Must-have expense management RFP template in 2025

Expense management used to mean spreadsheets, manual approvals, and endless reconciliation headaches. But in 2025, modern systems automate the entire process — capturing receipts, enforcing policies, and syncing directly with accounting platforms. The right expense management software helps finance leaders control spend, close the books faster, and improve employee experience.

The wrong one, however, leaves gaps: policy violations that slip through, finance teams chasing missing receipts, or integration failures that delay month-end close. It’s crucial to do your due diligence before choosing an expense management provider.

What’s the best way to figure out what solution is right for your company? A structured Request for Proposal (RFP) ensures you evaluate vendors consistently. It helps you define your must-have requirements, ask vendors the right questions, and compare responses side by side.

Below, we outline the eight critical areas to evaluate when selecting expense management software, along with sample RFP questions to include. Plus, you’ll get a free downloadable RFP template for expense management so you can start evaluating vendors ASAP.

1. Expense capture and automation

Modern systems should eliminate manual entry. Employees should be able to capture receipts instantly (via mobile, email, or OCR) and have expenses automatically categorized and submitted.

Rippling automatically matches receipts to transactions on Rippling Corporate Cards. For out-of-pocket spend, employees simply snap a photo in the mobile app, and expenses flow directly into the right policy category.

Questions to ask:

• What receipt capture methods are supported (email, mobile photo, OCR)?

• Can receipts be auto-matched to corporate card transactions?

• Does the system automatically categorize expenses by merchant and policy?

• Does it support mileage and per diem tracking?

2. Policy enforcement and controls

Expense policies lose their power if they’re only applied retroactively. When you review expenses after submission, you risk approving slowly, inconsistently, and letting out-of-policy spend slip through.

The right system enforces rules at the point of submission, flagging or blocking noncompliant expenses instantly. Look for tools that allow you to customize rules by role, department, project, or location and layer them (e.g., budget and category and receipt requirement). 

Without this automation, finance teams waste hours reviewing and correcting submissions. 

Rippling ties expense rules directly to employee data in your HRIS, ensuring enforcement is always accurate and up-to-date — even when an employee changes roles, departments, or locations.

Questions to ask:

• Can policies be customized by role, department, project, or location?

• Are violations flagged automatically, or can they be blocked at submission?

• Can rules be layered (e.g., project budget and category limit and receipt requirement)?

• Does the platform support multi-level approval workflows?

3. Integration with corporate cards and reimbursements

Disconnected card programs and reimbursement workflows create reconciliation nightmares. Many systems require separate tools for corporate cards, out-of-pocket expenses, and payroll reimbursements — leaving finance teams to match transactions manually. 

A best-in-class solution connects these processes end-to-end: card spend flows directly into expense reports, reimbursements are processed automatically via payroll or ACH, and every transaction is coded to the general ledger in real time. 

Rippling unifies expense management, cards, and payroll so employees get reimbursed seamlessly while finance eliminates reconciliation work.

Questions to ask:

• Which corporate card platforms integrate natively?

• Can expenses from cards be auto-coded to the GL?

• How does the system handle reimbursements (ACH, payroll, other)?

• Does it support split transactions or partial reimbursements?

4. Real-time visibility and reporting

Finance leaders can’t wait until the end of the month to know where money went. Traditional systems only provide reporting after close, making it impossible to adjust in real time or spot risky patterns. 

Modern platforms deliver instant visibility into spend, with dashboards segmented by team, project, or vendor, and anomaly detection to highlight unusual transactions. This turns expense management from a backward-looking process into a proactive tool for forecasting and compliance. 

Rippling consolidates all expense data — cards, reimbursements, deductions — into a single dashboard with export options for BI tools.

Questions to ask:

• Can reports be customized by category, department, project, or vendor?

• Does the system provide real-time dashboards?

• Can anomaly detection flag unusual spend?

• Can data be exported to BI or analytics tools?

5. Employee experience

Expense management should be painless for employees. Submitting receipts, getting reimbursed, and tracking spend should all be simple and mobile-friendly.

A clunky system means employees delay submissions, misplace receipts, or flood HR with support questions. This slows down reimbursement cycles and frustrates staff. 

With Rippling, employees can submit expenses in seconds. Reimbursements hit their next paycheck automatically, and everything lives in one intuitive app.

Questions to ask:

• What mobile app functionality is available?

• How easy is it for employees to submit expenses?

• Can reimbursements be tracked in real time?

• Is there a self-service portal for employees to manage expenses?

6. Global support and compliance

For global companies, expense tools must support multiple currencies, tax requirements, and localized compliance. Relying on manual calculations or noncompliant workflows risks penalties and delays. 

Rippling supports multi-currency expenses and ensures VAT/GST-compliant reporting in supported regions, reducing the burden on finance teams managing global operations.

Questions to ask:

• Which countries and currencies are supported?

• How are FX fees and conversions handled?

• Does the system generate VAT/GST-compliant reports?

• Does it support localized tax regulations?

7. Security and fraud prevention

Expense systems handle sensitive financial data — security and fraud prevention are table stakes.

Expense management deals with sensitive financial data — credit card numbers, receipts with personal details, and payroll information. Weak systems create opportunities for fraud, data loss, or breaches. 

Look for providers with enterprise-grade encryption, SOC 2 and ISO certifications, and AI-driven fraud detection. Without these safeguards, organizations risk both financial loss and regulatory noncompliance. 

Rippling secures data at rest and in transit, enforces MFA, and automatically flags suspicious activity across expenses, cards, and payroll.

Questions to ask:

• What fraud detection and monitoring tools are included?

• What compliance certifications (SOC 2, ISO, GDPR) does the provider hold?

• Can admins lock accounts or block suspicious activity instantly?

• How is data encrypted at rest and in transit?

8. Implementation and support

Even the best system fails if it’s painful to implement or poorly supported. Many expense tools require months of configuration, consultants, or manual integrations to go live. 

Choose a vendor with rapid implementation timelines, dedicated project managers, and resources to train both admins and employees. Equally important is strong ongoing support and SLAs to resolve issues quickly.

Rippling’s expense management deploys in days, leveraging your existing org chart and HRIS data to auto-configure users, roles, and policies.

How Rippling helps: Rippling expense management can be deployed in days because it’s built on your employee system of record. Policies, users, and workflows are automatically configured from your org chart.

Questions to ask:

• What is your average implementation timeline?

• Do you provide a dedicated implementation manager?

• What SLAs do you guarantee for support?

• What training resources are available for admins and employees?

How Rippling helps enterprises

Rippling’s spend management software unifies expense management with corporate cards, payroll, HR, and finance in one system. With Rippling, enterprises can:

• Capture and auto-match receipts in real time

• Enforce expense policies tied directly to employee data

• Reimburse employees automatically via payroll

• Integrate corporate card spend seamlessly into the GL

• Provide global, multi-currency compliance reporting

• Eliminate duplicate work by consolidating finance and HR systems

With Rippling, finance leaders spend less time reconciling expenses and more time driving strategy.

Rippling RFP for expense management software example

Ready to evaluate vendors?

This blog is based on information available to Rippling as of September 2, 2025.