Expense management software
Choose expense management software that shows you employee expenses in real time. Monitor team budgets, track requests and approvals, reimburse expenses, and eliminate admin.
Forget expense reporting
Collect 98% of expense receipts on time, without sending emails or chasing team members.
Stay up to date
See all spend requests the moment they occur, instead of at the end of the month.
Move beyond paper expense reports and submit claims instantly with the mobile app.
Request, approve, and pay faster with expense automation
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Maintain a clear audit trail
Good spend data keeps you ready for audit. Automate expenses and receipt collection so you never have to play catch up. Companies have complete visibility over all spending - including expenses. And those using Spendesk collect 98% of receipts on time, so you always have the supporting documents you need.
Automate expense claims
When business teams need to pay out of pocket, they can instantly create and submit an expense claim from anywhere. Their manager can approve, and the finance team can process it, in a fraction of the time standard expense reporting procedures take.
Track expenses throughout the process
From the moment a claim is submitted, employees and the finance team have full visibility over its status. Finance can see all outstanding and reimbursed claims in one place, while employees can check to see when they can expect payment.
Send instant expense reimbursements
Employees shouldn't have to go out of pocket on business expenses for long. And there's no need to wait until the next payroll run with a good expense management solution. Tools like Spendesk let you reimburse team members from within the SaaS platform - not from your bank. Which means finance teams can send expense reimbursements whenever suits them best.
Consolidate all company spending
Expense claims are just one part of a complete spend management structure. Track business travel expenses, invoicing, corporate card transactions, and more from the same interface. Employees only need to learn one system, and finance teams finally have a single source of truth for all company costs.
Integrate with accounting systems
Digital spending data makes modern accounting easier. Instead of paper expense reports and manual data entry, accountants can review and reconcile all payments any time, faster than ever. Good tools let you export data or integrate directly with tools like Quickbooks, Xero, and Freshbooks alongside ERPs like Microsoft Dynamics, SAP, and Netsuite.
Tom Libbrecht, VP Finance at Silverfin
Spendesk is one of the tools that will allow us to scale. We can add people, new expenses, and expense volume, without adding anything to the back-office because it’s that far automated. And it still keeps us in control of things.Learn more
Information Technology & Services, Ghent, Belgium
Expense management software FAQs
View some of the most common questions and answers related to expense management software.
How does this improve expense reporting?
Great expense management systems remove the need for paper expense reports altogether. Instead, employees can claim a reimbursement with a few taps of their mobile device.
Eliminating paper makes the expense management process faster and less prone to error, since there's no manual data entry involved.
Most importantly, it gives complete visibility to budget managers and finance teams throughout their teams' travel and other expenses. You know immediately once a claim is created - and why - without needing to wait until the end of the month to process it.
Will it improve receipt collection?
Yes. Expense tracking apps let employees submit a photo of their paper receipt on the spot, before it can get lost or damaged. And when receipts are not submitted, finance teams can block employees from using company funds until they've rectified the situation.
In Spendesk, this feature is called Play by the Rules, and users report receiving 98% of employee expense receipts on time. Plus, OCR technology ensures that every receipt is legitimate.
How can we ensure our teams follow our expense policies?
Spend management software lets you incorporate your customizable company expense policy within the platform. You can clearly show employees which costs are permitted or not, and the tool will even prevent them from submitting claims that go against policy.
The functionality is also designed to be user-friendly and guide employees through creating claims, unlike long and technical policy documents.
Is there an approval process built in?
Every expense claim submitted by an employee goes first to their manager for approval. These workflows happen instantly through the app, and managers can also choose to be notified by Slack or email.
Before the claim goes to the finance team, the manager first has to review and approve it. They'll have all the information they need to make this decision - the who, what, where, when, why, and how. Which makes expense approvals fast and efficient for everyone involved.
Will it help me with end-of-month closing?
One of the biggest benefits of expense report management platforms is their impact on expense reconciliation and bookkeeping. Spendesk users save on average 4 days per month thanks to easier bookkeeping.
You'll have 98% of expense receipts submitted on time, automated account reconciliation, and no more maverick payments. All you have to do is validate payments, and export to your accounting software or enterprise resource planning tool.
Why is this better than credit cards and expenses?
Both corporate credit cards and expense reports were designed as workarounds. Credit cards are hard to track and prone to fraud, and expense reports are slow and require lots of admin.
Expense management platforms make tracking payments easily, remove most of the admin work, and virtually eliminate fraud. Instant corporate card and expense tracking is far more reliable and more efficient than these outdated systems.
Does it work for online expenses?
Any employee expense can be repaid via an expense management software. So if an employee makes a payment with their own credit card, the company can reimburse them quickly and safely.
But Spendesk also offers single-use and recurring virtual cards for online expenses. These are more secure than using the company credit card online, and every employee can easily have access. These work alongside digital expense reports, so teams only need to learn one user-friendly system.
Who needs expense management?
Businesses of all sizes benefit from better expense management. Depending on their business needs, it contributes to everything from travel management, to monitoring cash flow, to budgeting.
Small businesses (SMBs) love the efficiency and the ability for their teams to move quickly. Larger, more established businesses enjoy the extra visibility over spending, and the amount of time saved on processing paper receipts.