Best Expense Management Softwares to Look Out For in 2019


March 14th, 2019 Expense Management  

For most businesses, expense management has always been an area of concern. Good expense management tools do most of the heavy lifting for you by automating the predictable tasks. They take care of the entire expense management process–right from recording expenses to processing reimbursement claims, and generating expense reports.

The system you pick should have an internal approval system that can accommodate your approval hierarchy.

Top 5 Expense Management Software to Look Out For in 2019

Here are some of the best expense management systems:

1. Expensify

Expensify is a web-based expense management solution to manage your expenses in real-time. You can easily scan your receipts, generate and submit expense reports. The system also has an automatic reimbursement system to send the approved amount directly to employees’ bank accounts. It is tightly integrated with accounting software like QuickBooks online, Oracle, Sage, and Xero.

Suitable for: From expense tracking for sole-proprietors to reporting and reimbursements for enterprises, Expensify has a plan for everyone.

Pricing: The basic plan starts at $5/month for SMB’s.

2. Kissflow [ Try for free now   ]

With KiSSFLOW’s powerful workflow-based automation, you can create custom tools that are tailored to suit your exact requirements. You can build powerful forms with simple drag-and-drop functionalities to the expense reimbursement app, which captures all the necessary information.

Once someone submits a request in Kissflow, it moves automatically to the next person in the expense approval chain through simple notifications. There’s also an option to accommodate your expense policies so the system throws up a red flag in case of policy violations.

This makes it easier for the finance teams to approve or reject a claim. You can also set up automated approvals up to the desired limit. Further, you can generate powerful reports that identify unnecessary expenses and offer 360-degree visibility on your spend.

Suitable for: SMBs and Enterprises

Pricing: The small business plan for 25 users starts at $8/user/month

3. Zoho Expense

Zoho Expense is one of the most granular expense management software where you can provide role-based access to employees. It accommodates your approval hierarchy and expense policies and offers plenty of room for customization.

The mobile app comes in handy for both approvers and submitters. It’s also connected to the Zoho Finance Suite to post automatic journal entries to makes the lives of the finance team a little easier.

Suitable for: SMBS and Enterprises

Pricing: There’s a freemium plan for 3 users for just one automated workflow. The premium plan priced at $149/user billed annually comes with a minimum of 10 users and 25 automated workflows.

4. Concur

Concur is a travel and expense management software that lets you take control of every aspect of corporate expense management with a connected, end-to-end solution. Their slick mobile app lets you enforce travel policies and gives you total control over travel expenses.

Suitable for: SMBs and Enterprises

Pricing: The small business plan for 25 users starts at $8/user/month

5. Certify

Certify is an easy-to-use, web-based expense management software that comes with in-built travel management abilities. With mobile receipt capture, automated expense report creation, streamlined process, and workflow. Certify eliminates the need for spreadsheets and paper receipts.

Suitable for: SMBs and Enterprises

Pricing: The basic plan for small and medium businesses for 25 users starts at $8/user/month and the enterprises’ price plan differs with the needs of the organization.

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Must-have features to look for in an expense management software

Every business has unique requirements when it comes to expense management. However, here are some important features almost every business needs.

1. Mobile App

When your salespeople are out there closing deals, it can be frustrating for them to save the receipts for food and travel. It’s crucial to make expense tracking as easy as possible so that requesting reimbursements doesn’t become a full-time job.

A mobile app comes in handy so employees can submit expenses even when they’re on the move.

2. Expense Approval Hierarchy

The expense approval system should accommodate your approval hierarchy and at the same time be flexible enough to let you modify it whenever needed. This is so that, when employees submit their expenses, they should automatically reach the next person in the hierarchy.

3. Corporate Credit Cards

The system should let you add credit cards so that any transaction can be automatically fetched from the credit card statement. This makes it easy for the accounting team during reconciliations.

4. Multi-Currency Expensing

When employees make international trips, the expenses are going to be in a different currency from your own. The expense management tool must be able to record transactions in foreign currencies and convert them to the local currency for accounting purposes.

5. Eliminate Double Entries

Your expense management tool should have integration options with other tools. When you connect your expense reporting system with other systems like accounting software, you can avoid manually entering the same data twice. This not only saves you time but also eliminates human errors.

6. Online Reimbursements

When the finance team approves a claim, you can expedite the reimbursement process by setting up an ACH payment or a direct bank transfer and sending the money directly to the employee’s bank account.

7. Advanced Reporting

The system should give you complete visibility into your spend, and insights into cutting back on expenses. You can analyze employees’ expenses during business trips, identify policy violations, and avoid unnecessary expenses.

Challenges of Using Manual Processes for Expense Management

Manual processes and legacy systems are simply not equipped to meet the requirements of modern business. It’s important to keep, track, and record every expense to identify pitfalls, avoid unnecessary expenses, and cut down on costs.

  • According to the Aberdeen Group, the cost of creating and processing one expense report manually is $41.12, while an automated report costs only $7.17.
  • Recording, processing, and approving expense reimbursement claims can be a major drain of time and resources, especially when the business grows in size.
  • Businesses without a dedicated expense management software have difficulty in enforcing corporate expense policies and expenses tracking.
  • Using manual, outdated systems can be unwieldy and prevents you from getting a glimpse of the complete picture when it comes to your financials.

Build Your Own Expense Management Software With Kissflow

Managing an organization’s expenses is hardly a walk through the park, especially without the right expense approval app. Further, you should have automated processes wherever you can to run a more efficient business. Options like KiSSFLOW can help you with that.

Take KiSSFLOW for a whirl and see how it can give you insights on cutting down expenses. Start your free 14-day trial today.

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