process.

Finding the right tool helps you boost your expense visibility, reduce fraud and free up dozens of employee hours to focus on important tasks and business growth.

By investing in and using the right expense management solution today, you avoid costly compliance mistakes in the future.