Business expenses are a universal source of friction. For the consultant juggling multi-currency receipts on an international trip or the freelancer saving every slip for tax season, the administrative burden is significant. The 'shoebox of receipts' is not a myth; it is a real problem leading to lost reimbursements, wasted hours on manual data entry, and compliance risks.

Pain points like faded thermal paper, forgotten expenses, and the Friday afternoon back-and-forth with accounting are time-consuming and unnecessary. This article evaluates the best apps for tracking business expenses based on their ability to solve these tangible problems. We focus on the specific needs of demanding professionals across Europe (especially DACH), the USA, Canada, Australia, and the UK.

To properly manage expense reporting, a fundamental understanding of financial documentation is crucial, including the key differences between an invoice and a receipt. This knowledge helps ensure you capture the correct information for compliant bookkeeping.

Our goal is to provide a direct, practical comparison to help you select the right tool for your situation. We analyse each application—from mobile-first options like Bill.Dock to enterprise systems like SAP Concur—based on its core function, ideal user, and capacity for challenges like multi-country VAT compliance. Each review includes screenshots and direct links to help you make a fast, informed decision.

1. Bill.Dock

Bill.Dock is a strong choice for professionals who need fast, compliant documentation with minimal manual intervention. It is a simple, mobile-first alternative to complex enterprise procurement tools. The platform’s core function is turning a photo of a receipt or a forwarded email invoice into a complete, audit-ready expense entry, effectively removing the need for manual data entry.

Its AI-driven scanning technology extracts key details with over 95% accuracy on standard receipts, including merchant, date, total amount, and VAT. The system ensures each entry is ready for export without further edits. This focus on immediate compliance is a significant advantage for freelancers, frequent travellers, and small business owners who cannot afford to spend hours correcting expense reports. For professionals in regulated industries like law, architecture, or pharma, this level of documentation is critical.

Key Strengths and Use Cases

Bill.Dock's features directly address common expense management pain points.

• One-Snap Automation: The platform’s primary strength is creating a near-complete expense record from one photo. This is ideal for sales representatives, consultants, and field workers who accumulate many receipts and need to file reports quickly.
• European Compliance Focus: With GDPR-compliant data storage on EU servers (Frankfurt), Bill.Dock is a practical choice for businesses and freelancers operating across Europe, especially in the DACH region.
• Multi-Currency for Travellers: The app supports over 150 currencies, which is essential for professionals who travel internationally and need to manage receipts from different countries without manual calculations.
• Delegate Access: The Enterprise plan includes delegate access, allowing a personal assistant or accountant to manage, categorise, and export expenses on a user's behalf. This is a critical feature for busy executives, consultants, and lawyers.

Understanding the fundamentals of expense management can help you maximise tools like this; for a deeper dive, you can learn more about what expense management entails.

Pricing and Availability

Bill.Dock offers a transparent pricing structure with a 30-day free trial that does not require a credit card.

• Starter: €59 per year.
• Pro: €99 per year.
• Enterprise: €199 per year.

Website: https://www.billdock.io

Practical Considerations

While its automation is effective, Bill.Dock is positioned as a simpler tool focused on individuals, not as a replacement for enterprise procurement systems like Spendesk or Circula. Users should verify specific direct integrations with their accounting software if that is a critical part of their workflow, though clean exports to Excel, CSV, and PDF are standard.

2. Expensify

Expensify is a mature, mobile-first platform well-regarded for its speed in getting from a receipt photo to a fully coded expense report. It balances simplicity for individuals with a feature set that supports growing organisations, making it one of the best apps for tracking business expenses for companies in a growth phase. Its SmartScan technology is quick and generally accurate for capturing receipt data on the go.

The platform includes automated policy checks, mileage tracking, and direct synchronisation with accounting software like QuickBooks Online and Xero. For businesses that adopt its corporate card, the process becomes even more integrated. This tight integration is a key differentiator, though the best pricing is often tied to card usage. A solid system for how to organise receipts digitally is still necessary, but Expensify automates much of the subsequent process.

Ideal User and Key Features

Expensify is best suited for small to medium-sized businesses and frequent travellers who need a robust, all-in-one solution for expense reporting and reimbursement.

• Pricing: Starts with a simple per-active-user monthly fee for small businesses. Control-tier plans offer more features but are priced to encourage adoption of the Expensify Card.
• Pros: The mobile user experience is exceptionally smooth, making receipt capture fast. The platform offers transparent, entry-level pricing.
• Cons: Accessing the best discounts is dependent on significant corporate card spending. It is a solid tool but can be more complex than a dedicated receipt scanner like Bill.Dock for an individual user.

Website: https://www.expensify.com

3. SAP Concur Expense

SAP Concur Expense is an enterprise-grade solution for comprehensive travel and expense (T&E) management. It is a choice for larger businesses that require deep policy automation, strict compliance controls, and robust analytics. Its strength lies in managing complex approval workflows and integrating deeply into a company’s financial and HR systems.

The system connects travel booking, expense reporting, and invoice management. Features like ExpenseIt allow for mobile receipt capture, while integrations with corporate credit cards automatically create expense entries. This high level of integration supports a pre-approval and post-reimbursement audit trail critical for large-scale operations. For finance teams looking to fully automate expense reports within a structured corporate environment, Concur provides a powerful, albeit complex, framework.

Ideal User and Key Features

SAP Concur is best for medium to large enterprises with formal travel policies and complex compliance needs, particularly those already using SAP's suite of business products.

• Pricing: Custom pricing based on company size, features, and transaction volume. Generally positioned at the higher end of the market.
• Pros: Unmatched capabilities for enforcing corporate policies and ensuring audit-readiness at scale. It offers a vast ecosystem of integrations with ERP, HR, and travel providers.
• Cons: The configuration process can be complex and time-consuming. For smaller teams or individuals, the system is over-engineered and the pricing prohibitive. It is not a direct competitor to simpler tools like Bill.Dock or Expensify.

Website: https://www.concur.com

4. Zoho Expense

Zoho Expense stands out by offering a full-featured expense management tool at a price point accessible for small to medium-sized businesses. It is an especially logical choice for companies already in the Zoho ecosystem (e.g., Zoho Books, CRM). Its strength is in providing robust approval workflows and policy controls typically found in more expensive platforms, like Rydoo or N2F.

The platform capably handles core tasks like receipt auto-scanning and mileage tracking. Its multi-level approval system allows for complex routing based on amount or category, giving finance teams granular control. A key differentiator for US-based companies is its built-in, automated GSA-compliant per diem rate handling, which simplifies a common compliance headache for government contractors. Direct ACH reimbursements within the US further complete the expense lifecycle.

Ideal User and Key Features

Zoho Expense is best for SMBs, particularly those already using other Zoho products, that need strong policy enforcement and multi-stage approvals on a budget.

• Pricing: Features a generous free plan for up to three users. Paid plans are very competitively priced per active user per month.
• Pros: The per-user pricing is extremely competitive, and its customisation options for policies and approvals are powerful for the cost.
• Cons: Some of the more advanced travel management features are reserved for the highest-tier plans. The cost can increase if multiple add-ons are required.

Website: https://www.zoho.com/expense

5. QuickBooks Online (Expenses inside QBO)

For businesses committed to the Intuit ecosystem, using the built-in expense capture inside QuickBooks Online (QBO) offers a direct path to integrated bookkeeping. This approach eliminates the need for a separate expense tool, keeping all financial data within a single general ledger. It is a solid choice for freelancers and small businesses in the US, Canada, or UK that prioritise simplicity.

The system works by connecting bank feeds and using the QBO mobile app to capture and categorise receipts directly into the accounting software. This method is effective for basic expense management. Beyond expense management, integrated platforms like QuickBooks Online provide a complete financial overview, often including essential tools such as invoicing software. The familiarity of the QBO interface for many accountants makes it a strong option if collaboration with a bookkeeper is a top requirement.

Ideal User and Key Features

QuickBooks Online’s expense module is best for existing QBO subscribers, particularly sole proprietors and small businesses, who need a straightforward way to keep their books and expense records in one place.

• Pricing: Expense tracking is included within QBO subscriptions, which start at various price points depending on the plan.
• Pros: Having a single system for accounting and expenses reduces the number of tools and potential integration issues. The workflow is familiar to many accountants.
• Cons: The mobile receipt capture is functional but less robust than dedicated apps. Advanced controls for expense submission and approval workflows are often restricted to higher-priced QBO tiers. A German equivalent would be using an integrated tool like Lexware.

Website: https://quickbooks.intuit.com

6. Xero (with Xero Expenses)

For businesses committed to the Xero accounting ecosystem, its integrated Xero Expenses module is a logical and efficient choice. It functions as a built-in feature that posts expense claims directly to the general ledger, providing finance teams with real-time visibility. The mobile app (Xero Me) allows employees to capture receipts, record mileage, and submit claims for approval on the go.

The primary advantage is the seamless integration. Once an expense is approved, it is automatically recorded in the accounts, ready for reconciliation. This removes the need for manual data entry between separate systems, reducing errors and saving administrative time. While it may not have the specialised features of enterprise tools like SAP Concur, its capability is more than sufficient for many small to medium-sized businesses in Australia, the UK, and the USA.

Ideal User and Key Features

Xero Expenses is best for small to medium-sized businesses that use Xero as their primary accounting software and need a simple, integrated solution.

• Pricing: Included with Xero's "Established" and "Growing" subscription plans. It is not available as a standalone purchase.
• Pros: The direct link to the general ledger provides exceptional real-time visibility into cash flow. The user interface is clean.
• Cons: Access to expense features is dependent on subscribing to higher-tier Xero plans. Businesses with highly complex expense approval workflows might find its capabilities limited.

Website: https://www.xero.com/us

7. Rydoo

Rydoo is a modern expense management platform recognized for its user-friendly interface and strong capabilities in handling international compliance. It is particularly well-suited for small to medium-sized businesses scaling globally, offering a robust feature set that addresses the complexities of multi-country operations, including different VAT rules.

The platform’s core strengths include its handling of per diems (daily allowances) and flexible, multi-level approval workflows. Rydoo integrates directly with major accounting software, automating reconciliation. Its focus on compliance across different regions makes it a reliable choice for businesses with employees travelling or working abroad. This attention to global detail differentiates it from more US-centric competitors.

Ideal User and Key Features

Rydoo is best for growing SMBs and international organisations needing a compliant, easy-to-use expense system that can manage complex approval chains and per diem rates.

• Pricing: Offers clear plan tiers with per-active-user monthly billing. Website pricing is displayed in EUR.
• Pros: Excellent support for global compliance, including per diems and specific tax regulations. The active-user billing model prevents paying for unused licenses.
• Cons: The feature set may be more than what a freelancer or very small team requires.

Website: https://www.rydoo.com

8. Navan Expense (formerly TripActions)

Navan Expense, which evolved from the travel-focused platform TripActions, presents a unified solution for companies where business travel is a primary driver of expenses. It integrates travel booking and expense management into a single system, which is its main distinction from tools that only handle receipts post-trip. This design is effective for organisations wanting to control travel spend before it happens.

The platform’s strength lies in its travel-centric features, including an extensive travel inventory, self-service booking changes, and 24/7 agent support. Expenses are handled in real-time through virtual and physical cards, with automated policy enforcement and receipt capture. For finance teams, this means fewer surprises on expense reports and less time spent reconciling travel bookings with actual spend.

Ideal User and Key Features

Navan Expense is best for businesses of all sizes whose expense management needs are closely tied to employee travel and who seek a single platform to manage both.

• Pricing: The Navan Business plan offers a free, accessible starting point for smaller teams. The Enterprise plan unlocks more advanced controls.
• Pros: Its integrated travel and expense model is highly effective. The platform is mature, offering robust travel features.
• Cons: Some of its most powerful capabilities are gated behind the higher-priced Enterprise tier. It may be overly complex for businesses with minimal travel needs.

Website: https://navan.com

9. Emburse Spend (formerly Abacus)

Emburse Spend brings a real-time expense reporting model into the broader Emburse product suite. Its core principle is to treat expenses as they happen, rather than batching them into traditional reports. This makes it one of the best apps for tracking business expenses for US-based teams that prioritise immediate submission, preventing the common Friday afternoon scramble to complete reports.

The platform’s strength lies in its automated, policy-driven workflow. Expenses are checked against company rules at the point of submission, reducing back-and-forth communication. It also provides virtual and physical corporate cards that integrate directly into this workflow. Its integrations with QuickBooks, Xero, and more advanced ERPs like NetSuite make it a practical choice for small to medium-sized US companies.

Ideal User and Key Features

Emburse Spend is best for small to medium-sized businesses in the United States that need a modern, real-time system for managing employee spending.

• Pricing: Offers several tiers, with pricing based on features and the number of transactions per month.
• Pros: The real-time submission workflow is a key benefit for teams wanting to eliminate traditional expense reports.
• Cons: The service is restricted to organisations based in the United States. Key functions like reimbursements are also US-only, making it unsuitable for international teams.

Website: https://www.emburse.com/products/spend

10. Ramp

Ramp is a corporate card and finance automation platform designed to help US-based businesses manage their spending. It combines unlimited virtual and physical cards with integrated expense management, bill payments, and accounting automation. The platform's appeal is its popular free-to-use core plan, which provides substantial functionality for startups and mid-market companies.

The platform is built around its corporate card, which automates much of the expense reporting process. Employees spend on the Ramp card, and the system automatically captures receipt data and categorises transactions. It features robust card controls and automatic synchronisation with accounting software like QuickBooks Online and Xero.

Ideal User and Key Features

Ramp is best for US-based startups and established businesses seeking a unified card and spend management system with strong automation capabilities.

• Pricing: The core platform is free. Ramp Plus is available for a monthly per-user fee and adds more advanced procurement and global control features.
• Pros: The core plan is genuinely free and offers powerful card, bill pay, and expense tools. The user interface is clean.
• Cons: Primarily focused on the US market. The most advanced features for global entities are reserved for the paid Plus or Enterprise tiers.

Website: https://ramp.com

11. Brex

Brex positions itself as a unified spend platform, extending far beyond simple receipt capture. It integrates corporate cards, expense management, global reimbursements, travel, and bill pay into a single system designed for modern companies, particularly startups and scale-ups. Its core value is in providing a consolidated financial operating system where expenses are managed proactively through controls and live budgets.

The platform offers deep integrations with accounting systems like QuickBooks and NetSuite, as well as HRIS platforms. Features such as dynamic approval chains adjust based on the expense amount, which helps growing teams maintain control without creating bottlenecks. For businesses operating internationally, Brex supports multi-entity management, allowing finance teams to oversee spending across different subsidiaries and currencies.

Ideal User and Key Features

Brex is best suited for startups, tech companies, and globally distributed teams that need an all-in-one platform for managing all company spending.

• Pricing: A free "Essentials" plan is available for US-based businesses. The "Premium" plan is priced per user, per month, adding features like travel and bill pay.
• Pros: The platform offers a clear, tiered pricing model, including a functional free plan. It provides extensive partner perks tailored to startups.
• Cons: Accessing advanced multi-entity and global features may require higher-tier enterprise plans.

Website: https://www.brex.com

12. BILL Spend & Expense (formerly Divvy)

BILL Spend & Expense operates on a unique model: it combines corporate cards with a powerful, free expense management software platform. This structure is attractive for small to medium-sized businesses that need to distribute spending power to employees while maintaining strict, proactive budget controls. It allows businesses to issue unlimited virtual and physical cards with pre-set spending limits.

The platform’s strength lies in its budget-first approach. Finance teams can create detailed budgets and instantly assign funds to cards, getting a real-time view of spending. Employees are prompted to capture receipts via the mobile app at the point of sale. This tight integration of card, budget, and software helps companies prevent overspending rather than just report on it.

Ideal User and Key Features

BILL Spend & Expense is best suited for SMBs looking for a free, integrated card and expense management system with strong proactive budget enforcement.

• Pricing: The Spend & Expense platform is free to use. Revenue is generated from interchange fees. Access to a credit line is subject to underwriting.
• Pros: The software's free-to-use model is a major advantage. The system excels at proactive budget controls.
• Cons: The core benefit is tied to using their corporate card. Other modules within the broader BILL suite are priced separately.

Website: https://www.bill.com/product/spend-and-expense

Top 12 Business Expense-Tracking Apps — Feature & Pricing Comparison

Making Your Final Selection: Key Takeaways

Selecting the right tool requires moving beyond feature lists to focus on your operational needs. In this analysis of the best apps for tracking business expenses, a clear distinction emerges. On one side are large-scale platforms like SAP Concur, designed for corporate control and multi-layered approval processes. On the other are focused, efficient tools built for the individual professional whose primary goal is fast, accurate data capture.

For consultants, frequent travellers, freelancers, and small business owners, the complexity of enterprise systems often introduces more friction than it removes. The core problem is not a lack of procurement controls but the time lost to manual data entry, the risk of misplacing a receipt from a multi-currency transaction, and the burden of preparing compliant records for an accountant or tax authorities.

Your Core Requirements Dictate the Best Tool

Your final choice should be guided by an assessment of your primary workflow. Consider these questions:

• Who is the end user? If it is you, a small team, or a client you advise, a mobile-first, user-friendly interface is paramount. A tool designed for a CFO has a different priority set than one for a consultant on the road.
• What is the most significant pain point? Is it the sheer volume of receipts? The variety of currencies? The need for strict compliance in a regulated industry? Or the time spent keying in data for your tax advisor? Identify the single biggest bottleneck and choose the tool that solves it.
• What level of integration is necessary? While platforms like QuickBooks Online and Xero offer built-in expense functions, they may lack the scanning accuracy or multi-currency capabilities of a dedicated tool. Determine if a 'good enough' integrated solution serves your purpose or if a best-in-class dedicated app that exports cleanly is a better investment.
• Where is your data stored? For professionals in Europe, particularly the DACH region, data sovereignty is a critical matter. A provider with EU-based servers and a firm grasp of GDPR offers a significant advantage over US-centric competitors.

Why a Focused Tool Often Wins

For professionals from major consulting firms to self-employed architects, the objective is straightforward: convert a pile of paper and digital receipts into clean, organised data with minimal effort. This is where a dedicated tool like Bill.Dock demonstrates its value. It is not trying to manage corporate card issuance or complex procurement workflows.

Instead, it concentrates on a few critical tasks: high-accuracy receipt scanning, seamless multi-currency handling for over 150 currencies, and simple, secure delegate access for an assistant or accountant. This focus ensures the user experience remains fast and uncluttered. It directly addresses the frustrations of faded thermal paper, chaotic shoeboxes of receipts, and tedious back-and-forth with accounting departments.

Ultimately, the best app for tracking business expenses is the one that fits your process without forcing you to change it. It should feel like a capable assistant, not another layer of administrative work. Before committing, use the free trial periods. Test each app with your most problematic receipts: the long, faded one from the petrol station, the handwritten invoice, and the one in a foreign currency. Your real-world test will quickly reveal which tool is truly built for your needs.

Ready to eliminate the manual work of receipt management? Bill.Dock is designed for busy professionals who need fast, accurate, and compliant expense tracking without the complexity of enterprise software. Start your free 30-day trial today at Bill.Dock and see how quickly you can turn a stack of receipts into organised, actionable data.