The 11 best expense management mobile apps in 2025

Manual expense reports are crushing productivity across businesses of all sizes. 

Finance teams spend hours chasing crumpled receipts weeks after trips, spreadsheets don't match credit card statements, and expense reports take days to process. And, of course, reimbursements take even longer.

The right mobile expense management app transforms this chaos into automated workflows. Instead of chasing paper receipts, employees snap photos that instantly flow into approval chains. Rather than manual reconciliation, transactions sync automatically with your accounting system.

I’ve experienced the stress (and the consequences) of disjointed expense tracking myself over the past decade. Even as a small business owner with a grand total of one employee, on-the-go expense management has been a critical part of ensuring my business runs smoothly. 

To help businesses of all sizes avoid the consequences of chaotic spreadsheets and forgotten costs, I’ve carefully reviewed the best expense tracker software for businesses in 2025. While Rippling earns a top spot for robust expense management that unifies with corporate cards, payroll, and HR in a single app, there are multiple great solutions. 

In this post, we’ll discuss the best apps to track business expenses, with recommendations based on your business’s size and operational needs.

Quick comparison: Best expense management mobile apps at a glance

Choosing the right expense management app means understanding what each platform offers for mobile users.  

Here’s a quick overview:

Methodology: How we chose these apps

Having spent over a decade as a business owner and working as a personal finance writer, I know that mobile functionality can make or break expense management adoption. 

Employees won't use clunky apps, but they need on-the-go solutions that are fast and convenient. And, importantly, finance teams can't afford systems that create more work than they eliminate.

My evaluation criteria focused on:

• Mobile usability & app ratings, assessing actual user reviews from iOS and Android stores.

• Core features like receipt scanning quality, reimbursement speed, approval workflows

• Integrations with accounting/payroll systems like seamless data flow without manual exports

• Pricing transparency, including clear costs without hidden fees or surprise charges

• Role fit, looking for solutions that work for solopreneurs, SMBs, and enterprises with unique needs. 

I combed through product walkthroughs and read through reviews that were both professionally published and written by customers to understand the real-world performance to find the best expense management software in 2025. 

Deep dive: My full review of each app

Now let's examine what each expense report automation app actually delivers when employees need to submit expenses from their phones.

1. Rippling: 🏆 Editor’s top pick  

Price: Custom pricing based on modules selected

Why Rippling stands out:

Rippling revolutionizes mobile expense management by connecting it to your entire workforce platform. When an employee submits an expense through the mobile app, it automatically:

• Validates against their role-based spending policies

• Routes through the correct approval chain based on org structure

• Syncs with payroll for reimbursement processing

• Updates real-time analytics dashboards

• Maintains audit trails for compliance

• Mobile receipt scanning expense app 

The native mobile app handles everything from receipt capture to corporate card management, eliminating the need for multiple apps. Employees can also see their expenses, PTO, pay stubs, and benefits all in one place.

Where Rippling falls short:

• Likely more comprehensive than needed for solo freelancers or micro-businesses 

Is Rippling right for you?

You should use Rippling if:

• You want to eliminate manual expense processing and streamline approval processes 

• Your team needs corporate cards integrated with expense management and spend controls 

• You want expense management integrated with HR and payroll features to save time 

• You value having HR, payroll, and expenses in one mobile app

You should avoid Rippling if:

• You're a solo freelancer or micro-business needing basic expense tracking

Rippling Feature Snapshot:

2. Expensify

Price: Starts at $5/user/month for teams

Why Expensify stands out:

Expensify’s SmartScan technology makes it simple for employees to capture expenses instantly. Their mobile-first approach appeals to companies wanting simplicity over comprehensive features. 

The app excels at:

• Simple receipt photo capture

• Automatic data extraction and categorization

• Credit card data import from major banks

• Next-day reimbursement options

Where Expensify falls short:

• Limited policy customization compared to some Expensify competitors

• Lacks deeper HR/payroll integration than other solutions 

• Customer support may be slow for complex issues due to limited offline support options 

Is Expensify right for you?

You should use Expensify if:

• You need straightforward expense reporting without complexity

• Your team values ease of use over advanced features

You should avoid Expensify if:

• You need automated approval workflows

• You want fully integrated corporate cards, spend management, payroll and advanced HR features

Expensify Feature Snapshot:

3. Concur Expense

Price: Custom enterprise pricing

Why Concur Expense stands out:

SAP’s Concur dominates enterprise travel and expense software markets with comprehensive global capabilities:

• Integrated travel booking through the native Concur Travel integration

• Multi-currency and tax compliance features 

• Advanced policy engine for complex organizations

• Mobile app supporting multiple languages 

• Enterprise-grade security 

Where Concur Expense falls short:

• Complex implementation may take several months 

• Dated interface compared to modern apps, with mixed reviews on mobile apps

• Expensive for smaller organizations

Is Concur Expense right for you?

You should use Concur if:

• You're an enterprise with complex T&E requirements

• You need integrated travel booking and expense management

• Global compliance and multi-currency support are critical

You should avoid Concur if:

• You're a small or mid-sized business

• You don’t need advanced travel expense management 

• You want quick implementation and intuitive mobile UX

Concur Feature Snapshot:

4. Ramp

Price: Free platform with no monthly fees

Why Ramp stands out:

Ramp combines corporate cards with expense management, focusing on automated savings:

• Real-time transaction notifications on mobile

• Automatic receipt matching and categorization

• Built-in spend insights and savings recommendations

• Virtual corporate card that automated expense management

Where Ramp falls short:

• No integrated payroll or HR features

• Limited international capabilities

• Less suitable for expense-heavy industries without cards

Is Ramp right for you?

You should use Ramp if:

• You want corporate cards tied to automated expense management

• Automated cash back savings and spend insights are priorities

• You're a venture-backed startup with strong revenue

You should avoid Ramp if:

• You need native HR/payroll integration

• Your business doesn't qualify for their corporate cards

Ramp Feature Snapshot:

If you’re considering Ramp for your corporate card or expense management, you can see our detailed breakdown of Ramp competitors.

5. Brex

Price: Free plain available, with paid plans starting at $12 per month per user. 

Why Brex stands out:

Brex targets startups and high-growth businesses with mobile-first expense management:

• Instant virtual card creation 

• AI-powered automatic expense categorization and compliance features 

• Simplified expense rule setup

• Real-time budget tracking and alerts

• Diverse rewards options

Where Brex falls short:

• Limited features for traditional businesses

• No payroll or HR integration

• Rewards redemption changes frequently, which may frustrate some managers

Is Brex right for you?

You should use Brex if:

• You need business banking

• You want rewards optimized for SaaS and travel spending

• Mobile-first expense management is essential

You should avoid Brex if:

• You're a traditional business without VC backing 

• You need natively integrated HR and payroll 

Brex Feature Snapshot:

6. Zoho Expense

Price: A free plan is available, with paid plans starting at $4 per active user per month. 

Why Zoho Expense stands out:

Zoho Expense offers affordable mobile expense management for SMBs:

• Auto-scan receipts in multiple languages

• GPS-based mileage tracking

• Per diem calculations for travel

• Integration with Zoho's suite of business apps, including Zoho Spend (which is paid for separately)

Where Zoho Expense falls short:

• Best value requires other Zoho products, including Zoho Spend, which starts at $199 per month when billed annually

• Some users reported confusing pricing 

Is Zoho Expense right for you?

You should use Zoho if:

• You already use other Zoho applications, especially Zoho Spend

• You need basic but reliable expense tracking

You should avoid Zoho if:

• You need premium support and training

• You want more extensive customization options 

Zoho Feature Snapshot:

7. BILL Spend & Expense

Price: Free platform with no monthly fees

Why BILL Spend & Expense stands out:

BILL Spend & Expense combines free corporate cards with mobile expense tracking, offering these key advantages:

• Real-time transaction alerts and controls

• Automatic expense categorization

• Budget management by department/project

• Free physical and virtual corporate cards

Where BILL falls short: 

• Requires credit approval for cards

• Limited features and relatively basic reporting compared to paid solutions

• Third-party integrations are required for accounts payable software 

Is BILL Spend & Expense right for you?

You should use BILL if:

• You want free expense management software

• Corporate cards with controls are a priority

• You're an SMB with straightforward needs

You should avoid BILL if:

• You need advanced features and customization

• You want integrated payroll and HR

BILL Spend & Expense Feature Snapshot:

8. FreshBooks

Price: Starts at $21/month for Lite plan

Why FreshBooks stands out:

FreshBooks combines invoicing with expense tracking for freelancers and small businesses. I’ve personally used Freshbooks for over a decade for features like: 

• Simple receipt capture and categorization

• Mileage tracking with automatic rates

• Integration with invoicing and time tracking

• Tax-ready expense reports

• New payroll features and integration with tools like Gusto 

• Strong, intuitive mobile app 

Where FreshBooks falls short:

• Not designed for large teams

• Limited approval workflows

• No corporate card options

• Lacks enterprise features

Is FreshBooks right for you?

You should use FreshBooks if:

• You're a freelancer or consultant

• You need invoicing alongside expense tracking

• Simplicity matters more than advanced features

You should avoid FreshBooks if:

• You have a team needing approval workflows

• You want corporate cards or advanced policies

FreshBooks Feature Snapshot:

9. QuickBooks Online

Price: Starts at $38/month for Simple Start, with an initial three-month discount

Why QuickBooks stands out:

QuickBooks integrates expense tracking into broader accounting and invoicing:

• Receipt capture flows directly to books

• Automatic transaction matching

• Mileage tracking with GPS

• Real-time financial reporting

• User-friendly mobile app

Where QuickBooks falls short:

• Expense features are basic add-ons

• Limited policy enforcement

• Approval workflows are rudimentary compared to enterprise solutions 

Is QuickBooks right for you?

You should use QuickBooks if:

• You already use QuickBooks for accounting

• You want expenses integrated with books

• You need basic expense tracking

You should avoid QuickBooks if:

• You need robust expense management features

• You want dedicated and customizable expense workflows

QuickBooks Feature Snapshot:

10. Emburse Professional (Formerly Certify) 

Price: Pricing isn’t disclosed online 

Why Emburse stands out:

Emburse focuses on mid-market organizations with moderate complexity:

• Strong OCR for receipt processing

• User-friendly mobile receipt scanning for employees

• Automated policy compliance checks

• Integration with major ERPs

• Dedicated travel expense features

Where Emburse falls short:

• Implementation can be complex for smaller teams

• Premium features can be costly 

• Some users report interface challenges, such as not being able to view expense reports after approval 

Is Emburse right for you?

You should use Emburse if:

• You're a mid-sized company with standard needs

• ERP integration is important

• You want proven, stable software

You should avoid Emburse if:

• You want cutting-edge features

• Product roadmap certainty matters

Certify Feature Snapshot:

11. Rydoo

Price: Starts at $9 per user per month 

Why Rydoo stands out:

Rydoo excels at international expense management:

• Multi-currency support with real-time rates

• Per diem calculations by country

• OCR in multiple languages

• Mileage tracking with local rates

Where Rydoo falls short:

• Less known in US market

• Smaller integration ecosystem compared to some competitors 

• Relies on third-party integrations for HR functionality 

Is Rydoo right for you?

You should use Rydoo if:

• You have significant international travel

• Multi-currency support is critical

• European compliance matters

You should avoid Rydoo if:

• You're operational only in the US

• You want more extensive integrations 

Rydoo Feature Snapshot:

Which expense management app is best for your business?

After extensive testing and analysis, here's my recommendation based on different business needs.

Best all-in-one app

Rippling wins for companies of all sizes wanting to unify expense management with HR, payroll, and corporate cards in a single mobile app.

Best app for freelancers and solopreneurs

FreshBooks provides the right balance of invoicing and expense tracking for independent professionals.

Best app for travel-heavy organizations 

Concur or Rydoo offer comprehensive T&E features for companies with complex travel programs.

Best app for cost-conscious SMBs 

Zoho Expense and Divvy deliver solid functionality without breaking budgets.

Best app for startups

Ramp or Brex provide modern interfaces with integrated corporate cards.

Why Rippling is the #1 expense management mobile app in 2025

Rippling’s mobile app transforms expense management from a headache-inducing mess to a streamlined process. While other apps handle expenses in isolation, Rippling connects every expense to your broader workforce platform.

When employees submit expenses through Rippling's mobile app, the system already knows their role, department, manager, and spending policies. This context enables automation impossible with standalone receipt scanning expense apps:

• Expenses route automatically through the right approval chains

• Reimbursements process through payroll without manual intervention

• Corporate card transactions sync instantly with assigned categories

• Policy violations flag in real-time before submission

• Analytics update immediately across all dashboards

The integrated advantage offers multiple distinct benefits:

• Reduction in expense processing time

• High first-time approval rates with automated policy checks

• Faster reimbursement through integrated payroll

• Zero manual data entry between systems, reducing costly errors

Unlike traditional expense apps that create data silos, Rippling maintains a single source of truth. Finance teams close books faster because expense data flows seamlessly into accounting systems. Employees get reimbursed quicker because approvals and payroll are connected. Compliance improves because policies are enforced automatically based on real employee data.

If you want to skip painful migrations and future-proof your expense management, Rippling is the best app to grow alongside your business. Explore Rippling Spend Management and see how it transforms expense tracking for your business. 

FAQs on expense management mobile apps

What is the best app to track expenses for small businesses?

Rippling ranks as the best small business expense tracking solution for small businesses that want to scale, offering integrated expense management, corporate cards, and payroll in one mobile app. 

For very small businesses or freelancers, FreshBooks or Zoho Expense provide simpler, more affordable options. The key is choosing an app that matches your growth trajectory, starting with a limited solution often means painful migrations later.

Which expense app integrates with payroll?

Tools like Rippling offer a comprehensive, native integration between expense management and payroll, processing reimbursements automatically without manual exports or imports. 

Other apps can export data to payroll systems, but they require additional steps and third-party integration. Direct integration eliminates errors and accelerates reimbursement cycles from weeks to days. 

Can expense apps automate reimbursements? Yes, modern expense apps can automate the entire reimbursement process from submission to payment. 

For example, Rippling automates every step:

• Receipt capture processes trigger categorization

• Policy rules determine routing

• Approvals process based on organizational structure

• Approved expenses flow directly to payroll for payment. 

This automation reduces processing time significantly and eliminates manual data entry errors. 

Are mobile expense apps secure for company data?

Enterprise-grade expense apps use bank-level encryption, SOC 2 compliance, and multi-factor authentication to protect financial data. Mobile apps actually improve security by eliminating paper receipts and creating digital audit trails for every transaction.

Tools like Rippling add additional security through role-based permissions inherited from your HR system, ensuring employees only access appropriate data. 

However, make sure that employees are following security best practices, like always using complex passwords and two-factor authentication.