Best business expense trackers for Australian companies

Key takeaways

• A business expense tracker is software that automatically records, categorises, and reports company spending – replacing manual receipt collection and spreadsheets, and making tax time far less painful.

• When choosing a tracker for your Australian company, the most important things to check are Australian Taxation Office (ATO) compliance, Goods and Services Tax (GST) handling, multi-currency support, and native integrations with accounting tools like Xero, QuickBooks, or NetSuite.

• Modern fintech platforms like Airwallex go beyond basic expense tracking by combining Corporate Cards, Expense Management, and Bill Pay in one place – so Australian businesses managing local and international spend don't need to juggle multiple tools.

Managing business expenses used to mean shoeboxes full of receipts, end-of-month spreadsheet marathons, and frantic searches for that one missing tax invoice before your Business Activity Statement (BAS) was due. For Australian companies – especially those paying overseas suppliers or reimbursing staff who travel – the complexity only grows. The right expense tracker cuts through that noise. This article reviews the best options available to Australian businesses, explains what to look for before you commit, and shows how Airwallex brings cards, expenses, and bill payments together in one place.

What is a business expense tracker?

A business expense tracker is software that records every company purchase, sorts it into the right category, and stores the receipt automatically. Think of it like a digital receipts folder that also sorts, flags, and syncs everything for you. The practical result: your finance team spends less time chasing paperwork and has cleaner records ready when tax time comes around.

It's worth knowing the difference between expense tracking and spend management, because the two terms get used interchangeably but they're not the same thing. Expense tracking records what's already been spent. Spend management also controls what gets spent before it happens – through card limits, pre-approval workflows, and policy rules. Platforms that offer both give finance teams visibility and control, not just a record of the damage after the fact.

Here's how the process typically works, end to end:

1. Employee makes a purchase: A staff member pays for a business expense – a client lunch, a software subscription, or a flight.

2. Receipt is captured: They photograph the receipt in a mobile app, or the transaction is pulled automatically from a linked corporate card.

3. AI categorises the expense: The software reads the receipt using optical character recognition (OCR) – a technology that converts images of text into readable data – and assigns it to the right category, such as "travel" or "meals."

4. Approval is routed: The expense goes to the relevant manager for sign-off, following whatever rules your business has set.

5. Data syncs to accounting software: Once approved, the transaction flows directly into Xero, QuickBooks, or whichever accounting tool you use – no manual data entry required.

The best business expense trackers for Australian companies

If you're comparing expense trackers, the options range from standalone receipt-scanning apps to full spend management platforms that include corporate cards and international bill payments. Below is a side-by-side look at the leading tools, evaluated on the criteria that matter most locally – ATO compliance, GST handling, multi-currency support, and accounting integrations.

Airwallex

Airwallex is a global financial operating system that brings Corporate Cards, Expense Management, and Bill Pay together in one place, built natively on a multi-currency wallet. Rather than bolting an expense tool onto a separate card product, everything sits in one platform – so approvals, receipts, and payments all follow the same workflow.

• Corporate Cards: Physical and virtual multi-currency cards issued in Australia, with spend controls and card limits set by employee or team. On the Grow tier, you receive up to 50 free Company Cards with Apple Pay and Google Pay.

• Expense Management: AI-powered receipt capture using OCR, automated categorisation, a mobile app for on-the-go submissions, and multi-conditional approval workflows.

• Bill Pay: Upload, approve, and pay domestic and international invoices with AI data extraction and multi-layer approvals – no separate payment tool needed.

• Accounting sync: Native integrations with Xero, QuickBooks, and NetSuite, so approved expenses flow directly into your accounts without manual entry.

• Multi-currency wallets: Hold and spend in local currencies across 20+ countries without forcing a conversion on every transaction, and receive payments from 70+ countries.

To access expense management features you’ll need the mid-tier Grow plan, which is available for A$99 per month. Australian digital services consultancy Bilue reduced accountancy costs by approximately 20% by bringing its accounts payable in-house with Airwallex Bill Pay – a real signal of what consolidating cards, expenses, and payments onto one platform can do for a finance team's workload.

Pros:

• Multi-currency cards and wallets in one platform

• AI receipt capture and automated categorisation

• Low-cost monthly fee for Australian businesses

• Native Xero, QuickBooks, and NetSuite sync

• Covers cards, expenses, and bill pay without switching tools

Cons:

• Physical POS not yet available

• Smaller integration library than Expensify or SAP Concur

Expensify

Expensify is a standalone expense management app known for its SmartScan receipt capture and integrated travel booking. It's a solid option for teams that need straightforward reimbursement workflows and already have corporate cards from another provider.

• Receipt scanning: SmartScan uses OCR to extract the merchant name, date, and amount from a photo – employees just snap a picture and move on.

• Approval workflows: Multi-level approval chains with custom policy rules, so the right manager reviews the right expenses.

• Card reconciliation: Import transactions from existing Australian-issued cards and match them to submitted receipts automatically.

• Accounting integrations: QuickBooks, Xero, NetSuite, and Sage Intacct.

Expensify is A$8 per active member per month for the Collect plan and the Control plan has custom pricing that starts from A$30 per active member per month.

Pros:

• Accurate SmartScan receipt capture

• Broad accounting software compatibility

• Mobile app

Cons:

• Per-active-user pricing can get expensive as headcount grows

• Multi-currency support is basic compared to native multi-currency platforms

• Advanced approval workflow customisation is available on the Control plan

Xero 

Businesses can manage their expenses through Xero Expenses, available through their existing Xero subscription at A$5/month per additional user above the plan's included allocation. That makes it a natural fit for businesses already running Xero for accounting – but it's not designed for teams that need multi-currency support or international payments.

• Receipt capture: Photograph receipts in the Xero app and match them to transactions automatically.

• Mileage tracking: Built-in GPS mileage logging for staff who use personal vehicles for work.

• Employee self-service: Staff submit expense claims directly in the mobile app, reducing back-and-forth with finance.

• Real-time reporting: Spending data feeds directly into your Xero accounts as expenses are approved.

Xero plans range from A$75 to A$130/month¹; Xero Expenses is included within the Grow (one user), Comprehensive (five users), and Ultimate (10+ users) plans, at A$5/month per additional user above the plan's included allocation

Pros:

• Tightly integrated with Xero – no extra sync needed

• GST categorisation built in for Australian tax compliance

• Simple for teams already on Xero

Cons:

• Only works within the Xero ecosystem

• Not suited for multi-currency or cross-border spend

• Requires an active Xero subscription

Zoho Expense

Zoho Expense is a dedicated expense management tool with a generous free tier, suited to small businesses or those already using Zoho's suite of business tools. It also handles multi-currency expense submissions, which is great for global teams.

• Receipt auto-scan: OCR extracts data and categorises expenses automatically.

• Multi-currency: Expenses can be submitted in multiple currencies, with conversion applied at the time of submission.

• Mileage and per diem: Built-in tracking tools for travel-heavy teams, including daily allowance (per diem) rules.

• Approval workflows: Custom multi-level approvals with policy alerts when a submission falls outside your rules.

• Accounting integrations: Xero, QuickBooks, and Zoho Books.

The free plan covers up to three users. Paid plans start from A$5.50/active per active user/month (Standard) to A$9/90/active per active user/month (Premium), billed monthly – check Zoho's website for current Australian pricing.²

Pros:

• Free plan available for very small teams

• Multi-currency reporting included

• Deep integration with the Zoho ecosystem

Cons:

• Best value only if you use other Zoho products

• Costs scale significantly once you move above three users

• Limited automation outside the Zoho suite

SAP Concur

SAP Concur is an enterprise-grade platform for large organisations that need complex approval chains, multi-entity management, and deep enterprise resource planning (ERP) integrations. An ERP is a system that manages core business processes – finance, HR, and procurement – in one place. SAP Concur connects expense data directly into that system, which is why it's popular with large corporations.

• Automated expense capture: Pulls transactions from corporate cards, travel bookings, and receipts into one view.

• Policy enforcement: AI flags non-compliant expenses before reimbursement is processed.

• Travel integration: Expense and travel managed in one platform, so flight and hotel costs are captured automatically.

• ERP integrations: Native SAP ERP, plus QuickBooks and NetSuite.

• Audit trail: Detailed compliance records for large-scale operations and regulatory reporting.

Pricing is quote-based only – there are no public rates. It's best suited to larger organisations with complex approval chains, multi-entity structures, or deep ERP integration needs — contact SAP Concur for a tailored quote.

Pros:

• Compliance and audit-trail depth that smaller tools can't match

• Handles complex multi-entity approval chains

• Native SAP ERP integration

Cons:

• Implementation costs are substantial

• Pricing requires a sales conversation

• Interface has a steep learning curve

What should Australian companies look for in an expense tracker?

There's no shortage of expense trackers on the market, but Australian businesses have specific requirements that not every tool meets. Before you commit to a platform, run it through these five filters.

Does it support GST records and ATO-ready receipts?

The ATO requires businesses to keep tax invoices for all GST claims and to retain most business records for a minimum of five years – though some records (such as CGT asset records and company records under ASIC rules) must be kept longer.³ A good expense tracker should automatically capture and store tax invoices, categorise GST-applicable spend, and export records in a format your accountant can use at BAS time. Not all international expense tools handle Australian GST categorisation natively – worth checking before you sign up.

Does it offer cards, reimbursements, and bill pay in one place?

If you're using separate tools for corporate cards, employee reimbursements, and invoice payments, you're probably reconciling data across three different systems at month-end. A platform that combines all three means one approval workflow, one audit trail, and one sync to your accounting software – rather than stitching everything together manually.

Does it handle multi-currency spend and FX clearly?

If your business pays overseas contractors or sends staff abroad, you'll deal with foreign currency spend. Some expense trackers convert everything to Australian dollars at whatever rate they apply – often without showing you the margin they're taking. Look for a platform that lets employees spend in local currencies without forcing a conversion at checkout, and that shows you the exchange rate applied to every transaction.

Does it sync natively with Xero, QuickBooks, or NetSuite?

Australian businesses predominantly use Xero, QuickBooks, or NetSuite for accounting. An expense tracker that syncs natively – not through third-party middleware – saves time on manual data entry and reduces coding errors. Ask vendors whether the sync is bidirectional (so your chart of accounts flows into the expense tool, and approved expenses flow back automatically) or one-directional only.

Does pricing still work as your team grows?

Per-user and per-active-user pricing models can balloon unexpectedly as you hire. Ask whether the pricing model charges for all users or only those who submit expenses in a given month, whether international payout fees apply, and whether the features you need – like multi-entity management or ERP sync – are on the base plan or locked behind a higher tier.

Why businesses choose Airwallex to track expenses

Now that you know what to look for, here's how Airwallex addresses each of those requirements for Australian businesses.

Most expense tools handle receipts after the fact. Airwallex covers the full spend lifecycle – from issuing a corporate card, to capturing a receipt, to routing it for approval, to paying a supplier – without switching platforms. That means your finance team isn't reconciling data from three different tools at month-end; everything is already in one place. 

How does Airwallex reduce FX friction on global spend?

When Australian businesses pay overseas suppliers or reimburse staff who spent in foreign currencies, most platforms force a conversion at the point of transaction – often at a marked-up rate, and without showing you the margin. Airwallex holds multi-currency wallets, so employees can spend directly in the currency they need without triggering a conversion on every transaction. When conversion is needed, it uses interbank FX rates – the wholesale rates that financial institutions use to trade with each other, rather than a retail rate with a hidden margin added on top.

How does Airwallex help multi-entity teams stay in control?

Australian businesses with subsidiaries or offices in multiple countries often struggle to get a single view of spend across entities – each entity may have its own card provider and expense tool. Airwallex's global entity management lets finance teams set role-based permissions, run approval workflows across entities, and view consolidated spend in one dashboard. For mid-market businesses scaling across the Asia-Pacific region, that visibility is the difference between knowing where your money is and finding out too late.

Frequently asked questions

Which expense tracker works best for Australian companies paying international suppliers?

For Australian businesses managing international spend, Airwallex is the strongest all-in-one option – combining Corporate Cards, Expense Management, and Bill Pay on a multi-currency platform. If your business is purely domestic and already on Xero, Xero Expenses is a simpler fit.

Can Xero Expenses replace a dedicated expense management tool?

Xero Expenses covers the basics – receipt capture, mileage tracking, and GST categorisation – but it doesn't include corporate card issuance, multi-currency wallets, or bill pay. Businesses with more complex needs, particularly those paying internationally, will likely outgrow it.

What expense records does the ATO require Australian businesses to keep?

The ATO requires businesses to keep tax invoices for all GST claims and to retain expense records for a minimum of five years. A good expense tracker automates much of this by storing digital receipts and tagging GST-applicable transactions automatically.

Do free expense tracker plans work for growing Australian teams?

Free plans can cover the basics for very small teams, but they typically cap users, limit integrations, or lock approval workflows behind paid tiers – so they often become a bottleneck as the business scales past a handful of employees.

How do expense trackers handle foreign currency spend for Australian employees travelling abroad?

Not all expense trackers support true multi-currency spend – many convert everything to Australian dollars automatically, often without showing you the rate applied. Platforms like Airwallex let employees spend in local currencies using multi-currency cards, so you can see exactly what was spent without a forced conversion at checkout.

What should Australian businesses with multiple entities look for in an expense tracker?

Multi-entity support – including separate approval workflows, role-based permissions, and consolidated reporting – is typically only available on mid-tier or enterprise plans, and not all expense tools offer it natively. Check whether the platform can handle different entities under one login before you sign up.

Sources 

1. https://www.xero.com/au/pricing/

2. https://www.zoho.com/au/expense/pricing.html

3. https://www.expensify.com/pricing 

4. https://www.concur.com.au/products/concur-expense

5. https://www.ato.gov.au/businesses-and-organisations/income-deductions-and-concessions/income-and-deductions-for-business/records-you-need-to-keep

The information in this article is based on our own online research. Airwallex was not able to manually test each tool or provider. The information is provided for educational purposes only and a reader should consider the specific requirements of their business when evaluating providers. This research is reviewed annually. If you would like to request an update, feel free to contact us at [[email protected]]. This information doesn’t take into account your objectives, financial situation, or needs. If you are a customer of Airwallex Pty Ltd (AFSL No. 487221) read the Product Disclosure Statement (PDS) for the Direct Services available here.