Best Small-Business Expense Trackers of 2025
Business expense trackers organize your expenses and highlight where you spend the most money. Consider what features you need and the cost of the software.
Learn more Using software to track your expenses can save you time and money and help your employees operate more efficiently. In addition, it provides insight into your business’s spending habits, making your life (and your accountant’s) a whole lot easier come tax season.
Consider business expense trackers that are made specifically for your most common type of spending. For example, if your employees drive a lot for work, narrow your choices to software products that primarily track mileage. Additionally, make sure the tracker integrates with your accounting software
Here are some of the best business expense trackers for small businesses.
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Best Small-Business Expense Trackers
| Product | Best for | NerdWallet rating | Starting at | Promotion | Learn more |
|---|---|---|---|---|---|
 QuickBooks Online on QuickBooks Online's secure website | Accounting software with business expense tracking features | $35/month Additional pricing tiers (per month): $65, $99, $235. | 90% off for first three months or free 30-day trial. | on QuickBooks Online's secure website | |
 FreshBooks on FreshBooks' secure website | Accounting software with business expense tracking features | $21/month Additional pricing tiers (per month): $38, $65, custom. | 50% off for 6 months. 30-Day Money Back Guarantee. | on FreshBooks' secure website | |
 Xero on Xero's secure website | Accounting software with business expense tracking features | $20/month Additional pricing tiers (per month): $47, $80. | 90% off for 6 months. | on Xero's secure website | |
 Zoho Expense on Zoho Expense's secure website | Mobile expense tracking app | $0 Additional pricing tiers (per user per month): $5, $9, custom. | 14-day free trial | on Zoho Expense's secure website | |
 Expensify | Overall business expense tracker | $5/month Per user. Additional pricing tiers (per user per month): $9 under annual subscription. | N/A | ||
 SAP Concur Expense | Business expense tracker for midsize and enterprise businesses | N/A | 15-day free trial |
Best Small-Business Expense Trackers
Starting at
$35/month
Additional pricing tiers (per month): $65, $99, $235.
Promotion
90% off
for first three months or free 30-day trial.
on QuickBooks' website
Pros
- Easy to share information with your accountant and to find QuickBooks experts and online resources if needed.
- More than 750 app integrations.
- Robust feature set includes record-keeping, reporting, invoicing and inventory management, plus a capable mobile app.
- Chat and phone support available Monday through Saturday in all plans.
Cons
- Expensive compared with the competition.
- Frequent price increases and a tendency toward upselling.
- Limited account users with each plan.
QuickBooks Online
Best for Accounting software with business expense tracking features
Starting at
$35/month
Additional pricing tiers (per month): $65, $99, $235.
Promotion
90% off
for first three months or free 30-day trial.
on QuickBooks' website
Pros
- Easy to share information with your accountant and to find QuickBooks experts and online resources if needed.
- More than 750 app integrations.
- Robust feature set includes record-keeping, reporting, invoicing and inventory management, plus a capable mobile app.
- Chat and phone support available Monday through Saturday in all plans.
Cons
- Expensive compared with the competition.
- Frequent price increases and a tendency toward upselling.
- Limited account users with each plan.
Starting at
$21/month
Additional pricing tiers (per month): $38, $65, custom.
Promotion
50% off
for 6 months. 30-Day Money Back Guarantee.
on FreshBooks' website
Pros
- Stay in touch with clients through the FreshBooks mobile app and get notified when invoices have been viewed or become overdue.
- Intuitive, customizable invoicing capabilities compete with those of more robust accounting solutions.
- Track time and add billable hours to invoices in all plans.
- Weekday phone support in all plans.
Cons
- Highest-tier Select plan only comes with two users (additional users add $11 per month) and lower-tier plans put limits on billable clients.
- Least expensive plan lacks double-entry accounting reports, bank reconciliation and accountant access.
FreshBooks
Best for Accounting software with business expense tracking features
Starting at
$21/month
Additional pricing tiers (per month): $38, $65, custom.
Promotion
50% off
for 6 months. 30-Day Money Back Guarantee.
on FreshBooks' website
Pros
- Stay in touch with clients through the FreshBooks mobile app and get notified when invoices have been viewed or become overdue.
- Intuitive, customizable invoicing capabilities compete with those of more robust accounting solutions.
- Track time and add billable hours to invoices in all plans.
- Weekday phone support in all plans.
Cons
- Highest-tier Select plan only comes with two users (additional users add $11 per month) and lower-tier plans put limits on billable clients.
- Least expensive plan lacks double-entry accounting reports, bank reconciliation and accountant access.
Our pick for simple accounting software
Starting at
$20/month
Additional pricing tiers (per month): $47, $80.
Promotion
90% off
for 6 months.
on Xero's website
Pros
- Unlimited users in all pricing plans.
- Integrates with more than 1,000 third-party apps.
- Feature set includes an excellent mobile app and suite of reports, capable invoicing features, plus automated bill and receipt capture through Hubdoc.
- Simple layout and easy to use.
Cons
- No inbound phone customer support (callbacks are available, though).
- Entry-level plan limits bills and invoices to five and 20 per month, respectively.
- Must subscribe to the highest-tier Established plan to claim expenses.
Our pick for simple accounting software
Xero
Best for Accounting software with business expense tracking features
Starting at
$20/month
Additional pricing tiers (per month): $47, $80.
Promotion
90% off
for 6 months.
on Xero's website
Pros
- Unlimited users in all pricing plans.
- Integrates with more than 1,000 third-party apps.
- Feature set includes an excellent mobile app and suite of reports, capable invoicing features, plus automated bill and receipt capture through Hubdoc.
- Simple layout and easy to use.
Cons
- No inbound phone customer support (callbacks are available, though).
- Entry-level plan limits bills and invoices to five and 20 per month, respectively.
- Must subscribe to the highest-tier Established plan to claim expenses.
Starting at
$0
Additional pricing tiers (per user per month): $5, $9, custom.
Promotion
14-day free trial
on Zoho Expense's website
Pros
- Offers a free plan.
- All plans, even the free one, include popular accounting software integrations.
- Extensive list of expense management features, many included in the lowest-tier paid plan.
- Feature-rich mobile apps for iOS, Android, iPad, Mac and Apple Watch.
Cons
- User and receipt scan limits in free plan may necessitate upgrading to a paid plan.
Zoho Expense
Best for Mobile expense tracking app
Starting at
$0
Additional pricing tiers (per user per month): $5, $9, custom.
Promotion
14-day free trial
on Zoho Expense's website
Pros
- Offers a free plan.
- All plans, even the free one, include popular accounting software integrations.
- Extensive list of expense management features, many included in the lowest-tier paid plan.
- Feature-rich mobile apps for iOS, Android, iPad, Mac and Apple Watch.
Cons
- User and receipt scan limits in free plan may necessitate upgrading to a paid plan.
Starting at
$5/month
Per user. Additional pricing tiers (per user per month): $9 under annual subscription.
Bonus
$0
Pros
- Integrates with popular accounting and HR software.
- Can scale as your business grows.
- Includes many features beyond expense tracking, including invoicing, bill pay and travel management.
Cons
- Pricing isn’t fully transparent.
- Per-user pricing can add up quickly if you have more than a few employees.
Expensify
Best for Overall business expense tracker
Starting at
$5/month
Per user. Additional pricing tiers (per user per month): $9 under annual subscription.
Bonus
$0
Pros
- Integrates with popular accounting and HR software.
- Can scale as your business grows.
- Includes many features beyond expense tracking, including invoicing, bill pay and travel management.
Cons
- Pricing isn’t fully transparent.
- Per-user pricing can add up quickly if you have more than a few employees.
Promotion
15-day free trial
Pros
- Automated features make expense capture and reporting quick and easy.
- In-depth dashboards and reporting for business spend insights.
- Integrates with QuickBooks and Xero.
Cons
- Lack of pricing transparency.
SAP Concur Expense
Best for Business expense tracker for midsize and enterprise businesses
Promotion
15-day free trial
Pros
- Automated features make expense capture and reporting quick and easy.
- In-depth dashboards and reporting for business spend insights.
- Integrates with QuickBooks and Xero.
Cons
- Lack of pricing transparency.
Our picks for the best business expense trackers
Xero
Best accounting software with business expense tracking features
Price
Why we picked it: Xero is one of NerdWallet’s top-rated accounting software products. As an integrated accounting solution, Xero includes tools to help your small business track and manage expenses. The expense tracking features include receipt scanning, mileage tracking, a dashboard and reporting capabilities, as well as an employee mobile app for easy mileage tracking and expense report submission. Choosing an all-in-one accounting solution like Xero that includes expense management can help you consolidate software subscriptions and, overall, save money. Read our full Xero Accounting review
QuickBooks Online
Best accounting software with business expense tracking features
Price
Why we picked it: As one of the most ubiquitous accounting solutions on the market, QuickBooks Online has built well-rounded software that includes invoicing and bill management, project management, payment processing, reporting and mileage and expense tracking. If you’re already using QuickBooks for small-business accounting, then you may not need to look outside the product’s existing features to meet expense tracking needs. The software lets you connect business bank accounts to automatically monitor and categorize expenses, scan and upload receipts and generate reports to monitor spending and expenses. And the mobile app lets you track expenses and miles, among other capabilities, on the move. Read our QuickBooks Online review
FreshBooks
Best accounting software with business expense tracking features
Price
Why we picked it: FreshBooks is NerdWallet’s top pick for accounting software for freelancers accounts payable FreshBooks review
Expensify
Best overall business expense tracker
Price
Why we picked it: Expensify’s business expense tracking features include unlimited receipt scanning, the ability to import personal and business credit card transactions and next-day reimbursement on approved expense reports. Expensify integrates with a variety of other applications, such as Uber and Lyft for automatic receipt import, QuickBooks and Xero human resources
To access lower pricing for paid plans, business owners can use Expensify’s business credit card and pay their subscription annually as opposed to monthly. The company offers plans for self-employed entrepreneurs, too.
Zoho Expense
Best mobile expense tracking app
Price
Why we picked it: Zoho Expense offers a solid set of features in its free plan, including mileage tracking, personal card connections, customer and project tracking and accounting integrations. Upgrading to a paid plan opens a host of additional features related to travel, card spending and management, expense reports, budgets and more. Zoho Expense integrates with other business software
SAP Concur Expense
Best expense tracker for midsize and enterprise businesses
Price
Why we picked it: As part of SAP’s ecosystem of enterprise-level business software, Concur Expense places an emphasis on data security, policy compliance and automated technology capabilities. That along with the company’s quote-based pricing makes it a likely fit for medium- and enterprise-sized businesses. Concur’s additional software for travel management and invoicing round out a complete spend management solution for businesses.
How do business expense trackers work?
Business expense trackers are typically accessible online or with an app on your mobile device. When you sign up with a provider, you will receive an account and access for a set number of employees.
Sign-up processes differ from product to product, but most trackers require some basic business and banking information. To get the most out of the software, you'll want to link it to a business checking account business credit card
Business expense trackers organize expenses and highlight where you spend the most money. They can also help you avoid overspending. For instance, you can group all inventory marketing cash flow
How to choose a business expense tracker
Most business expense trackers contain at least a couple of the following features. Determine which trackers have the best versions of the features you plan to use most.
Compliance
All expense tracking software must comply with the Sarbanes-Oxley Act (SOX), also known as the “Public Company Accounting Reform and Investor Protection Act.” The purpose of SOX is to protect investors by improving the accuracy and reliability of corporate disclosures.
In addition, all business expense tracker apps should provide data storage for up to seven years. This is required by the IRS should an audit request ever be made.
Integrations
Your business expense tracker should integrate with your accounting software for the smooth transfer of information between stakeholders within the company. Most applications will integrate with major providers, such as QuickBooks and Xero.
User interface
If employees will be submitting expenses on behalf of the business, it should be easy for them to get set up and use the software. Finding a platform that is simple and accessible can save you logistical headaches down the road. If you have employees outside of the country, you will want to make sure they can access the software in their local language and submit expenses in their local currency (the software should do the conversion).
Mobile access
Part of being user-friendly means also having a robust mobile app. After all, the best way to track expenses is to input them into your system as soon as possible.
To that end, your app should have receipt image capture technology. This allows you to snap pictures of receipts with your phone and upload them directly to the app. The best business expense trackers have optical character recognition, which automatically converts handwritten or printed text into machine-encoded text, allowing you to glean as much specific information as possible from receipts without manually entering any information.
Analytics
Your business expense tracker should be able to organize expense data to help you better understand where your money is going. For example, you should be able to see the differences in spending week to week, month to month and year to year. You should also be able to create budgets and assign expenses to a specific project to see if you are spending within your means.