7 Best business expense trackers

Still manually tracking your business expenses with spreadsheets and paper receipts? You’re not alone, but you could save time and effort by using a business expense tracker on your phone or computer to quickly scan and record expenses ready to submit as expense claims or enter into your accounting software.

Expense management software handles the entire process of tracking, reporting, and reimbursing employee expenses while giving you complete control over company spending. These tools work differently from traditional methods. They capture expense data the moment it happens, providing real-time spending insights that help you maintain an accurate picture of your business finances. 

There are some great efficiency gains when you move away from a manual system of recording expenses. The right expense tracking solution allows you to submit claims instantly and manage supporting documents with ease, transforming what used to be a tedious monthly task.

We’ve tested dozens of options to bring you the 7 best business expense trackers available for UK businesses in 2025. Each solution on our list simplifies expense reimbursement and reconciliation while saving you hours every week on administrative tasks. Managing a growing team or simply need better visibility into your company finances? Our practical recommendations will help you find the right tool for your specific needs.

Pleo

Pleo gives businesses complete control over spending through smart card solutions paired with expense automation. Over 40,000 customers trust their expense management to Pleo, making it a major player in the UK market for businesses looking to simplify their financial processes.

Pleo Features

Pleo centres its expense management approach around smart cards that work with powerful spending tools:

• Smart cards with spending limits – Physical and virtual Mastercard options with customisable spending limits for each employee
• Reimbursements management – A centralised system for handling out-of-pocket expenses, allowing teams to manage, approve and process expenses in one place
• Accounts payable automation – Handles workflows from purchase orders to payments, eliminating manual processing
• Real-time expense tracking – Instantly captures spending data across all cards and expenses
• Automated receipt capture – Digital and audit-proof receipt capturing eliminates paper storage
• Apple Pay functionality – Recently added for additional payment flexibility

Pleo also offers dedicated solutions for specific business needs including marketing spend, travel expenses, everyday purchases, and software/IT expenditures.

Pleo Pricing

Pleo offers four pricing tiers with annual billing providing notable savings:

• Starter – Free for up to 3 users. Basic expense automation and bookkeeping
• Essential – £39/month (yearly billing) with 3 users included and £11/additional user. Adds reimbursements, mileage tracking, vendor cards and approval workflows
• Advanced – £89/month (yearly billing) with 3 users included and £14.50/additional user. Includes 0.5% cashback, multi-entity management, and advanced card controls
• Beyond – £179/month (yearly billing) with 3 users included and £17.50/additional user. Features 0.75% cashback, spending insights, and premium support

The cashback feature particularly appeals to businesses with significant expenses, as it’s capped at the total subscription cost including platform and user fees.

Pleo Integrations

Pleo’s integration capabilities make it particularly powerful for businesses with established accounting systems:

• Accounting software – Direct connections with Xero, QuickBooks, Sage 50/200/200c, and many others
• ERP systems – Works with Microsoft Dynamics 365 Business Central, NetSuite and more
• HR systems – BambooHR and AFAS Software integrations simplify employee onboarding and automate offboarding
• Other tools – Connects with cash flow tools like Agicap and offers Slack notifications

These integrations enable faster reconciliation, better user management and automated digital receipt capture, saving finance teams considerable time.

Pleo Best For

Pleo works effectively for businesses of various sizes, though certain organisations will find particular value:

• Small businesses – The Starter and Essential plans provide affordable expense management for small teams
• Multi-entity companies – Advanced features allow control across different business entities
• Businesses with high travel expenses – The TravelPerk integration and travel expense features make managing travel spending straightforward
• Companies seeking automation – Businesses looking to save time on manual expense tasks benefit significantly, with admins saving an average of 138 hours yearly

User feedback shows 99% feel secure using Pleo and 90% report satisfaction with the platform. For businesses wanting to eliminate expense reports and speed up month-end reconciliation, Pleo offers a complete solution that works with existing systems.

Payhawk

Payhawk brings together corporate cards and automated processes to eliminate manual expense tasks. This unified platform gives finance teams full control over company spending while making expense workflows simple for employees.

Payhawk Features

Payhawk’s expense management focuses on automation and real-time visibility:

• Smart corporate cards – Issue physical and virtual Visa cards in seconds with customisable spending limits and policies
• Automated receipt collection – The mobile app sends automatic reminders to employees for outstanding receipts, ending the chase for documentation
• Real-time transaction monitoring – Finance teams can observe expenses as they happen, approving or denying fund requests instantly
• Budget tracking – Budget owners gain live visibility over their project spending, comparing actual versus planned expenditures
• Subscription management – Track recurring payments across both bank accounts and company cards, with alerts for upcoming charges
• OCR technology – Extract data from receipts in over 65 languages, automating expense categorisation

The platform also offers custom approval workflows that match your organisational structure. Managers can review team spending directly from mobile devices, giving them flexibility to approve expenses during their workday without interruption.

Payhawk Pricing

Payhawk offers several pricing options for different business needs:

• Growth Programme – £149/month for small UK businesses, including 10 debit cards, 15 invoices/month, and up to 8 employee users plus 2 admin/accountant seats
• Additional cards – £99/month for 10 extra cards in the Growth Programme
• Extra users – £99/month for 10 additional employee users or £19/month per admin/accountant

Larger organisations get more comprehensive plans, though specific pricing isn’t publicly disclosed. These plans include additional features like multi-entity management, budget control, and credit options not available in the Growth Programme.

Transaction fees vary by card type. Payhawk charges no domestic or international POS fees for both debit and credit cards. ATM withdrawals cost 0.5% (minimum £2.00) domestically for debit cards and 2.99% (minimum £5) for credit cards.

Payhawk Integrations

Payhawk connects seamlessly with popular accounting and business systems:

• Accounting software – Native integrations with Xero, QuickBooks Online, and Exact Online
• ERP systems – Oracle NetSuite, Microsoft Dynamics 365 Business Central, Microsoft Dynamics 365 Finance
• HR platforms – Over 50 HRIS integrations including Hibob, Deel, Personio, and BambooHR
• Travel management – TravelPerk and Egencia integrations for streamlined travel expense processing
• VAT reclaim – 60dias integration for VAT recovery

These integrations ensure expense data flows automatically to your accounting systems, eliminating manual uploads. Payhawk syncs expenses in real-time rather than batch processing, making month-end reconciliation faster and more accurate.

Payhawk Best For

Payhawk works particularly well for:

• Growing businesses – The Growth Programme provides essential expense management tools at an affordable entry point for smaller companies
• International organisations – Support for multiple currencies (GBP, EUR, USD, BGN, RON, DKK, PLN) and low FX fees for others
• Companies seeking efficiency – Businesses report 80% less manual work and 99.7% of expenses reconciled without back-and-forth communication
• Multi-entity businesses – Consolidated control across different business entities with unified spend visibility

Customers frequently mention the time-saving aspects of Payhawk. Discordia reports boosting employee productivity by over four times after implementing the platform. Finance teams particularly appreciate the automated receipt collection and real-time expense visibility that eliminates the need to chase employees for documentation.

Moss

Launched in 2020, Moss takes a modular approach to expense management through its all-in-one spend management platform. This UK-based solution combines corporate card functionality with automated expense tracking, helping finance teams save significant time on administrative tasks.

Moss Features

Moss delivers a toolkit for managing company expenses across multiple channels:

• Customisable corporate cards – Issue unlimited virtual and physical cards with adjustable spending limits and custom approval workflows for different teams or categories
• Smart receipt management – Capture receipts through the mobile app or via email integration, with automatic reminders for missing documentation
• Month-end closing acceleration – Automate expense categorisation and coding with two-way sync to accounting software, reducing closing time by up to 70%
• Real-time spending visibility – Monitor all transactions as they happen across the company with detailed reporting by employee, team, and category
• Invoice management – Extract data from invoices automatically, enabling paperless processing and approval routing
• Budget controls – Set spending limits for individuals, teams, and departments with instant visibility into budget usage

What sets Moss apart from competitors is its truly integrated approach. The platform collates all company spending—whether on corporate cards, invoices, or out-of-pocket expenses—into a single dashboard.

Moss Pricing

Moss uses a modular pricing structure based on selected features and transaction volume:

• Free plan – Available for basic needs with either cards (up to 3 users with unlimited cards) or accounts payable (up to 20 invoices monthly)
• Paid plans – Starting from £99/month with unlimited users, cards, and invoices
• Physical cards – One free per user on paid plans, with additional cards at £9 each
• Chargeback fee – £25 flat fee for disputed transactions

Unlike many competitors, Moss charges a single platform fee regardless of user numbers. This allows businesses to onboard entire teams without additional costs. Businesses only pay for the features they use, with the option to add or remove modules as needs change.

Moss Integrations

Moss connects with over 40 business tools across several categories:

• Accounting software – Native integrations with Xero, QuickBooks, Sage, Microsoft Business Central, Oracle NetSuite, and more
• HRIS tools – Connects with Personio, Workday, BambooHR, HiBob, and dozens of other HR platforms to simplify employee onboarding and offboarding
• SSO providers – Support for Google Cloud Identity, Microsoft Azure, and Okta for secure access management
• Business travel – Integration with TravelPerk for travel expense management

These integrations create a seamless end-to-end journey, ensuring data consistency across systems without manual data entry. Moss syncs with Xero’s chart of accounts to maintain consistent expense categorisation, making reconciliation effortless.

Moss Best For

Moss provides specific value for:

• Early-stage SMBs – The modular approach allows growing businesses to adopt only the features they need today, then expand as they scale
• Companies with distributed spending – The platform excels at maintaining control over company spend regardless of how distributed it becomes
• Businesses seeking automation – Companies like Joblift achieved 100% receipt collection and saved two weeks of admin time monthly
• Organisations looking to accelerate month-end – Snocks cut their month-end close by 70% after implementing Moss

Finance leaders benefit from Moss through real-time insights, faster reimbursements, and significant error reduction without complex implementation. The platform’s flexibility makes it adaptable to organisations of all sizes. Many businesses report substantial time savings—Pizza Pilgrims, for example, saves one full day of administrative work monthly.

Capture Expense

Over 20,000 users trust Capture Expense to handle their expense management, processing £18 million in expenses monthly. This cloud-based solution takes you from receipt capture through to reimbursement and reporting without the usual headaches.

Capture Expense Features

Capture Expense tackles the daily frustrations of expense management head-on:

• Receipt scanning and management – OCR technology pulls data from receipts in seconds, so you can bin the paperwork and ditch the manual typing
• Vehicle mileage calculator – Google-powered calculations with HMRC-approved fuel rates handle your travel expenses automatically
• Corporate card reconciliation – Your corporate card transactions feed directly into the system, matching up with receipts and invoices without you lifting a finger
• Expense reporting – Watch your spending data appear in reports as expenses happen, giving you the insight to plan ahead rather than react later
• Reimbursements – Create and submit expenses with one click. Less time faffing about, fewer mistakes
• Policy enforcement – Set your company rules once, then let the system catch out-of-policy claims before they become problems

What sets Capture Expense apart is how it meets your team where they work. Send a receipt via WhatsApp, Slack, or Teams, and it automatically becomes an expense claim. No special apps to remember or extra steps to forget.

Capture Expense Pricing

Capture Expense keeps pricing straightforward:

• Free Trial – 14 days to see if it fits your business
• Business Plan – £6 monthly per active user. Includes receipt scanning, mileage calculator, multi-currency support, approval workflows, and card reconciliation
• Enterprise Plan – Custom pricing adds single sign-on, ERP integration, open banking, advanced reporting, linked organisations, and dedicated account management

Volume discounts are available for larger teams, making it more economical as your business grows.

Capture Expense Integrations

Capture Expense connects with over 50 back-office systems, so your expense data ends up exactly where it needs to be. The platform uses API-powered connections across accounting, payroll, and HR systems through documented RESTful services.

Popular accounting software integrations include Xero, QuickBooks, Sage 50/200, Microsoft Dynamics 365 Business Central, and NetSuite. These connections eliminate the tedious job of moving data between systems manually, cutting down errors and saving hours each week.

Every transaction gets recorded precisely with automated pre-accounting setup, while maintaining a complete audit trail of every expense. Your finance team can focus on growing the business instead of chasing missing receipts.

Capture Expense Best For

Capture Expense works particularly well for:

Small to medium businesses – Built specifically for SMEs with pricing and features that make financial management simpler, not more complex

Companies ready to automate – Perfect for businesses tired of manual data entry and approval bottlenecks who want their time back

Teams needing detailed insights – Build reports by role, team, department, office, cost centre, or project to understand exactly where your money goes

Multi-currency operations – Handles international spending seamlessly, ideal for businesses with global reach

Finance teams get comprehensive data overviews that reveal spending trends, help monitor expenses, and maintain control over budgets and cashflow. Employees enjoy faster reimbursements and can submit expenses from anywhere, anytime.

Circula

Founded in Berlin in 2017, Circula has grown into an intelligent employee finance platform that makes expense management simpler for modern businesses across the UK. The platform specialises in travel expenses, reimbursements, and meal allowances through AI-powered automation.

Circula Features

Circula’s platform offers several intelligent capabilities that go beyond basic expense tracking:

• AI-powered expense management – Automatically extracts receipt data and predicts categories, reducing manual input by up to 92% while ensuring GoBD compliance
• Corporate credit cards – Physical and virtual VISA cards with individual limits of up to €750,000, offering full administrator control over transactions
• Employee benefits – Tax-optimised suite including digital meal vouchers, mobility budgets, and on-the-go resources to boost employer branding
• Automated policy enforcement – AI detects policy violations, receipt issues, and compliance conflicts before expenses are submitted
• Streamlined approvals – Project-based approvals and customisable workflows reduce administrative burden without requiring IT support

Circula separates itself from other expense trackers through its focus on automation. Finance teams report 75% time savings on expense reports. The platform automatically converts currencies, calculates mileage, and matches receipts to transactions. This eliminates most manual tasks involved in expense management.

Circula Pricing

Circula uses usage-based pricing with several tiers:

Expense Management:

• Starter – £9 per licence monthly (minimum 10 licences) with basic features including mobile app and automated per diems
• Professional – £14 per licence monthly (minimum 10 licences) adding physical/virtual credit cards and essential integrations
• Professional Plus – Custom pricing with advanced features like standardised imports/exports and dedicated customer success management

Employee Benefits:

• Individual benefits available separately starting at £2-6 per licence monthly
• Package deals combining multiple benefits at discounted rates

Circula charges only for active users, making it cost-effective for companies with occasional users. This differs from competitors with fixed monthly costs.

Circula Integrations

Circula connects with numerous business systems:

Accounting/ERP Systems – Direct interfaces with DATEV, SAP, Microsoft Dynamics 365, Exact Online, Sage 200, and other accounting systems enable automated data transfer

HR Platforms – Integrations with Personio and Workday automatically sync employee data, simplifying onboarding and offboarding

Travel Management – Connections to TravelPerk and Onesto import travel bookings directly for expense reporting

Additional Tools – VAT reclaim capabilities through WAY2VAT for both domestic and foreign expenses

The platform’s ability to integrate with over 50 different back-office systems helps reduce closing time by up to 40%. This happens by eliminating manual data entry between systems.

Circula Best For

Circula works ideally for:

Mid-sized companies – Primarily targeting businesses with approximately 200 employees in non-digital sectors

German and Central European businesses – The platform is optimised for German tax legislation with additional European localizations available

Companies seeking automation – Organisations looking to eliminate manual tasks, with 84% of CFOs reporting increased productivity after implementation

Businesses with complex approval flows – The configurable workflow options allow companies to match their internal processes without requiring IT intervention

Finance teams using Circula report being five times more productive. 87% of CFOs note increased employee satisfaction throughout their companies. This improvement stems from the platform’s intuitive interface, which has earned over 7,000 positive reviews from satisfied users.

Divvy

Part of BILL’s financial ecosystem, Divvy takes a different approach to expense management. The platform combines expense management software with smart corporate cards, giving businesses complete control over their spending while automating time-consuming reporting tasks.

Divvy Features

Divvy tackles expense management through several key capabilities:

• Automated expense reporting – Expenses are ready to upload immediately, eliminating the need to reconcile credit card statements with expense management systems and saving up to 12 hours monthly
• Corporate cards with controls – Both physical and virtual Mastercard options allow companies to set spending limits for individual employees, creating clear boundaries for business expenses
• Real-time expense tracking – Live expense reporting lets employers see costs as they emerge, creating a dynamic picture of company finances
• Budget management – Set and track departmental or project budgets with immediate visibility into spending patterns, helping teams stay within financial guidelines
• Receipt capture – Automated receipt matching through the mobile app simplifies documentation and ensures proper record-keeping
• Fraud protection – Virtual cards for vendors and subscriptions provide enhanced security through 256-bit SSL encryption

Divvy’s reimbursement process deserves particular attention. The two-step approval process gives finance teams control while ensuring employees receive prompt payment for out-of-pocket expenses.

Divvy Pricing

Divvy breaks from traditional pricing models with its freemium approach:

The core expense management platform costs nothing to use, with no hidden fees or contracts. Divvy makes money through interchange fees—small amounts charged to merchants when employees use their Divvy cards.

Businesses can also earn rewards based on their spending patterns:

• Weekly, semi-monthly, and monthly reward options
• Cash back, travel credits, statement credits, and gift cards available
• Companies report earning enough rewards to cover significant travel costs—almost £8,000 in some cases

Businesses wanting additional features can choose from paid tiers:

• Divvy Pro – £3.97 per user monthly with custom fields and enhanced support
• Divvy Enterprise – Custom pricing with additional training and integration services

Divvy Integrations

Divvy connects smoothly with popular business systems:

Accounting software – Direct integrations with QuickBooks, Xero, NetSuite, and Intacct enable automated data transfer

Business tools – Connects with Slack for quick approval workflows, simplifying expense management for teams already using the platform

HR systems – Integrates with various HRIS platforms to help with employee onboarding and expense management

Travel services – Lyft Business integration makes business travel expense tracking easier

New users should update their chart of accounts under expense mapping to ensure Divvy transactions log correctly in accounting software. If your accounting software lacks direct integration, you can export CSV files for manual import.

Divvy Best For

Divvy works particularly well for:

Small and medium businesses – The free platform makes advanced expense management accessible to growing companies

Companies focused on efficiency – Businesses save an average of 12 hours monthly on expense management tasks

Organisations wanting cost savings – Users report average monthly savings of £8,441.92 through improved expense control and rewards

Companies with distributed teams – The mobile app allows employees to manage expenses on the go, making it ideal for businesses with remote workers

Divvy enjoys strong user satisfaction, with 94% of users saying they would recommend the platform to others. Companies like Calendly have saved 7-10 hours monthly and approximately £11,910-£20,000 yearly on expense reporting since implementing Divvy.

Emburse

Manual expense reporting costs UK businesses nearly £46.06 per report, with erroneous reports requiring an additional £41.30 to correct. Emburse tackles this inefficiency by streamlining expense management processes through automation, potentially reducing per-report costs to under £7.94.

Emburse Features

Emburse replaces manual tasks with time-saving automation that enhances spend control and visibility:

• Mobile receipt capture – Snap & Send technology allows immediate receipt processing through the mobile app
• Automated expense creation – The platform can automatically populate expense reports from corporate card charges
• Intelligent policy enforcement – Built-in business rules alert employees about preferred vendors and spending limits
• Advanced audit capabilities – Machine learning detects anomalies against defined business rules, preventing fraud at point of sale
• Real-time reporting – The advanced business intelligence engine converts spend data into actionable reports

The results speak for themselves. iCAD reduced expense report processing times by 67% and saved their accounting team 208 hours annually. Tampico Beverages saved up to 10 hours monthly for their finance team. These aren’t isolated cases—they represent the kind of efficiency gains businesses consistently achieve with Emburse.

Emburse Pricing

Emburse Expense Professional doesn’t offer a free version or trial period. The platform operates on a subscription model with pricing details available upon request. However, companies typically see significant cost savings after implementation, with one organisation reducing monthly transactional spend by approximately 70% after switching from Concur.

Emburse Integrations

Integration capabilities represent one of Emburse’s key strengths:

Emburse integrates directly with major ERP systems including NetSuite, Intacct, and QuickBooks—often in just 30 minutes. Additional accounting integrations include Xero, Sage, Microsoft Dynamics, Oracle ERP Cloud, and Acumatica. Beyond accounting, Emburse connects with business tools like Salesforce, Slack, Amazon Business, and Lyft.

Security concerns? Emburse provides industry-leading protection through certifications including SOC1, SOC2, PCI DSS, ISO 27001, and ISO 27701.

Emburse Best For

Emburse works exceptionally well for:

Mid-sized organisations – Businesses processing around 200 reports monthly can save nearly £111,182.42 annually by switching from manual processes

Companies with distributed teams – Mobile-first technology enables expense management from any location

Businesses seeking fraud reduction – Employees using manual systems are twice as likely to commit fraud compared to those using automated solutions

Organisations with paper-heavy processes – Pharmacists Mutual saved 4,800 sheets of paper annually after implementing Emburse

Emburse’s AI-driven automation capabilities help finance teams focus on strategic activities instead of chasing receipts or manually reconciling expenses. When you consider the cost of manual processing versus the efficiency gains, the business case becomes compelling for most mid-sized organisations.

Comparison Table

Need a quick way to compare your options? This table breaks down the key details for each expense tracker we’ve reviewed.

Business expense software

Managing business expenses manually eats up valuable time that could be better spent growing your business. Throughout this review of the top expense trackers for UK businesses in 2025, one thing becomes clear: automation cuts administrative burden while improving financial visibility and control.

Each of these seven solutions offers distinct strengths. Pleo excels with its smart card system and solid integrations. Payhawk stands out for international businesses with its real-time transaction monitoring. Moss delivers remarkable flexibility through its modular approach. Capture Expense provides exceptional mileage tracking capabilities. Circula focuses on AI-powered automation with strong policy enforcement. Divvy offers an attractive free platform with substantial rewards. Emburse specialises in reducing fraud through advanced audit capabilities.

When selecting the right expense tracker for your business, consider several key factors. First, assess your specific needs regarding team size, spending patterns, and current pain points. Next, evaluate which features would deliver the most significant time savings for your finance team. Additionally, check compatibility with your existing accounting software to ensure smooth integration. Finally, compare pricing structures against your budget constraints.

The right expense management solution can change financial operations completely. Many businesses report saving several hours weekly on administrative tasks after implementation. This time saving translates directly to cost reduction—companies using these platforms frequently report 60-80% less manual work and tens of thousands in annual savings.

Don’t forget the VAT and HMRC compliance and receipt management: all the platforms offer features specifically designed for UK tax regulations, including proper VAT handling and HMRC-approved mileage calculations.

The best expense tracker is the one that aligns perfectly with your business requirements while delivering meaningful efficiency improvements. Though implementing a new system requires some initial setup time, the long-term benefits make this investment worthwhile for businesses of all sizes.

FAQs