The best expense reporting software for employees makes receipt capture, approval and reimbursement simple, with clear rules for managers and finance. Ramp and Brex start at $0 per user per month, while Zoho Expense starts at $3 per user per month when billed annually. Expensify, Sage Expense Management and Rydoo work with cards a company already uses.
We compared 8 options for best expense reporting software for employees. Each profile below lists the price, free plan, pros and cons as published by the company.
On this page
Best expense reporting software for employees: comparison table
Swipe the table sideways on a phone to see every column.
| # | Name | Best for | Starting price | Free plan / trial | Link |
|---|---|---|---|---|---|
| 1 | Ramp | US teams that want cards, expenses and bill pay in one place | $0 per user per month | Yes | Visit |
| 2 | Expensify | Teams that want to keep their current cards | $5 per member per month | Yes | Visit |
| 3 | Zoho Expense | Small teams that want low per user pricing | $3 per user per month | Yes | Visit |
| 4 | Brex | Startups and growing companies that want cards and controls | $0 per user per month | Yes | Visit |
| 5 | Navan | Teams that travel often and want booking plus expenses | Free for first 5 expensing users, then $15… | Yes | Visit |
| 6 | SAP Concur | Large companies with detailed travel and expense rules | From $7 per expense report | No | Visit |
| 7 | Sage Expense Management | Finance teams that want real time card feeds | $11.99 per active user per month | No | Visit |
| 8 | Rydoo | Mid size teams in several countries | $9 per user per month | No | Visit |
The 8 best best expense reporting software for employees, in detail
Ramp
Best for: US teams that want cards, expenses and bill pay in one place
Ramp gives employees a card, a mobile flow for receipts and a clear place to complete expenses by SMS or Slack. The free tier includes automatic receipt collection and matching, spend limits, bill pay, reimbursements and basic accounting rules. Managers can set limits, and finance can see spend in one place instead of chasing paper receipts at month end.
- Plus costs $15 per user per month, plus a platform fee based on team size, with a 20 percent saving on annual billing.
- Plus adds NetSuite, Sage Intacct and other accounting integrations, AI coding, multi-entity support, AI driven expense reviews, auto lock for cards wh
- Enterprise is custom priced.
- A team should ask for the platform fee in writing before it budgets for Plus.
Pros
- Free entry tier with unlimited cards
- receipt collection and matching
- QuickBooks Online and Xero sync on the free tier
Cons
- Plus adds a platform fee based on team size that Ramp does not publish
- NetSuite and Sage Intacct sync need Plus
Expensify
Best for: Teams that want to keep their current cards
Expensify focuses on the expense report itself, from photo capture to approval and reimbursement. Employees can photograph a receipt, and SmartScan reads the details to reduce manual typing. Collect, at $5 per member per month, includes approvals, reimbursements, categories, tags, bill pay, third party card feeds, global reimbursements, QuickBooks and Xero sync and travel.
- The Submit plan is free for individuals.
- The main limit is policy depth on Collect.
- A company that needs multi-level approval chains, custom rules, audit logs and deeper accounting integrations will need Control, which Expensify lists
- The rate can change with card use and contract terms, so a buyer should get the exact figure for its own workspace first.
Pros
- Works with existing corporate cards
- SmartScan receipt capture
- global reimbursements on Collect
Cons
- Multi-level approvals need Control
- Control is custom priced from $9 per active member per month
Zoho Expense
Best for: Small teams that want low per user pricing
Zoho Expense is a direct option for a small team that wants expense reports, approvals and accounting sync. The free plan covers up to 3 users, with receipt capture, expense reports, mileage by GPS, multi-currency expenses and 5 GB of receipt storage. Standard costs $4 per user per month billed monthly, or $3 billed annually, and adds corporate card management, real time card feeds, multiple expense policies and direct bank reimbursements.
- Premium costs $6 per user per month billed monthly, or $5 billed annually, and adds travel booking, per diem management, live budget tracking, advance
- The scan limit is the detail to check.
- Free and trial users get 20 receipt scans per user per month, Standard users get 200, and Premium users get 1,000.
- A team with many small receipts each week should count its monthly scans first.
Pros
- Free plan for up to 3 users
- Standard starts at $3 per user per month billed annually
- mileage and multi-currency expenses included
Cons
- Receipt scans are limited to 20 per user per month on the free plan and 200 on Standard
- no corporate card is issued by Zoho Expense itself
Brex
Best for: Startups and growing companies that want cards and controls
Brex combines corporate cards with expense management, bill pay, reimbursements and travel booking. Essentials, at $0 per user per month, includes global card acceptance and one local card program, AI powered custom rules, accounting integrations, local currency wires, travel booking, real time reporting, API access and bill pay. Finance gets a live view of spend by category, vendor and department.
- Premium costs $12 per user per month and adds multiple customizable expense policies, dynamic review chains, AI powered compliance audit detection, ad
- Enterprise is custom priced and adds unlimited entities, local card issuance and a named account manager.
Pros
- Essentials is $0 per user per month
- includes cards, bill pay, reimbursements and travel booking
- real time reporting included
Cons
- Essentials is limited to up to two entities
- multiple expense policies need Premium at $12 per user per month
SAP Concur
Best for: Large companies with detailed travel and expense rules
SAP Concur is the long established choice for large companies that need detailed control over travel, expense and invoice spend. The pricing page lists Base from $7 per expense report, Plus from $11 per expense report, and Premium as custom priced, all with unlimited users. Base includes Concur Expense.
- Plus adds ExpenseIt, the User Support Desk and reporting.
- Premium adds Concur Travel and Intelligence.
- Per report pricing changes the budget math.
- A company with 500 employees where only 100 people file a report in a month would be charged for those reports, not for 500 seats.
Pros
- Unlimited users on published tiers
- per report pricing suits occasional filers
- broad travel, expense and invoice modules on higher tiers
Cons
- Receipt capture with ExpenseIt is not included in Base
- Premium is custom priced and is the only published tier that includes Concur Travel
Sage Expense Management
Best for: Finance teams that want real time card feeds
Sage Expense Management, formerly Fyle, is built for finance teams that want to see card spend as it happens. Employees can submit expenses by text message, email, Slack, Gmail or Outlook, and card feeds bring transactions in with receipt matching. Growth costs $11.99 per active user per month billed annually, with a minimum billing of 5 users.
- Business costs $14.99 billed annually, with a minimum billing of 10 users.
- Enterprise is custom priced for enterprises with 250 or more employees.
- Business adds multi-org, multi-stage and policy driven approvals, ACH reimbursements in the US only, project expense tracking, custom data exports and
- Some integrations carry a one-time implementation fee, and optional single sign on can carry an extra fee on Business.
Pros
- Works with existing cards
- only active users are charged
- unlimited expense tracking and real time card feeds on Growth
Cons
- No free plan
- Growth has a 5 user minimum and Business has a 10 user minimum
- implementation support carries a one-time fee
Rydoo
Best for: Mid size teams in several countries
Rydoo is a European expense tool that handles mileage, per diems and multi-country rules in one place. Essentials costs $9 per user per month when billed annually, or $12 when billed monthly, starting at 5 users. It includes a mobile app with a receipt scanner, unlimited expenses, mileage expenses, a single approval flow, basic integrations with Uber, Lyft and Slack, and PDF and Excel exports.
- Pro costs $11 billed annually, or $14 billed monthly, and adds per diems, custom policies, multilevel approvals, automated card reconciliation and acc
- Business starts at 30 active users and Enterprise starts at 50 active users, both with custom pricing.
- Those tiers add Rydoo Cards, API access, SFTP access, advanced approval workflows and, on Enterprise, SAML single sign on and an insights dashboard.
- Rydoo states a fair billing policy for Business and Enterprise, where a company only pays for active users.
Pros
- Per diem support in 15 or more countries on Pro
- multi-currency expenses
- local legal and tax compliance features
Cons
- No free plan
- Essentials has a 5 user minimum
- reimbursements are listed on Business and Enterprise only, not on Essentials or Pro
How we chose
We compared vendor pricing pages opened on 2026-11-12 and plan comparison tables for each tool. We kept tools that cover the full employee flow: capture a receipt, submit an expense, route it for approval, and send it to accounting. We checked whether the tool works with a company card, with a card the company already uses, or with both. We also checked the billing unit, because a per user price, a per active user price and a per report price lead to very different monthly totals. We did not claim hands-on testing, and we did not use review scores, awards or customer counts to rank the tools.
What to check before you buy
Check the billing unit first. Ramp, Zoho Expense, Brex, Navan, Sage Expense Management and Rydoo charge by user or by active user, while SAP Concur charges by expense report and Expensify charges by member. Count how many people actually file expenses each month, not just how many people work at the company. Then check the limits behind the headline price: receipt scan limits on Zoho Expense, the 5 user minimum on Sage Expense Management and Rydoo, the 2 entity limit on Brex Essentials, and the platform fee on Ramp Plus.
Check accounting sync next. Confirm that the tool connects to the accounting system you use, and whether the sync is one way or two way. Check how reimbursements are handled, how long they take, and whether the tool supports direct bank transfers in your country. Check card rules if you plan to use the vendor card: who can get a card, what limits apply, and what happens when a receipt is late. Finally, ask about setup time, data migration, training and support hours.
Decision table by team size and budget
| Team size and pattern | Likely best fit | Monthly cost at the listed starting price |
|---|---|---|
| 1 to 3 people, few receipts | Zoho Expense free plan | $0 for up to 3 users |
| 5 to 10 people, light travel | Zoho Expense Standard or Expensify Collect | $15 to $30 for 5 users on Zoho Standard annual billing; $25 to $50 for 5 to 10 members on Expensify Collect |
| 10 to 25 people, card spend | Ramp Free or Brex Essentials | $0 per user per month on the entry tier, before card and payment fees |
| 10 to 25 people, keep current cards | Expensify Collect or Sage Expense Management Growth | $50 to $125 for 10 to 25 members on Collect; $59.95 minimum for 5 active users on Growth |
| 25 to 100 people, frequent travel | Navan Business | $0 for the first 5 monthly expensing users, then $15 per user per month for each extra expensing user |
| 25 to 100 people, several countries | Rydoo Pro or Sage Expense Management Business | $275 to $1,100 for 25 to 100 users on Rydoo Pro annual billing; $149.90 minimum for 10 active users on Business |
| 100 or more people, occasional filers | SAP Concur Base | From $7 per expense report, with unlimited users |
| 100 or more people, strict policy control | Brex Premium or SAP Concur Plus | $1,200 for 100 users on Brex Premium; from $11 per expense report on Concur Plus |
Frequently asked questions
What is the best expense reporting software for employees?
The best choice depends on how your team spends and files expenses. Ramp and Brex suit teams that want a free entry tier with cards. Expensify and Sage Expense Management suit teams that want to keep current cards. Zoho Expense suits small teams on a low budget, while SAP Concur suits large companies.
How much does expense reporting software cost per user?
Entry prices in this list range from $0 per user per month on Ramp Free and Brex Essentials to $15 per user per month on Ramp Plus and Navan Expense after the first 5 users. Zoho Expense starts at $3 per user per month billed annually, Expensify Collect starts at $5 per member per month, and Rydoo starts at $9 billed annually.
Is there free expense reporting software for employees?
Yes, several tools in this list have a free tier. Ramp Free is $0 per user per month, Brex Essentials is $0 per user per month, Zoho Expense is free for up to 3 users, Expensify Submit is free for individuals, and Navan Expense is free for the first 5 monthly expensing users.
Do employees need a company card to use expense software?
No, employees do not need a company card for every tool in this list. Expensify, Zoho Expense, Sage Expense Management and Rydoo work with personal cards and existing corporate cards. Ramp, Brex and Navan are built around their own card programs, so they work best when the team uses those cards.
What should managers check in an expense report?
Managers should check the receipt, the date, the amount, the category, the business purpose and whether the spend follows company policy. A good tool flags missing receipts, duplicate claims and out of policy items before approval. Finance should also check the accounting code and whether the report is ready to sync to the ledger.
How long does it take to set up expense reporting software?
Setup time varies by tool and by how many rules, users and integrations a company needs. A small team with one approval flow and one accounting system can often start in days. A larger company with several entities, custom policies and an ERP sync should allow more time for configuration, testing and training.
Sources
- https://www.ramp.com/
- https://ramp.com/pricing
- https://www.expensify.com/
- https://use.expensify.com/pricing
- https://www.zoho.com/expense/
- https://www.zoho.com/us/expense/pricing/
- https://www.brex.com/
- https://www.brex.com/pricing
- https://www.navan.com/
- https://navan.com/pricing
- https://www.concur.com/
- https://www.concur.com/about/pricing
- https://www.fylehq.com/
- https://www.fylehq.com/pricing
- https://www.rydoo.com/
- https://www.rydoo.com/pricing
Prices and features were read on each company’s own website in November 2026. They change often, so confirm the current offer on the official site before you sign up or buy.