Compare the top 8 expense management software and tools in Australia 2025

Key takeaways:

• Spreadsheets and manual processes cost finance teams hours every week. The right expense management software automates approvals, cuts errors, and gives you real-time visibility into company spending

• Look for multi-currency support, virtual cards, automated workflows, seamless accounting integrations, and real-time tracking when comparing platforms

• Airwallex combines expense management with global accounts, corporate cards, and FX solutions in one platform built for businesses operating locally and internationally

Managing business expenses shouldn't feel like a full-time job. Yet many Australian companies are still drowning in spreadsheets, chasing receipts, and wrestling with clunky systems that create more problems than they solve.

If you're using manual processes or your current expense management platform isn't cutting it, you're not alone. According to our Simplifying Global Spend Report, 28% of companies say ineffective software is one of their biggest spend management challenges. The right tools can flip that script. Automating approvals, catching errors before they happen, and giving finance teams real-time visibility into where money's‌ going.

In this article, we'll cover how to choose business expense management software and the features to look out for. We'll also take you through the best expense management software in Australia and why Airwallex might be a good fit for your business.

What are expense management tools and software?

Expense management software and tools provide a comprehensive solution to streamline the process of tracking, reporting, and reimbursing employee-initiated expenses. These powerful expense management solutions automate workflows, enforce spending policies, and provide real-time visibility into company spending, empowering businesses to make informed financial decisions.

How does expense management software work?

Expense management software provides a centralised platform to help businesses track, approve, and reconcile expenses more efficiently. Typically accessed through both web and mobile applications, these tools automate the end-to-end process and reduce the need for manual input.

The standard workflow looks like this:

• Employees submit expense claims, often by scanning receipts via a mobile app.

• Approvers receive notifications to review and approve claims based on company policy.

• Approved expenses are reimbursed or matched to corporate card transactions.

• Expenses are automatically categorised and integrated with accounting software.

• Finance teams can monitor spending and generate reports in real time.

Many platforms integrate with accounting or ERP systems and support multi-currency transactions. This helps improve accuracy, maintain compliance, and gives finance teams clearer oversight of business spending.

The top 8 expense management software platforms in 2025

• Airwallex: We're a global financial platform with expense management built in. Multi-currency cards (employee and company) that pull straight from your wallets, granular controls, receipt OCR, and approval workflows you can configure however you need. Our integrations with Xero, NetSuite, and QuickBooks handle the sync automatically for expenses, bills, and bank feeds. If your team spends internationally and you want cards, approvals, billing, and accounting sync in one place, Airwallex has the financial tools you need.

• Expensify: Expensify simplifies expense management with mobile receipt scanning, automatic categorisation, and streamlined approvals. It integrates with accounting platforms like QuickBooks, Xero, NetSuite and Sage Intacct, making it easy to manage and reconcile expenses as they occur. However, per-user pricing can become costly for growing teams.

• SAP Concur: SAP Concur automates expense management with mobile receipt capture, policy enforcement, and approval workflows. It integrates with most ERP, CRM, HR, and accounting systems, offering over 200 integration options. Concur Expense, Travel, and Invoice work together on one connected platform for tracking employee-initiated expenses, travel costs, and invoice payments. Built for larger organisations with complex workflows. The implementation time varies and pricing is provided via a custom quote.

• MYOB: MYOB is used by Australian small businesses to manage expenses, GST, payroll, and invoicing. It tracks income and unlimited expenses, sends invoices and quotes, scans and stores receipts, and you can use it to lodge BAS. The platform integrates with connected bank accounts and generates standard reports. Multi-currency and time billing are available on AccountRight Premier and payroll costs $2 per month per employee. Employee cards aren't native, so businesses typically integrate with a third-party card provider.

• QuickBooks: QuickBooks provides expense management as part of its broader accounting platform. Businesses can scan receipts, assign categories, and generate reports. It integrates with over 300 apps and includes a free mobile accounting app for iOS and Android. Multi-currency is supported on Essentials, Plus, and Advanced plans, with Advanced adding bill-approval workflows. This platform suits small to mid-sized businesses looking for an all-in-one solution.

• Xero: Xero is a cloud-based accounting tool often used by startups and small businesses. Xero Expenses through the Xero Me app offers mobile receipt scanning, mileage tracking, approvals, and reimbursements. Plans start from $35 per month, with multi-currency accounting available on higher-tier plans. Xero integrates with over large number of apps through the Xero App Store.

• Volopay: Volopay is an APAC-focused spend platform combining corporate virtual and physical cards, reimbursements, and bill pay with real-time controls and approvals. Plans start from $25 per month with unlimited users. It offers multi-currency payments through global accounts and integrates with Xero, MYOB, and NetSuite to automate coding and reconciliation.

• Zoho Expense: Zoho Expense is part of the Zoho suite, covering travel and expense management with receipt autoscan, automated per diem calculations, and mileage tracking. It offers configurable approval workflows from simple to multi-level, corporate card feed management with real-time transaction matching, and policy enforcement with spend limits. Integrates with Zoho Books, QuickBooks, and Xero. Mobile apps are available for iOS and Android, while the platform works best for businesses already using other Zoho applications.

Top features to look for in expense management software 

There is no shortage of options when it comes to expense management software, but not all software is built the same. Here are a few key features to look for when comparing solutions: 

• Physical and virtual cards: Expense management providers often allow businesses to issue physical and virtual cards in the name of employees or the company. Cards can draw from company funds with pre-set limits and don't leave the employee out of pocket.

• Mobile receipt capture and OCR scanning: Look for solutions that offer easy receipt capture through mobile apps, allowing employees to snap photos of receipts on the go. OCR technology automatically extracts relevant data from receipts, reducing manual data entry and errors. 

• AI categorisation and anomaly detection: Newer platforms use AI to automatically sort expenses into the right categories and flag anything that looks out of the ordinary. It helps speed things up while keeping everything compliant.

• Customisable approval workflows and spend policies: Choose a solution that lets you create custom approval workflows based on your organisation’s unique needs. The ability to set spending limits, define approval hierarchies, and automate policy enforcement ensures that all expenses align with company guidelines.

• Real-time spend categorisation, tracking, and reporting: Real-time visibility into company spending is important for making informed financial decisions. Look for platforms that offer interactive dashboards and customisable reports, enabling you to monitor expenses by category, department, project, or employee. Real-time alerts and notifications help you stay on top of potential policy violations or unusual spending patterns.

• Multi-currency support for global expenses: Multi-currency support is a must-have feature for businesses with international operations or employees travelling abroad. Look for solutions that automatically convert costs incurred in foreign currencies, apply up-to-date exchange rates, and handle VAT (Value Added Tax)/GST (Goods and Services Tax) compliance requirements.

• Audit trail features: The best spend management platforms for auditability – such as Airwallex, SAP Concur, and Zoho Expense – provide automated audit trails and compliance reporting. This feature ensures that every action is logged for transparency, reviews, and regulatory requirements.

8 of the best expense management software solutions

We’ve compared eight leading platforms side-by-side so you can see which tools offer the features your business actually needs.

Compare features and additional fees 

Airwallex

Founded in Australia, we built an all-in-one financial platform with expense management at its core. You get multi-currency corporate cards (both employee and company cards), automated approval workflows, receipt OCR, and real-time spend tracking. Everything pulls directly from your wallets.

Your expenses sync automatically with Xero, NetSuite, and QuickBooks, so reconciliation happens in the background. Add our end-to-end Billing toolkit to streamline your customer invoices and payments, and you've got end-to-end spend management without jumping between systems.

Unlike standalone expense tools, Airwallex combines your Expense Management with Global Accounts, FX solutions, and payment acceptance. If you're operating internationally or planning to, you can hold and spend in multiple currencies without forced conversions or hidden FX fees. You can save up to 80% compared to traditional banks.

Pros:

• All-in-one platform combining global accounts, FX, cards, and expense management

• Multi‑currency with competitive FX margins; card spend draws from your Airwallex balances so you can avoid separate foreign transaction fees

• Issue unlimited virtual cards instantly, with granular spend controls per card or employee

• Direct accounting integrations eliminate manual reconciliation

Cons:

• Digital-only platform with no physical branches

• Physical POS functionality coming soon (currently on roadmap)

Expensify 

Expensify offers company card management, bill and invoicing tools, expense approval workflows, and third-party card feeds. It integrates with QuickBooks Online, Xero, NetSuite, and Sage Intacct (note: some integrations, like Sage Intacct, require higher-tier plans). In Australia, it supports reimbursements in AUD, generates ABA files for manual upload to local banks, and offers GST-compatible integrations with accounting software.

These features are typically a better fit for larger businesses, as the per-user fee structure can increase costs for smaller teams.

Pros

• User-friendly interface

• Categorises expenses and matches receipts to transactions

• Integrates with numerous accounting platforms

• Supports Australian reimbursements (AUD, ABA, and Global Reimbursement) and local compliance

Cons

• Pricing may be high for small businesses or individuals

• Manual entry may be required if receipt scanning errors occur

• Advanced features and setup (eg. custom approvals, multi-entity workflows) can add complexity for admins

SAP Concur

SAP Concur automates expense management with tools such as mobile receipt capture, automated policy checks, and configurable approval workflows. It integrates with SAP and other ERP systems, supporting multi-currency transactions and compliance with international and Australian tax regulations. In Australia, it’s primarily used by mid-to-large organisations that require scalable expense, travel, and invoice management. Implementation and integration typically require IT or partner assistance.

Pros

• Integrates with SAP and other ERP/accounting systems

• Supports multiple currencies and global compliance

• Comprehensive features across expenses, travel, and invoice automation

Cons

• Limited support for corporate cards in multiple currencies per user profile

• Pricing is non-transparent and provided via custom quotes

• Implementation can be lengthy depending on scope and integration complexity

MYOB 

MYOB’s entry-level plan, Business Lite, is designed for small businesses and sole traders. It enables users to track income and expenses, manage GST and lodge BAS, and add payroll for up to two employees (with the option to expand at an additional cost). It also supports bill management, bank feeds, and basic inventory and order management. More advanced inventory features, such as multi-warehouse tracking or detailed stock control, are available only in higher-tier plans like AccountRight Plus. 

Multi-currency support is limited to advanced AccountRight plans, making Business Lite less suitable for businesses with global operations. While the base subscription is relatively affordable, premium features such as expanded payroll and online invoice payments require separate add-ons.

Pros

• Strong compliance with Australian tax requirements (GST, BAS, STP)

• Australian-based support and customer service

• Intuitive interface suitable for small business users

• Extensive third-party integrations via the MYOB App Marketplace (hundreds of apps)

Cons

• No employee or corporate cards for spend tracking

• Advanced features like comprehensive inventory, multi-currency, payroll expansion, and online payments require add-ons or higher-tier plans, increasing total cost

QuickBooks

QuickBooks Australia offers cloud-based accounting software for small and medium-sized businesses. It includes invoicing, expense tracking, bank feeds, GST and BAS lodgement, and bill management. Payroll can be added for A$6 per active employee per month (including GST). Pricing is displayed in Australian dollars and includes GST.

Pros

• Australian pricing in AUD (GST inclusive) and local support

• Comprehensive accounting tools for small and medium businesses

• Free 30-day trial for new users

Cons

• Payroll and advanced features require add-ons or higher-tier plans

• May be complex for very small businesses

• No built-in corporate or employee spend cards

Xero 

Xero is cloud-based accounting software for Australian small and medium-sized businesses. Core features include online invoicing and quotes, bank feeds and reconciliation, bill management, GST and BAS lodgement, reporting, and mobile access. Xero also offers a Xero Expenses app to capture receipts and submit expense claims.

Pros

• Unlimited users on all Xero business plans

• Large app ecosystem via the Xero App Store

• Cloud-based with mobile access

Cons

• Xero does not offer corporate or employee spend cards; these are available via third-party apps in the Xero App Store

• Feature availability and any usage charges (for example, for expenses, payroll, or projects) vary by plan

Volopay 

Volopay is a business expense management and corporate card platform built for Australian companies. It offers multi-currency business accounts, physical and virtual cards, reimbursement management, bill payments, subscription tracking, and automated approval workflows. The platform integrates with accounting tools such as Xero, NetSuite, and MYOB, and supports domestic and international transfers and multi‑currency accounts; see Volopay for method availability.

Pros

• Supports multi-currency business accounts and global payments

• Offers physical and virtual employee cards with spending limits and controls

• Provides automated approval workflows, expense tracking, and reimbursement management

• Integrates with major accounting software used in Australia

Cons

• Transaction and foreign exchange fees can vary depending on usage.

• Businesses may need training to adapt existing finance workflows to the platform.

• Some advanced global features or payment methods may incur additional costs.

Zoho Expense 

Zoho Expense is expense management software for Australian businesses. It automates expense reporting, receipt scanning, and approval workflows, and supports corporate card transaction matching, mileage tracking, and purchase request workflows (availability depends on plan). The platform includes mobile apps for iOS and Android and integrates with Zoho products and third-party accounting systems including Xero, and QuickBooks.

Zoho Expense offers a free plan as well as paid plans that add capabilities such as policy controls, multi-level approvals, and advanced integrations. Setup and onboarding may take additional time for larger organisations.

Pros

• Free plan available

• Mobile apps for capturing and submitting receipts

• Integrates with Zoho and major third-party accounting platforms

• Automates expense reporting and approval workflows

Cons

• Feature availability, such as purchase requests and multi-currency capabilities, depends on the selected plan

• Implementation and onboarding can take longer for larger organisations

• Some advanced functions may require higher-tier plans or add-ons

How the best expense management platforms can help your business save time and money

Implementing an expense management tool can help businesses reduce costs and optimise their spending in several ways:

Eliminate manual processing and expense report submission

Automating expense submission, approval, and reimbursement processes significantly reduces the time and resources required to manage expenses manually. This eliminates paper-based processes, data entry, and manual reconciliation, saving staff time and reducing labour costs.

Ensure compliance with spend policies and expense reporting

The best expense management software allows businesses to set up custom spend policies and automate policy enforcement. By defining clear rules around expense categories, approval limits, and reimbursement guidelines, you can proactively control spending and reduce the risk of fraud or policy violations. 

Negotiate better rates

With detailed, real-time expense data at their fingertips, finance teams can easily identify spending patterns and areas for potential savings. This visibility enables them to negotiate better rates with suppliers, vendors, or travel providers based on their company's specific spend profile and volume.

Streamline reconciliation

Expense management tools that integrate with corporate card programs and accounting software automate reconciliation. No more manually matching expenses with card statements or bank transactions. You get faster month-end closes and more accurate financial reporting.

Optimise cash flow

Real-time visibility into company spending helps businesses make informed decisions about budgeting, forecasting, and cash flow management. 

Reduce fraud and compliance risks

Expense management tools that enforce spend policies, provide audit trails, and offer robust security features help businesses mitigate the risk of fraud and ensure compliance with regulatory requirements. 

By leveraging these cost-saving benefits of expense management tools, businesses can significantly reduce their overall expense processing costs, optimise their spending, and drive bottom-line profitability.

What questions should you ask when onboarding an expense management solution? 

To help you decide which expense management tools work best for your business, you may consider these questions: 

• What are the platform’s strongest features, and do these features support my business’s needs?

• How well can it handle foreign currency expenses and payments?

• What integrations do they support? 

• Can they support other financial services? 

• What is their pricing model?

• What level of customer support is available, especially during onboarding?

•  How to implement expense management software?

Why manage business expenses with Airwallex? 

In the market for the top expense management software? Airwallex gives users full visibility and control over spending, minus the spreadsheets and guesswork. Automate approvals, issue unlimited virtual cards, and integrate with accounting tools for faster reconciliation. With multi-currency support and global reach built-in, it’s designed for growing teams that don’t want to waste time chasing receipts or switching between platforms.

With direct integrations into platforms like Xero, NetSuite, and SAP, plus features like multi-level approval workflows, built-in budget controls, and unlimited Corporate Cards, it helps finance teams stay on top of every transaction. Support for global payouts and multi-currency functionality also makes it a strong fit for businesses with domestic and international operations.

Expense management platform: frequently asked questions

What are the best expense management platforms for small businesses in 2025?

There is no one 'best' expense management platform for small business, as it depends on the individual business' needs and setup. However, some of the best platforms in 2025 include MYOB, QuickBooks, Zoho Expense and Airwallex. These platforms offer a range of affordable plans, easy mobile access, automated features, and strong integrations with popular tools. These systems help small teams track expenses efficiently and stay compliant with local Australian regulations.

Which spend management platforms are most affordable for small teams?

Small teams looking for an affordable spend management platform may want to consider Zoho Expense, Volopay, QuickBooks and Airwallex. These platforms offer low monthly pricing, easy onboarding, and automated expense tracking features ideal for small teams managing limited budgets.

What are the best spend management tools for startups?

The best spend management tools for startups in 2025 are platforms that will grow with your business. While there is no one 'best', top choices include Expensify, Airwallex, and Zoho Expense. These provide affordable entry-level pricing as well as automations, integrations and global readiness that make them work for agile, growing teams.

How do spend management platforms support remote teams?

Many spend management platforms offer digital tools to support remote teams, including digital card issuing, automated workflows, multi-currency features for distributed teams, and more. Platforms such as ours Airwallex and Expensify offer a number of handy features that make them a choice for remote teams.

How do you track real-time corporate card spending?

Look for expense management platforms with live dashboards that show spending as it happens. The best solutions send immediate notifications when transactions occur and let managers approve expenses through mobile apps. When transactions automatically sync and categorise themselves, you spend less time on admin work and more time focusing on compliance and budget management.

What are alternatives to company cards for employee expenses?

If company cards aren't the right fit, you have several options. Many businesses use traditional reimbursement processes where employees submit receipts for personal spending. Petty cash also still works for smaller ad-hoc purchases. You might also consider prepaid debit cards with fixed amounts, mobile payment solutions, or arranging direct invoicing with your regular suppliers. Digital expense tools can track and manage spending even when employees use their own payment methods, giving you policy control without issuing cards.

What features should you look for in a corporate card solution?

Start with flexible spending controls that let you define limits and restrictions. You'll want real-time transaction visibility rather than waiting for statements, and mobile receipt scanning makes life easier for everyone. If your business operates globally, multi-currency functionality matters. Seamless connections to your accounting or ERP software save hours of reconciliation work. The ability to issue cards immediately, particularly virtual ones, gives you agility. Strong security protections and detailed reporting capabilities round out the essentials.

What are the best employee card solutions for manufacturing travel expenses?

Manufacturing companies managing employee travel typically turn to platforms like Airwallex, Expensify, or Volopay. These solutions provide multi-currency cards you can configure with specific rules for travel-related costs including accommodation bookings, transport, and supplier transactions. They're built to handle both domestic travel and international trips, making it straightforward to track expenses and enforce spending policies whether your team is visiting a local facility or attending overseas trade shows.

Which platforms provide card-based spend controls for online service businesses?

Digital businesses and service companies looking to manage card spending can look to platforms such as Airwallex, Volopay, or Expensify. You can issue both physical and virtual cards with pre-set spending limits, automated policy checks, and restrictions on specific merchant categories. This setup is particularly valuable for SaaS businesses and agencies that need to control recurring expenses like software tools, advertising budgets, and team-related purchases without adding approval delays to routine transactions.

Which corporate card providers offer customisable controls for team-based spending?

Airwallex, Volopay, and Expensify all provide team-focused card management with flexible controls. You can set individual spending limits, restrict certain types of purchases, build approval workflows that mirror your organisational structure, and track expenses by team or cost centre. 

This level of customisation helps finance teams maintain oversight across distributed workforces while giving individual teams the autonomy to make necessary purchases. It's especially useful when different departments have varying spending patterns or operate under different compliance requirements.

Sources

1. https://veridion.com/blog-posts/spend-management-statistics/

2. https://use.expensify.com/expense-reports

3. https://www.expensify.com/pricing

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

5. https://www.concur.com.au/get-quote-form

6. https://www.myob.com/au/pricing

7. https://www.myob.com/au/products/myob-business/lite

8. https://quickbooks.intuit.com/au/pricing/

9. https://www.xero.com/au/pricing-plans/ 

10. https://www.volopay.com/au/pricing/

11. https://www.zoho.com/au/expense/

Disclaimer: 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.