Keeping a close eye on business expenses is vital for your financial health. With the right expense tracking software, companies can save time, reduce errors, and improve cash flow management. This article introduces key features and five top-rated expense tracking tools to help your business improve and automise expense tracking.
What are business expense trackers?
Business expense trackers are digital tools or platforms to monitor, record, and categorise a company’s spending. These applications make it easy to manage both recurring and ad hoc expenses by automating the tracking process.
Instead of relying on manual entry and paper receipts, businesses can use these tools to log transactions in real-time, sync data with accounting systems, and generate reports for analysis. Many platforms offer mobile access, so that employees can upload receipts at any time. This simplifies compliance, budgeting, and financial forecasting across all business types and sizes.
The best expense tracking software offers a robust feature set, including:
Automation features – AI-tools to automate expense management
Real-time categorisation – Instantly sort transactions into predefined categories
Integration – Connect seamlessly with accounting software and ERP systems
Mobile apps – Log expenses and scan receipts on the go
Multi-currency support – Track expenses in different currencies
Reporting features – Generate detailed reports and dashboards
Security – Bank-level encryption and access controls
Collaboration capabilities – Enable teams to submit, approve, and comment on expenses
How to track business expenses: 4 easy steps
Tracking business expenses doesn’t have to be complex. With a few simple steps and the right expense tracking tools, companies can maintain financial clarity and compliance.
1. Organise and review your expenses categories
Start by identifying the most common spending areas in your business, from large categories such as suppliers and marketing expenses to smaller expenses such as travel, software subscriptions, meals, and office supplies. Creating clear categories helps with budgeting, bookkeeping, tax reporting, and analysis. Custom categories can also be added based on your industry.
Tip: Create dedicated virtual debit cards for each project, department, or tool inside each of your categories. This makes it much easier to track subscriptions, team spending, or project-related costs, while keeping expenses under control.
2. Use a business expense tracker
Choose a reliable software solution tailored to your business size and needs. Expense trackers automate data entry, sync with your accounts, and generate reports, which saves time and reduces manual errors.
3. Record every expense immediately
Get into the habit of logging every business-related expense as soon as it occurs. Mobile apps make this easy, as employees can quickly upload receipts to ensure that nothing is forgotten or misreported. Real-time tracking improves accuracy and avoids end-of-month surprises.
4. Digitise receipts
Avoid piles of paper by scanning and uploading receipts using your mobile device. This simple step helps keep your records organised and ensures nothing gets lost. Instead of overloading the finance department by handing in piles of physical copies, digital receipts can be stored safely within your expense tracker. Many tools also allow these uploads to be automatically categorised, which saves time and makes the review process much more efficient.
Top 5 expense tracking tools
The following sections compare the top expense tracking software solutions available for businesses of various sizes.
amnis
QuickBooks
Zoho Expense
Rydoo
Sage Intacct
Description
Optimises global payments to reduce transaction costs and save time. Adds advanced tracking features.
All-in-one accounting tool with built-in expense tracking and invoicing
Travel and expense management software with automation features
Travel-focused tool with mobile-first design
Advanced financial management for larger businesses
Pricing
From €19/month
From €19/month
From $0/month
From €8/month
Custom
Receipt scanning
Yes
Yes
Yes
Yes
Yes
Mobile app
Yes
Yes
Yes
Yes
Yes
Tax tracking
Yes
Yes
Yes
N/A
Yes
Hourly employee time tracking
No
Yes
Yes
N/A
Yes
Automated expense categorisation
Yes
Yes
Yes
Yes
Yes
Multi-currency tracking
Yes
Yes
Yes
Yes
Yes
Integrations with accounting tools
Yes
Yes
Yes
Yes
Yes
Best for
Companies with international clients or suppliers
Local SMEs
Growing businesses
Travel-heavy organisations
Scaling companies
amnis
amnis offers more than just expense tracking. It’s part of a complete financial platform for companies with international clients or suppliers. Built-in expense tracking, mobile receipt scanning, and on-the-go approvals make it easy to manage team spending from anywhere. At the same time, multi-currency accounts with local IBANs and low FX fees streamline cross-border payments, while real-time dashboards and accounting integrations, for example with bexio, give you full control over your finances. Designed for global business, amnis brings together payments, currency exchange, and automation in one secure, digital solution.
Get your free whitepaper to boost your business expense tracking
Download our free whitepaper to reap all the benefits of business expense tracking. Discover how modern tools and automation can streamline expense reporting, improve accuracy, and save valuable time across departments. This whitepaper also includes a practical step-by-step guide on how to integrate the amnis multi-currency prepaid debit card into your current workflows to stay on budget, stay compliant, and gain full control over spending.
"*" indicates required fields
QuickBooks
QuickBooks is a leading accounting software suite that includes invoicing, payroll, and reporting. Its expense tracking tools are embedded within its broader ecosystem. QuickBooks categorises expenses automatically, connects to bank accounts, and allows for quick receipt uploads. Users can generate tax-ready reports, set spending limits, and track mileage via the mobile app. It’s especially beneficial for small businesses looking for an all-in-one financial platform.
Zoho Expense
Zoho Expense simplifies expense management for businesses of all sizes. It automates repetitive tasks like expense categorisation and approval workflows, integrates with Zoho Books and other accounting platforms, and supports corporate card reconciliation. Zoho also provides in-depth reporting tools and role-based access, which makes it suitable for larger teams with multiple stakeholders. The mobile app allows for quick scanning of receipts, travel bookings, and mileage tracking.
Rydoo
Rydoo specialises in travel and employee expense management. It offers a mobile-first interface that allows employees to submit expenses in real time, with managers approving them instantly. Rydoo connects with HR and finance tools. It’s particularly useful for organisations with frequent business travel to stay compliant while reducing manual admin work.
Sage Intacct
Sage Intacct is a cloud-based financial management suite geared towards growing businesses. Its expense tracking module links with other financial functions like budgeting, forecasting, and procurement. With support for complex approval workflows, real-time reporting, and strong audit trails, Sage Intacct offers a scalable solution for businesses needing a robust and secure environment.
Optimise expense management with amnis
If your business operates across borders and regularly handles payments in multiple currencies, amnis provides a clear strategic advantage. Beyond tracking expenses, the platform helps reduce costly transaction fees and streamline financial workflows. You can monitor spending in real time, categorise and upload receipts on the go, and manage all company expenses from one intuitive dashboard.
Watch how it works in action:
With amnis multi-currency debit cards, your teams can spend worldwide with 0% FX fees, set custom spending limits and enjoy full control and transparency. Auto-accounting ensures that recurring card transactions are automatically recorded, while invoices can be uploaded, tagged and categorised on the go.
Multiple integrations with accounting and ERP systems including bexio, H2H (SFTP), Sage, ABRA and SAP ensure smooth data flows, and the amnis API allows you to connect the platform directly to your own systems.
Thanks to access to local payment schemes, you can bypass the costly SWIFT network for many transactions. And with 24/7 self-service access, all your financial operations can be managed from a single, centralised dashboard.
Join the amnis ecosystem to take your expense management to the next level. Get started for free today.
As Senior Content Writer at amnis, Elena transforms complex financial and banking topics into clear, insightful content for SMEs. She focuses on areas such as the FX market, international payments, cross-border business operations, and regulatory updates - ensuring companies have access to reliable and easy-to-understand guidance.
With a strong background in research and communication, Elena plays a key role in helping businesses stay informed, make smarter decisions, and navigate the evolving world of international finance.
