{"id":116019,"date":"2023-09-07T12:36:49","date_gmt":"2023-09-07T10:36:49","guid":{"rendered":"https:\/\/factorialhr.com\/blog\/?p=116019"},"modified":"2026-04-27T18:08:58","modified_gmt":"2026-04-27T16:08:58","slug":"best-expense-management-systems","status":"publish","type":"post","link":"https:\/\/factorialhr.co.uk\/blog\/best-expense-management-systems\/","title":{"rendered":"11 Best Expense Management Systems of 2026"},"content":{"rendered":"<div>\n<p>Suppose you\u2019re still manually managing expenses at your company. In that case, you\u2019re most likely tired of the mountains of paper receipts growing on your desk, waiting long periods of time for reimbursements and enduring the painful process of settling accounts.<\/p>\n<\/div>\n<p>Digitising the process with <strong><a href=\"https:\/\/factorialhr.co.uk\/expense-management-software\" target=\"_blank\" rel=\"noopener\">expense management software<\/a><\/strong><strong> removes the hassle and headaches from expense approvals and repayments<\/strong>. From taking clients out to dinner to riding an early-morning cab to the airport, employees can quickly upload receipts that managers can review instantly.<\/p>\n<p>The hard part? Knowing <i>which<\/i> solution works best and is most suited to your company. In this post, we\u2019ve <strong>rounded up the<\/strong><strong> top 11<\/strong><strong> digital solutions<\/strong>, listing the pros and cons of each, so that you can start simplifying your expense management by the time you\u2019ve finished reading this article.<\/p>\n<div style=\"border: 2px solid #f2f2f2; padding: 20px; margin: 20px 0;\">\n<h3 style=\"margin-top: 0;\">Key Facts: Expense Management in the UK<\/h3>\n<ul>\n<li><strong>What is Expense Management Software?<\/strong> It is a digital tool that automates and simplifies the process of tracking, submitting, approving, and reimbursing employee expenses.<\/li>\n<li><strong>Rising Costs:<\/strong> In early 2026, <a href=\"https:\/\/www.ons.gov.uk\/businessindustryandtrade\/business\/businessservices\/bulletins\/businessinsightsandimpactontheukeconomy\/23april2026\" target=\"_blank\" rel=\"noopener\">40% of UK trading businesses reported an increase in the price of goods or services bought compared to the previous month<\/a>, making cost control essential.<\/li>\n<li><strong>Manual Process Pain:<\/strong> <a href=\"https:\/\/www.expensein.com\/blog\/business-expenses\/best-expense-tracking-software-for-uk-finance-teams-what-to-look-for-why-it-matters\" target=\"_blank\" rel=\"noopener\">Businesses still relying on manual expense processes often face significant administrative burdens<\/a>, with fewer than half having adopted dedicated expense management software.<\/li>\n<li><strong>Compliance is Key:<\/strong> <a href=\"https:\/\/captureexpense.com\/blog\/hmrc-mileage-rates-2026-27\/\" target=\"_blank\" rel=\"noopener\">Effective software ensures compliance with HMRC&#8217;s Approved Mileage Allowance Payments (AMAP)<\/a>, which for the 2026\/2027 tax year remain at 45p for the first 10,000 miles.<\/li>\n<\/ul>\n<\/div>\n<p><strong>Contents<\/strong><\/p>\n<ul>\n<li><a href=\"#what-is\" rel=\"noopener\">What Is an Expense Management System?<\/a><\/li>\n<li><a href=\"#benefits\" rel=\"noopener\">What Are the Benefits of Expense Management Systems?<\/a><\/li>\n<li><a href=\"#how-do\" rel=\"noopener\">How Do You Choose the Right Expense Management System?<\/a><\/li>\n<li><a href=\"#factorial\" target=\"_self\" rel=\"noopener\">1:<\/a> <a href=\"#factorial\">Factorial<\/a><\/li>\n<li><a href=\"#breathe\" rel=\"noopener\">2: BreatheHR<\/a><\/li>\n<li><a href=\"#workday\" rel=\"noopener\">3: Workday<\/a><\/li>\n<li><a href=\"#access\" rel=\"noopener\">4: Access People HR<\/a><\/li>\n<li><a href=\"#sol\" rel=\"noopener\">5: Soldo<br \/>\n<\/a><\/li>\n<li><a href=\"#ple\" rel=\"noopener\">6: Pleo<\/a><b><\/b><\/li>\n<li><a href=\"#yok\" rel=\"noopener\">7: Yokoy<\/a><b><\/b><\/li>\n<li><a href=\"#pre\" rel=\"noopener\">8: Precoro<\/a><b><\/b><\/li>\n<li><a href=\"#sap\" target=\"_blank\" rel=\"noopener\">9: SAP Concur\u00a0<\/a><\/li>\n<li><a href=\"#zoh\" rel=\"noopener\">10: Zoho\u00a0<\/a><\/li>\n<li><a href=\"#spe\" rel=\"noopener\">11: Spendesk<\/a><b><\/b><\/li>\n<\/ul>\n<div class=\"factorial-banner inline-banner banner-demo category-legal-finance\"\n    data-banner-id=\"177029\"\n    data-banner-type=\"demo\"\n    data-category=\"Legal &amp; Finance\">\n    <div class=\"banner-content\">\n        <div class=\"banner-text\">\n                            <h4>Take control of company spending today<\/h4>\n            \n                            <p>From coffee meetings to client dinners, track every expense with tools that make reimbursement fast and financial reporting easy.<\/p>\n            \n                            <a href=\"https:\/\/factorialhr.co.uk\/request-demo\"\n                    class=\"factorial-cta-button not-prose demo btn-brand\" data-cta=\"demo\" data-cta-position=\"inline-banner\">\n                    Get a demo                <\/a>\n                    <\/div>\n\n        <div class=\"banner-image has-image\">\n            <img decoding=\"async\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2025\/09\/29170841\/X-3.png\" class=\"not-prose\" \/>\n        <\/div>\n    <\/div>\n<\/div>\n<h2 id=\"what-is\">What Is an Expense Management System?<\/h2>\n<p>An Expense Management System is a digital tool enabling employees to <strong>effortlessly upload and categorise their expenses and receipts to one centralised system.<\/strong> Managers have the flexibility to review expenses instantly and to either approve or reject reimbursement requests at the click of a button.<\/p>\n<p>The best types will also allow HR or managers to automatically generate detailed expense reports, apply filters to expenses, and extract valuable insights regarding expenditure patterns.<\/p>\n<p>Having all these tools consolidated in a single platform <strong>simplifies the tracking and management of business expenses.<\/strong> It also provides <strong>enhanced visibility and data analytics capabilities,<\/strong> ultimately leading to more accurate expense reporting and ensuring compliance with tax regulations.<\/p>\n<h2 id=\"benefits\">What Are the Benefits of Expense Management Systems?<\/h2>\n<p>Manual expense management has plenty of downfalls, largely due to the risk of human error and the time taken for finance teams and managers to process approvals and reimbursements. Yet, most of these can be remedied by implementing expense management software, which can improve the following:<\/p>\n<ul>\n<li aria-level=\"1\"><b>Cost Control<\/b>: Helps in monitoring and controlling expenses, reducing unnecessary spending, and improving budget management.<\/li>\n<li aria-level=\"1\"><b>Time Efficiency<\/b>: simplifies the expense reporting process, saving time for employees and finance teams by automating tasks like data entry and approval workflows.<\/li>\n<li aria-level=\"1\"><b>Accuracy<\/b>: Minimises human errors and ensures accurate expense tracking and reimbursement calculations.<\/li>\n<li aria-level=\"1\"><b>Compliance<\/b>: Ensures adherence to company expense policies and regulatory requirements, including HMRC compliance for UK businesses, reducing the risk of non-compliance.<\/li>\n<li aria-level=\"1\"><b>Transparency: <\/b>Provides real-time visibility into expenses, enabling better decision-making and forecasting.<\/li>\n<li aria-level=\"1\"><b>Cost Savings:<\/b> Identifies cost-saving opportunities by analysing expense data and trends.<\/li>\n<li aria-level=\"1\"><b>Paperless Workflow<\/b>: Reduces the need for paper receipts and manual paperwork, contributing to environmental sustainability.<\/li>\n<li aria-level=\"1\"><b>Employee Satisfaction<\/b>: Speeds up reimbursement processes, leading to happier employees.<\/li>\n<li aria-level=\"1\"><b>Mobile Accessibility<\/b>: Allows employees to submit expenses and receipts on-the-go, often using a receipt scanning app, improving convenience.<\/li>\n<li aria-level=\"1\"><b>Reporting and Analytics:<\/b> Generates reports and analytics to give deeper insights into company spending and improve financial planning.<\/li>\n<li aria-level=\"1\"><b>Integration: <\/b>smoothly integrates with accounting and ERP systems, such as Xero integration, simplifying financial operations.<\/li>\n<li aria-level=\"1\"><b>Fraud Prevention<\/b>: Detects fraudulent expenses and enhances security measures.<\/li>\n<li><b>VAT Tracking:<\/b> Manages Value Added Tax for compliance and accurate reporting for UK businesses.<\/li>\n<\/ul>\n<h2 id=\"how-do\">How Do You Choose the Best Expense Management System?<\/h2>\n<p>There are lots of factors to take into consideration when deciding between different expense management systems. Companies need to carefully weigh up the criteria to make an informed decision. Follow these steps to find the right fit for your team and avoid integration issues further down the line:<\/p>\n<ol>\n<li aria-level=\"1\"><b>1. Assess Your Needs:<\/b> Begin by outlining your organisation\u2019s specific needs. Consider your expense volume, UK VAT reporting requirements, and necessary integrations with existing accounting systems like Xero, QuickBooks, or Sage.<\/li>\n<li aria-level=\"1\"><b>Research<\/b>: Research different expense management software options, considering factors like features, pricing, user-friendliness, and customer reviews. Perhaps create a comparison table for visibility!<\/li>\n<li aria-level=\"1\"><b>Demo and Trial:<\/b> Request demos and free trials to get a hands-on experience with the software, evaluating how well it aligns with your needs.<\/li>\n<li aria-level=\"1\"><b>Cost Analysis<\/b>: Assess the total cost of ownership, including subscription fees, implementation, and ongoing support costs., according to obviotech.co.uk<\/li>\n<li aria-level=\"1\"><b>Integration Capability:<\/b> Ensure the software can smoothly integrate with your accounting and ERP systems such as Xero.<\/li>\n<li aria-level=\"1\"><b>User Training<\/b>: Evaluate the training and onboarding resources offered by the software provider.<\/li>\n<li aria-level=\"1\"><b>Support and Updates:<\/b> Consider the level of customer support and the frequency of software updates.<\/li>\n<li aria-level=\"1\"><b>Security and Compliance:<\/b> Verify that the software meets security standards and regulatory requirements, especially for HMRC compliance in the UK.<\/li>\n<li aria-level=\"1\"><b>Scalability:<\/b> Choose a solution that can grow with your organisation\u2019s evolving needs.<\/li>\n<li aria-level=\"1\"><b>Stakeholder Input:<\/b> Gather input from key stakeholders within your organisation to make an informed decision. The decision will impact multiple teams so it\u2019s important to get as many opinions as possible!<\/li>\n<\/ol>\n<h2 id=\"factorial\">1: <a href=\"https:\/\/factorialhr.co.uk\" target=\"_self\" rel=\"noopener\"><b>Factorial<\/b><\/a><\/h2>\n<p>Factorial is a <strong>powerful and user-friendly all-in-one HR platform, including expense management software<\/strong>. This solution allows you to simplify the expense approval and reimbursement processes, empowering companies to control their expenditures and save money in the long run. It offers features such as expense request workflows, categorisations, reporting and business expense cards. On average, this tool saves organisations 10 minutes per ticket submitted to spend on more impactful, strategic tasks.<\/p>\n<p>Factorial also offers additional HR tools, making it a <strong>comprehensive solution for managing the employee lifecycle from start to finish<\/strong>. These include <a href=\"https:\/\/factorialhr.co.uk\/document-management\" target=\"_blank\" rel=\"noopener\">document management<\/a> and <a href=\"https:\/\/factorialhr.co.uk\/digital-signature\" target=\"_blank\" rel=\"noopener\">e-signature<\/a>, <a href=\"https:\/\/factorialhr.co.uk\/time-attendance-signing\" target=\"_blank\" rel=\"noopener\">time tracking<\/a>, <a href=\"https:\/\/factorialhr.co.uk\/holidays-leaves-software\" target=\"_blank\" rel=\"noopener\">absence management<\/a>, <a href=\"https:\/\/factorialhr.co.uk\/performance-management\" target=\"_blank\" rel=\"noopener\">performance management<\/a> and more. With its intuitive interface and customisable bundles, this platform is a strong choice for businesses searching for a standalone Expense Management Solution or an all-in-one HR solution.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07112805\/Expenses_Full_Interface-1.png\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07112805\/Expenses_Full_Interface-1.png 1440w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07112805\/Expenses_Full_Interface-1-300x231.png 300w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07112805\/Expenses_Full_Interface-1-1024x789.png 1024w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07112805\/Expenses_Full_Interface-1-768x591.png 768w\" alt=\"expense management software\" width=\"913\" height=\"703\" \/><\/p>\n<h3>Pros<\/h3>\n<p><b>\u2705 <\/b>Free demo<br \/>\n\u2705 Efficiency: Employees and administrators save time with Factorial\u2019s efficiency in expense submission, approval, and reporting.<br \/>\n\u2705 Cost Control: A real-time spend analysis helps businesses identify where to invest and control expenses.<br \/>\n\u2705 Transparency: A clear view of financial resource utilisation improves transparency and control.<br \/>\n\u2705 Employee Empowerment: Reduce administrative workload by allowing employees to track their own expenses and view approval status.<br \/>\n\u2705 Integration: Factorial\u2019s integrated HR and expense management solution offers a range of features and integrations.<br \/>\n<b>\u2705 <\/b>Business <a href=\"https:\/\/factorialhr.co.uk\/corporate-cards\" target=\"_blank\" rel=\"noopener\">prepaid expense cards<\/a> available and integrated with the expense management tool.<br \/>\n\u2705 Receipt scanning app for mobile expense entry.<\/p>\n<h3>Cons<\/h3>\n<p><b>\u274c <\/b>Unable to solely use expense management tool \u2013 must choose a bundle.<br \/>\n\u274c Technical expertise may be necessary to integrate with existing systems.<br \/>\n\u274c Time-consuming to customise platform to meet specific organisational needs.<\/p>\n<p><iframe title=\"YouTube video player\" src=\"\/\/www.youtube.com\/embed\/11YSFAMAPS0?si=-VdC5n0mBwtLXIVB\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n<p>&nbsp;<\/p>\n<h3>Pricing<\/h3>\n<p>Factorial uses a bundle system so customers can choose which features they need. See <a href=\"https:\/\/factorialhr.co.uk\/pricing-plans\" target=\"_blank\" rel=\"noopener\">pricing plans<\/a> for more information.<\/p>\n<div class=\"factorial-banner inline-banner banner-demo category-legal-finance\"\n    data-banner-id=\"167129\"\n    data-banner-type=\"demo\"\n    data-category=\"Legal &amp; Finance\">\n    <div class=\"banner-content\">\n        <div class=\"banner-text\">\n                            <h4>Want see more of Factorial?<\/h4>\n            \n                            <ul class=\"banner-checklist\">\n                                                                        <li class=\"not-prose\">Automate your workflows<\/li>\n                                                                                                <li class=\"not-prose\">Save time &amp; effort<\/li>\n                                                                                                <li class=\"not-prose\">Centralise HR &amp; finance with one platform<\/li>\n                                                            <\/ul>\n            \n                            <a href=\"https:\/\/factorialhr.co.uk\/request-demo\"\n                    class=\"factorial-cta-button not-prose demo btn-brand\" data-cta=\"demo\" data-cta-position=\"inline-banner\">\n                    Get a demo                <\/a>\n                    <\/div>\n\n        <div class=\"banner-image has-image\">\n            <img decoding=\"async\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2025\/09\/01114707\/Discover-banner-factorial-laptop.png\" class=\"not-prose\" \/>\n        <\/div>\n    <\/div>\n<\/div>\n<h2 id=\"breathe\">2: BreatheHR<\/h2>\n<p>BreatheHR is a comprehensive HR software designed for small and medium-sized businesses. Their platform supports companies with their day-to-day HR tasks by centralising employee data, documentation and processes. Their tools range from recruitment and performance to expense tracking and time &amp; attendance.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07113843\/Screenshot-2023-09-07-at-11.38.38.png\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07113843\/Screenshot-2023-09-07-at-11.38.38.png 930w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07113843\/Screenshot-2023-09-07-at-11.38.38-300x201.png 300w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07113843\/Screenshot-2023-09-07-at-11.38.38-768x514.png 768w\" alt=\"expense management software\" width=\"641\" height=\"429\" \/><\/p>\n<h3><b>Pros<\/b><\/h3>\n<p>\u2705 Instant approvals or rejections.<br \/>\n<b>\u2705 <\/b>Receipt information taken from photos and automatically entered into the system.<br \/>\n\u2705 Connect expenses to specific projects or clients.<br \/>\n\u2705 Expenditure reports.<\/p>\n<h3><b>Cons<\/b><\/h3>\n<p>\u274c Expense cards not available.<br \/>\n\u274c Unable to solely use the expense management tool\u2013 must choose a bundle.<br \/>\n\u274c Technical expertise may be necessary to integrate with existing systems.<br \/>\n\u274c Less intuitive interface.<\/p>\n<h3><b>Pricing<\/b><\/h3>\n<p>From \u00a324 per month, per business: 1-10 employees<\/p>\n<h2 id=\"workday\">3: Workday<\/h2>\n<p><img decoding=\"async\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07114138\/screenshot-fins-management-expenses-desktop_11zon.png\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07114138\/screenshot-fins-management-expenses-desktop_11zon.png 2200w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07114138\/screenshot-fins-management-expenses-desktop_11zon-300x192.png 300w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07114138\/screenshot-fins-management-expenses-desktop_11zon-1024x657.png 1024w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07114138\/screenshot-fins-management-expenses-desktop_11zon-768x493.png 768w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07114138\/screenshot-fins-management-expenses-desktop_11zon-1536x985.png 1536w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07114138\/screenshot-fins-management-expenses-desktop_11zon-2048x1314.png 2048w\" alt=\"expense management software\" width=\"877\" height=\"562\" \/><\/p>\n<p>Workday HCM is a cloud-based solution that facilitates workforce planning and payroll processing; their tools mostly support finance and talent management. The platform is largely powered by AI and machine learning and is aimed at helping medium-sized to large companies.<\/p>\n<h3><b>Pros\u00a0<\/b><\/h3>\n<p>\u2705 Instant approvals or rejections.<br \/>\n<b>\u2705 <\/b>User-friendly and informative expense reports with deep analysis.<br \/>\n<b>\u2705 <\/b>Receipt information taken from photos and automatically entered into the system.<br \/>\n\u2705 Uses machine learning to calculate risk scores so managers can easily investigate items.<\/p>\n<h3><b>Cons<\/b><\/h3>\n<p>\u274c Expense cards not available.<br \/>\n\u274c\u00a0 Sometimes expenses are \u201cglitchy&#8221;, and some of the fields are unclear.<br \/>\n\u274c Creating expense reports is not always user-friendly and can take a while to get used to. The system can be slow, and it\u2019s difficult to input new data.<br \/>\n\u274c Cannot create expense reports with unlimited items.<br \/>\n\u274c\u00a0 Cannot add multiple approvals within departments before final approval.<br \/>\n\u274c Limit on number of expense reports available.<\/p>\n<h3><b>Pricing<\/b><\/h3>\n<p>Contact the Workday sales team for a quote.<\/p>\n<h2 id=\"access\">4: Access People HR<\/h2>\n<p>Access People HR is an all-in-one HR software designed for small to mid-sized companies. It covers all of the main HR processes, including talent acquisition, performance management, payroll, and time &amp; attendance. It centralises employee documentation and personal information to digitise and simplify people management and reduce paperwork.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07114326\/Screenshot-2023-09-07-at-11.43.20.png\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07114326\/Screenshot-2023-09-07-at-11.43.20.png 816w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07114326\/Screenshot-2023-09-07-at-11.43.20-159x300.png 159w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07114326\/Screenshot-2023-09-07-at-11.43.20-542x1024.png 542w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07114326\/Screenshot-2023-09-07-at-11.43.20-768x1451.png 768w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/07114326\/Screenshot-2023-09-07-at-11.43.20-813x1536.png 813w\" alt=\"G2 review factorial \" width=\"200\" height=\"378\" \/><\/p>\n<h3><b>Pros\u00a0<\/b><\/h3>\n<p><b>\u2705 <\/b>Employees can submit expense reports.<br \/>\n<b>\u2705 <\/b>Expense management tool available in app so employees can easily upload receipts and submit reimbursement claims.<\/p>\n<h3><b>Cons<\/b><\/h3>\n<p>\u274c Expenses section is an additional tool that needs to be added to the other functions.<br \/>\n\u274c Expense tool is glitchy. Users have spent a lot of time speaking to the helpdesk and, in some cases, have given up trying.<br \/>\n\u274c Must manually enter the details for each expense. The tool does not automatically upload information based on receipts.<br \/>\n\u274c Expenses module only available via mobile app.<\/p>\n<h3><b>Pricing\u00a0<\/b><\/h3>\n<p>With expense management included, starts at \u00a35.50 per employee per month.<\/p>\n<h2 id=\"sol\">5. Soldo<\/h2>\n<p>Soldo is revolutionising expenses by combining company cards with its management platform. Employees no longer need to use their own money, effectively eliminating the hassle of dealing with missing receipts while giving finance teams better control over company spending.<\/p>\n<p>The service equips employees or teams with Soldo cards and allows managers and financial controllers to set spending rules. Soldo is simplifying expenses for businesses of all sizes across Europe, offering scalable solutions for even the most complex organisational structures and tech setups.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110332\/Screenshot-2023-10-16-at-11.03.28-1024x754.png\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110332\/Screenshot-2023-10-16-at-11.03.28-1024x754.png 1024w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110332\/Screenshot-2023-10-16-at-11.03.28-300x221.png 300w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110332\/Screenshot-2023-10-16-at-11.03.28-768x566.png 768w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110332\/Screenshot-2023-10-16-at-11.03.28.png 1200w\" alt=\"expense management soldo\" width=\"1024\" height=\"754\" \/><\/p>\n<h3><b>Pros<\/b><\/h3>\n<p><b>\u2705 <\/b>Quick and easy setup and accessibility for users via browser and app.<br \/>\n<b>\u2705 <\/b>Excellent user experience<br \/>\n<b>\u2705 <\/b>Helpful and clear reporting functions<br \/>\n<b>\u2705 <\/b>Outstanding customer service for quick issue resolution<\/p>\n<h3><b>Cons<\/b><\/h3>\n<p>\u274c Paying per card rather than per user can result in unnecessary expense management.<br \/>\n\u274c Lack of account management functionality on the app<\/p>\n<h3><b>Pricing<\/b><\/h3>\n<p>Starts at \u00a321 per month for basic, or \u00a36.00 per user for pro.<\/p>\n<h2 id=\"ple\">6. Pleo<\/h2>\n<p>Pleo is a leading expense management solution in Europe. It simplifies expenses for businesses by offering smart company cards to employees and keeping track of receipts. With Pleo, companies gain real-time expense visibility and automated expense management while also reducing administrative work.<\/p>\n<p>Over 20,000 companies use Pleo to control their expense reports and receipts, set individual spending limits, and offer real-time purchase tracking. It empowers teams and eliminates the need for reimbursements, saving Pleo admins up to 138 hours annually.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110454\/Screenshot-2023-10-16-at-11.04.50-1024x946.png\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110454\/Screenshot-2023-10-16-at-11.04.50-1024x946.png 1024w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110454\/Screenshot-2023-10-16-at-11.04.50-300x277.png 300w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110454\/Screenshot-2023-10-16-at-11.04.50-768x709.png 768w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110454\/Screenshot-2023-10-16-at-11.04.50.png 1070w\" alt=\"pleo expense management\" width=\"783\" height=\"723\" \/><\/p>\n<h3><b>Pros<\/b><\/h3>\n<p><b>\u2705 <\/b>Easy to use with simple yet detailed categories<br \/>\n<b>\u2705 <\/b>Comprehensive toolbox for managing receipts<br \/>\n<b>\u2705 <\/b>24\/7 customer support<br \/>\n<b>\u2705 <\/b>smooth integration with accounting software<\/p>\n<h3><b>Cons<\/b><\/h3>\n<p>\u274c Challenges arise when handling a backlog of invoices, especially if left until month-end.<br \/>\n\u274c Room to improve the onboarding process to improve user confidence.<br \/>\n\u274c Lack of feedback when submitting receipts<\/p>\n<h3><b>Pricing<\/b><\/h3>\n<p>Pleo has three pricing options starting from \u00a39.50. Start for free for up to three users.<\/p>\n<h2 id=\"yok\">7. Yokoy<\/h2>\n<p>Yokoy is an innovative business spend management solution designed for medium to large enterprises. It offers data-driven insights on expense management, invoice processing, and smart corporate cards in one user-friendly platform.<\/p>\n<p>Yokoy uses artificial intelligence to enhance spending transparency and control. It\u2019s beneficial for companies with 200+ employees who have reported a time saving of up to 90% on expense management, corporate cards, and supplier invoices. Yokoy\u2019s comprehensive solution is available in over 150 countries and languages, making it the go-to choice for simplifying spend management processes worldwide.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110545\/Screenshot-2023-10-16-at-11.05.41-1024x577.png\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110545\/Screenshot-2023-10-16-at-11.05.41-1024x577.png 1024w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110545\/Screenshot-2023-10-16-at-11.05.41-300x169.png 300w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110545\/Screenshot-2023-10-16-at-11.05.41-768x433.png 768w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110545\/Screenshot-2023-10-16-at-11.05.41-688x388.png 688w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110545\/Screenshot-2023-10-16-at-11.05.41.png 1246w\" alt=\"yokoy expense management\" width=\"1024\" height=\"577\" \/><\/p>\n<h3><b>Pros<\/b><\/h3>\n<p><b>\u2705 <\/b>User friendly<br \/>\n<b>\u2705 <\/b>Cost-effective \u2013 users report a 20%-30% reduction in subscription spending<br \/>\n<b>\u2705 <\/b>Intelligent receipt reading, foreign currency management, and credit card integration<br \/>\n<b>\u2705 <\/b>Powerful AI features and smooth ERP integration<br \/>\n<b>\u2705 <\/b>Business expense cards for global teams.<\/p>\n<h3><b>Cons<\/b><\/h3>\n<p>\u274c Virtual cards don\u2019t link to Apple Pay<br \/>\n\u274c Issues with the \u2018Submitters\u2019 search function<br \/>\n\u274c Absence of certain filter functions<br \/>\n\u274c Challenges in managing client expenses because the platform lacks a direct expense-to-client linking option<\/p>\n<h3><b>Pricing<\/b><\/h3>\n<p>Contact Yokoy for current pricing.<\/p>\n<h2 id=\"pre\">8. Precoro<\/h2>\n<p>Precoro is a cloud-based procurement optimisation solution that automates and simplifies the purchasing process. It offers benefits such as:<\/p>\n<ul>\n<li aria-level=\"1\">Faster document approval with email and Slack notifications.<\/li>\n<li aria-level=\"1\">Savings of up to 19% on your purchasing budget.<\/li>\n<li aria-level=\"1\">Enhanced transparency in cash flow and corporate expenses.<\/li>\n<li aria-level=\"1\">Reduction in manual data entry.<\/li>\n<li aria-level=\"1\">Integration with ERPs and other business tools.<\/li>\n<li aria-level=\"1\">Robust security with SSO and 2-factor authentication.<\/li>\n<\/ul>\n<p>Precoro is designed for businesses of all sizes, from SMBs to large enterprises across various industries. Its user-friendly interface, regular updates, and a 14-day free trial make it a valuable tool for simplifying procurement and improving spending visibility and compliance.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110644\/Screenshot-2023-10-16-at-11.06.41-1024x633.png\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110644\/Screenshot-2023-10-16-at-11.06.41-1024x633.png 1024w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110644\/Screenshot-2023-10-16-at-11.06.41-300x185.png 300w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110644\/Screenshot-2023-10-16-at-11.06.41-768x474.png 768w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110644\/Screenshot-2023-10-16-at-11.06.41.png 1240w\" alt=\"precoro expense management\" width=\"1024\" height=\"633\" \/><\/p>\n<h3><b>Pros<\/b><\/h3>\n<p><b>\u2705 <\/b>Quick and helpful report creation<br \/>\n<b>\u2705 <\/b>Effective support from the Precoro team<br \/>\n<b>\u2705 <\/b>User-friendly and easy to implement, especially for non-finance managers<br \/>\n<b>\u2705 <\/b>Valuable search function for finding other users\u2019 POs and integration with QBO<\/p>\n<h3><b>Cons<\/b><\/h3>\n<p>\u274c System glitches sometimes require a restart<br \/>\n\u274c Budget tracking challenges when relying on paper-based systems<br \/>\n\u274c Difficulty in supplier interaction due to the platform\u2019s lack of account management<\/p>\n<h3><b>Pricing<\/b><\/h3>\n<p>Precoro pricing starts from $499 per month for small businesses. UK businesses should confirm GBP pricing upon inquiry. More information is available on their <a href=\"https:\/\/precoro.com\/pricing\/\" target=\"_blank\" rel=\"noopener\">pricing page<\/a>.<\/p>\n<h2 id=\"sap\">9. SAP Concur<\/h2>\n<p>SAP Concur is a leading integrated travel, expense, and invoice management solutions provider. Its top-rated app guides employees through trip planning, smoothly populates expenses into reports, and automates invoice approvals.<\/p>\n<p>By utilising near real-time data and AI-powered auditing, SAP Concur ensures businesses have complete visibility over their spending. It goes beyond automation to offer a fully connected spend management solution that includes travel, expense, vendor invoice, compliance, and risk management, catering to a wide range of businesses, from small businesses to Fortune 500 companies. It\u2019s a versatile tool that can scale with your business\u2019s needs by providing powerful insights and reducing complexity in spending management.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110736\/Screenshot-2023-10-16-at-11.07.33.png\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110736\/Screenshot-2023-10-16-at-11.07.33.png 538w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110736\/Screenshot-2023-10-16-at-11.07.33-189x300.png 189w\" alt=\"SAP concur expenses\" width=\"538\" height=\"856\" \/><\/p>\n<h3><b>Pros<\/b><\/h3>\n<p><b>\u2705 <\/b>Great electronic expense submission and automation \u2013 particularly with automatic payments<br \/>\n<b>\u2705 <\/b>Administrator-friendly<br \/>\n<b>\u2705 <\/b>Easy to use with excellent functionality<br \/>\n<b>\u2705 <\/b>Convenient personal mileage tracking with integrated map<\/p>\n<h3><b>Cons<\/b><\/h3>\n<p>\u274c Onboarding issues<br \/>\n\u274c Challenges with rectifying errors \u2013 users report having to start the process again<br \/>\n\u274c Customer service has room for improvement<\/p>\n<h3><b>Pricing<\/b><\/h3>\n<p>SAP Concur \u2018Automate\u2019 starts at $9 (\u00a37-8) per user per month.<\/p>\n<h2 id=\"zoh\">10. Zoho<\/h2>\n<p>Zoho Expense is a comprehensive travel and expense management tool designed to simplify corporate travel, automate expense reporting, and enhance control over spending. It focuses on reducing overspending, minimising manual intervention, and preventing policy breaches and fraudulent claims.<\/p>\n<p>Zoho Expense offers businesses in over 150 countries insights into discretionary spending to boost productivity, cash flow, and financial health by providing expense report submission, approvals, compliance, fraud detection, card reconciliation, and expense accounting all in one place. It smoothly integrates with existing workflows and allows a high level of customisation to align with an organisation\u2019s processes. Zoho Expense mainly targets mid-market and large enterprises.<\/p>\n<p><img decoding=\"async\" src=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110845\/Screenshot-2023-10-16-at-11.08.41-1024x632.png\" srcset=\"https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110845\/Screenshot-2023-10-16-at-11.08.41-1024x632.png 1024w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110845\/Screenshot-2023-10-16-at-11.08.41-300x185.png 300w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110845\/Screenshot-2023-10-16-at-11.08.41-768x474.png 768w, https:\/\/factorialhr.co.uk\/wp-content\/uploads\/2023\/09\/16110845\/Screenshot-2023-10-16-at-11.08.41.png 1182w\" alt=\"zoho expenses\" width=\"1024\" height=\"632\" \/><\/p>\n<h3><b>Pros<\/b><\/h3>\n<p><b>\u2705 <\/b>User-friendly interface<br \/>\n<b>\u2705 <\/b>Fast implementation<br \/>\n<b>\u2705 <\/b>Flexible and customisable platform<\/p>\n<h3><b>Cons<\/b><\/h3>\n<p>\u274c Steep learning curve<\/p>\n<h3><b>Pricing<\/b><\/h3>\n<p>Zoho Expense has different pricing options, starting at \u00a319 per month. A free trial is also available for up to three users.<\/p>\n<h2 id=\"spe\">11. Spendesk<\/h2>\n<p>Spendesk is a comprehensive spend management platform offering a 7-in-1 solution for businesses. It includes corporate cards, invoice payments, expense reimbursements, budgets, approval workflows, reporting, compliance, and pre-accounting in one user-friendly and scalable system.<\/p>\n<p>Trusted by a diverse range of businesses, from startups to established brands, Spendesk prioritises saving time and money throughout the entire spending process. With its 100% spend visibility, automation, and simplified approval process, Spendesk empowers every employee to take financial responsibility for their company. Additionally, Spendesk simplifies company travel by enabling secure online payments with virtual cards and smart debit cards and efficient invoice processing.<\/p>\n<h3><b>Pros<\/b><\/h3>\n<p><b>\u2705 <\/b>Quick and easy navigation<br \/>\n<b>\u2705 <\/b>Simple expense uploads and approvals<br \/>\n<b>\u2705 <\/b>Friendly and accessible customer support<br \/>\n<b>\u2705 <\/b>Regularly adds new features and enhances existing ones<\/p>\n<h3><b>Cons<\/b><\/h3>\n<p>\u274c Inconsistent functionality<br \/>\n\u274c Lack of clear payment processing timeline<br \/>\n\u274c Unable to support multiple individual charges with one Spendesk card<br \/>\n\u274c Occasional compatibility issues<\/p>\n<h3><b>Pricing<\/b><\/h3>\n<p>Spendesk has three pricing options, including a free trial. Contact them for a custom quote.<\/p>\n<h3>Choosing the Best Expense Management System for Your UK Business<\/h3>\n<p>Ultimately, the best expense management software is one that aligns with your company&#8217;s specific needs, whether that&#8217;s robust multi-currency support for international business, smooth integration with your existing accounting software, or simply providing prepaid cards to control spending before it happens. For UK businesses looking for an all-in-one solution that combines powerful expense management with comprehensive HR features like time tracking, absence management, and payroll, Factorial offers a unified platform designed to scale with your growth.<\/p>\n<div class=\"factorial-banner inline-banner banner-demo category-legal-finance\"\n    data-banner-id=\"177029\"\n    data-banner-type=\"demo\"\n    data-category=\"Legal &amp; Finance\">\n    <div class=\"banner-content\">\n        <div class=\"banner-text\">\n                            <h4>Take control of company spending today<\/h4>\n            \n                            <p>From coffee meetings to client dinners, track every expense with tools that make reimbursement fast and financial reporting easy.<\/p>\n            \n                            <a href=\"https:\/\/factorialhr.co.uk\/request-demo\"\n                    class=\"factorial-cta-button not-prose demo btn-brand\" data-cta=\"demo\" data-cta-position=\"inline-banner\">\n                    Get a demo                <\/a>\n                    <\/div>\n\n        <div class=\"banner-image has-image\">\n            <img decoding=\"async\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2025\/09\/29170841\/X-3.png\" class=\"not-prose\" \/>\n        <\/div>\n    <\/div>\n<\/div>\n<h2>FAQs<\/h2>\n<h3>What is expense management software?<\/h3>\n<p>Expense management software is a digital tool that allows employees to upload and categorise expenses and receipts in a central system. It enables managers to instantly review, approve, or reject reimbursement requests, streamlining the entire process.<\/p>\n<h3>What are the benefits of expense management?<\/h3>\n<p>Key benefits include improved cost control, greater time efficiency through automation, and increased accuracy in expense tracking. It also ensures compliance with company policies, provides real-time spending visibility, and speeds up employee reimbursements.<\/p>\n<h3>How do I choose an expense management system?<\/h3>\n<p>Assess your company&#8217;s specific needs, then research options based on features, pricing, and user-friendliness. Request demos or free trials and ensure the software can integrate with your existing accounting systems before making a final decision.<\/p>\n<h3>What is the best software for expense management?<\/h3>\n<p>The best software offers a comprehensive solution that simplifies the entire process. Factorial, an all-in-one business management software, streamlines expense approvals, provides business expense cards, and generates detailed reports, giving you complete control over company spending.<\/p>\n<h3>How do you manage employee expenses?<\/h3>\n<p>You can manage employee expenses by setting clear policies, using corporate cards, and implementing expense management software to automate the process.<\/p>\n<blockquote><p><em><span class=\"notion-enable-hover\" data-token-index=\"0\">The information presented on this page is based on publicly available sources and not limited to breathhr.com, workday.com, soldo.com, pleo.io, sap.com, zoho.com, spendesk.com, Capterra public reviews, G2 public reviews, and trustpilot public reviews<\/span><span class=\"notion-enable-hover\" data-token-index=\"2\">. <\/span><span class=\"notion-enable-hover\" data-token-index=\"3\">The comparisons between Factorial and other providers, are intended solely for the illustration of the respective software features, pricing and functionalities. All information regarding features, prices, and integrations may be subject to change without prior notice. Factorial assumes no liability for the accuracy, completeness, or timeliness of the information presented. We recommend contacting the respective providers directly to obtain the most accurate and up-to-date information. All legal regulations regarding spanish fair advertising and competition law are fully observed by us; if you have any concerns, please reach out to us. The comparisons presented do not constitute a final evaluation or recommendation for any provider, but serve solely as an informational source.<\/span><\/em><\/p><\/blockquote>\n<p><script type=\"application\/ld+json\">\n{\n  \"@context\": \"https:\/\/schema.org\",\n  \"@graph\": [\n    {\n      \"@type\": \"Article\",\n      \"headline\": \"11 Best Rated Expense Management Software of 2026\",\n      \"description\": \"Top 11 expense management software for UK businesses. Streamline approvals, control costs, and ensure HMRC compliance.\",\n      \"datePublished\": \"2026-04-27\",\n      \"dateModified\": \"2026-04-27\",\n      \"mainEntityOfPage\": {\n        \"@type\": \"WebPage\",\n        \"@id\": \"https:\/\/factorialhr.co.uk\/blog\/best-rated-expense-management-software\/\"\n      },\n      \"author\": {\n        \"@type\": \"Organization\",\n        \"name\": \"Factorial HR\",\n        \"url\": \"https:\/\/factorialhr.com\"\n      },\n      \"publisher\": {\n        \"@type\": \"Organization\",\n        \"name\": \"Factorial HR\",\n        \"logo\": {\n          \"@type\": \"ImageObject\",\n          \"url\": \"https:\/\/factorialhr.com\/logo.png\"\n        }\n      }\n    },\n    {\n      \"@type\": \"FAQPage\",\n      \"mainEntity\": [\n        {\n          \"@type\": \"Question\",\n          \"name\": \"What is expense management software?\",\n          \"acceptedAnswer\": {\n            \"@type\": \"Answer\",\n            \"text\": \"An expense management software is a digital tool that allows employees to upload and categorise expenses and receipts in a central system. It enables managers to instantly review, approve, or reject reimbursement requests, streamlining the entire process.\"\n          }\n        },\n        {\n          \"@type\": \"Question\",\n          \"name\": \"What are the benefits of expense management?\",\n          \"acceptedAnswer\": {\n            \"@type\": \"Answer\",\n            \"text\": \"Key benefits include improved cost control, greater time efficiency through automation, and increased accuracy in expense tracking. It also ensures compliance with company policies, provides real-time spending visibility, and speeds up employee reimbursements.\"\n          }\n        },\n        {\n          \"@type\": \"Question\",\n          \"name\": \"How do I choose an expense management system?\",\n          \"acceptedAnswer\": {\n            \"@type\": \"Answer\",\n            \"text\": \"Assess your company's specific needs, then research options based on features, pricing, and user-friendliness. Request demos or free trials and ensure the software can integrate with your existing accounting systems before making a final decision.\"\n          }\n        },\n        {\n          \"@type\": \"Question\",\n          \"name\": \"What is the best software for expense management?\",\n          \"acceptedAnswer\": {\n            \"@type\": \"Answer\",\n            \"text\": \"The best software offers a comprehensive solution that simplifies the entire process. Factorial, an all-in-one business management software, streamlines expense approvals, provides business expense cards, and generates detailed reports, giving you complete control over company spending.\"\n          }\n        },\n        {\n          \"@type\": \"Question\",\n          \"name\": \"How do you manage employee expenses?\",\n          \"acceptedAnswer\": {\n            \"@type\": \"Answer\",\n            \"text\": \"You can manage employee expenses by setting clear policies, using corporate cards, and implementing an expense management software to automate the process.\"\n          }\n        }\n      ]\n    }\n  ]\n}\n<\/script><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Suppose you\u2019re still manually managing expenses at your company. In that case, you\u2019re most likely tired of the mountains of paper receipts growing on your desk, waiting long periods of time for reimbursements and enduring the painful process of settling accounts. Digitising the process with expense management software removes the hassle and headaches from expense<a href=\"https:\/\/factorialhr.co.uk\/blog\/best-expense-management-systems\/\" class=\"read-more\"> [&#8230;]<\/a><\/p>\n","protected":false},"author":151,"featured_media":187844,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[338],"tags":[],"class_list":["post-116019","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-legal-finance"],"acf":{"topics":"expense-management"},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v21.5 (Yoast SEO v21.9.1) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>11 Best Expense Management Systems 2026 | Factorial<\/title>\n<meta name=\"description\" content=\"Top 11 expense management software for UK businesses. 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