Compare the top 5 spend management software and tools in Canada (2025)

Key takeaways

• Spend management software enables Canadian businesses to control expenses, automate manual tasks, and enhance visibility across departments and entities.

• Top tools offer real-time tracking, mobile receipt capture, multi-currency support, and integrations with popular accounting platforms.

• Airwallex brings all of this together in one platform, combining global payouts, automated workflows, and powerful spend controls with no monthly fees.

Managing spend across teams and tools shouldn’t feel chaotic or reactive. But for many Canadian companies, that’s exactly what it looks like. Approving expenses in one system, paying vendor invoices in another, tracking budgets in spreadsheets, then stitching together reports at the end of the month.

It’s not that finance teams aren’t capable. They’re just working with disconnected tools that weren’t designed to handle the complexity of modern business, especially if you’re paying international suppliers, reimbursing remote staff, or managing spend across departments and legal entities.

Better tools are out there. In this article, we compare five leading spend management platforms for Canadian businesses in 2025. Compare their features, pricing, and implementation to find the best fit for your business.

Selection criteria for top spend management software in Canada 

For this comparison, we evaluated leading platforms based on:

1. Strong presence in user reviews and analyst rankings. Airwallex, Expensify, SAP Concur, Ramp, and Procurify all appear on G2¹, Capterra², GetApp Canada³, and SoftwareSuggest⁴, with strong ratings in relevant categories, including cross-border payments and payment gateways. Note that some providers appear outside traditional spend/expense categories due to their broader platform capabilities.

2. Support for Canadian finance requirements and global workflows. Each platform offers features like GST/HST tracking, bilingual interfaces, multi-currency wallets, FX tools, and international supplier payouts, along with integrations for complex finance teams.

What is spend management software?

Spend management is the process of planning, controlling, and analyzing a company’s expenses. That includes everything from supplier payments and employee reimbursements to tracking cash flow and reconciling accounts. It plays a key role in ensuring accuracy, compliance, and cost control, particularly as businesses expand and operate across international borders.

Spend management software helps you manage all of this in one place. It provides finance teams with the tools to track business expenses in real-time, automate approvals and reconciliation, manage budgets, and apply spending policies. The result is improved visibility, reduced manual tasks, and greater control over how money flows through the business.

Top features to look for in spend management software

Every business has different needs, but a few features make the biggest difference when it comes to managing spend effectively. If you’re comparing providers, these are the ones worth paying close attention to.

• Real-time expense visibility: You can’t manage what you can’t see. The best spend management tools give you a live view of spending across cards, reimbursements, and bills, so you’re never in the dark. This helps you identify issues early, stay on budget, and make faster, more informed decisions.

• Multi-layer approval workflows: As your business grows, approval processes become more complex. Look for software that allows you to create flexible, multi-step workflows based on roles, departments, or spend thresholds. This ensures that the right people review every payment before it is sent out.

• Mobile-first experience: Employees don’t want to wait until they’re back at their desks to submit receipts or approve expenses. A mobile-friendly app makes it easier to capture receipts on the go, track card spend, and manage approvals from anywhere.

• FX savings and multi-currency wallets: If you work with international suppliers or reimburse employees overseas, multi-currency support is essential. Some platforms also offer built-in wallets and interbank FX rates, helping you avoid unnecessary fees and keep more money in your accounts.

• ERP and accounting integrations: Manual reconciliation is one of the biggest time drains for finance teams, especially when accounts receivable and accounts payable are managed across separate systems. Choose a tool that integrates directly with your accounting or ERP software, so transactions sync automatically and your books stay accurate without the manual work.

• Compliance and card controls: Security and control go hand in hand. The right platform will give you tools to set card limits, restrict spend categories, apply approval rules, and track compliance. This helps you stay in control without slowing down your team.

Compare the top spend management software providers in Canada

Here’s a quick comparison of the five top spend management software providers in Canada on their key features.

Compare the pricing of spend management software providers in Canada

The top 5 spend management software providers in Canada (2025)

Airwallex

Airwallex is an all-in-one global financial platform designed to give businesses real-time visibility and control over spend, especially across borders. It combines multi-currency business accounts, corporate cards, bill payments, and expense management into one integrated platform. 

Canadian businesses can issue virtual or physical Visa cards, automate approval workflows, and pay suppliers in over 200 countries, all while holding and spending in CAD, USD, and 40+ other currencies. With accounting integrations, no monthly software fee, and 0% FX fees on card spend, it’s a smart choice for SMEs with global operations or ambitions.

Pros:

• Free to use for domestic spend

• Multi-currency wallet with interbank FX rates

• Issue cards instantly with real-time controls

• Automate bills, approvals, and reconciliation

• Integrates with Xero, QuickBooks, and NetSuite

• Earn 1% cash rebates on local card spend in CAD 

Cons:

• Ecosystem of third-party integrations is still growing

• May require some initial setup if replacing multiple providers

SAP Concur

SAP Concur is a well-established enterprise expense management tool recognized for its comprehensive functionality and robust compliance features. It helps companies manage expenses, travel, and invoices in one platform, with advanced approval workflows, tax handling (including GST/HST), and tight integration with SAP and other ERP systems. Concur is well-suited for larger Canadian companies that require robust audit trails, comprehensive reporting, and flexible configuration options. It also supports bilingual teams, with a French-language interface and Canadian data residency options.

Pros:

• Full support for GST/HST and bilingual operations

• Powerful travel and invoice features

• Detailed reporting and audit capabilities

• Suitable for regulated or complex industries

Cons:

• Slow system performance reported by users

• Complex user interface with a steep learning curve

• Not ideal for smaller or fast-moving teams⁹

Expensify

Expensify is built for simplicity, offering a fast and intuitive way for businesses to manage receipts, expenses, and reimbursements. It’s popular with small teams thanks to its mobile-first experience, automatic receipt scanning (SmartScan), and flexible pricing. Expensify also offers a corporate card for US-based businesses, with real-time expense syncing. While Canadian businesses can reimburse in CAD and submit multi-currency expenses, there are limitations around tax handling and local card support.

Pros:

• Affordable pricing with no per-report fees

• Fast mobile receipt capture and SmartScan

• Easy to set up and use

• Integrates with major accounting tools

Cons:

• No built-in support for Canadian tax tracking¹⁰

• No French-language interface

• Challenges when scaling the platform as you grow

Ramp

Ramp is a corporate card and spend management platform known for its automation, speed, and zero-cost model. It offers unlimited physical and virtual cards, real-time policy enforcement, and built-in bill pay. Companies can track spend by department, identify cost-saving opportunities, and sync with major accounting systems. However, Ramp is not widely available to Canadian SMEs unless they have a US parent company, and most of its features are geared toward US-based operations.

Pros:

• Entire platform is free to use

• Instant card issuance with granular controls

• 1.5% cashback on all spend

• Strong automation and AI-powered insights

Cons:

• Ramp is only available to Canadian companies with a registered US entity.

• No CAD wallet or tax handling for Canadian users

• No French interface or local support

Procurify

Procurify is a Canadian-born platform built to help mid-sized businesses take control of spend before it happens. It combines procurement, expense tracking, bill payments, and budgeting into one system. Teams can create purchase requests, approve expenses, and issue Canadian corporate cards, all while keeping spend aligned with budgets. With GST/HST support, real-time budget tracking, and strong integrations, it’s a solid option for growing companies that need structure and accountability across departments.

Pros:

• Designed for Canadian businesses

• Full control over procurement and expenses

• GST/HST support and local payment cards

• Strong budgeting and reporting tools

Cons:

• Higher cost compared to SMB tools

• Some users have reported slow or lagging performance¹¹

• English-only interface

What questions should you ask when onboarding spend management software?

What features does your platform offer?

It’s essential to clearly understand the platform’s capabilities and how it can solve your organization’s specific pain points. Ask about features like mobile receipt capture, OCR data extraction, customizable approval workflows, real-time spend tracking, and reporting. Ensure that the solution can accommodate your company’s unique requirements and scale with your growth.

We’re a global business. How does your platform support multi-currency payments and reimbursing employees located overseas?

Multi-currency support is crucial for businesses with a global presence or employees who travel internationally. Ask about the platform’s ability to automatically convert expenses incurred in foreign currencies, apply accurate exchange rates, and handle cross-border reimbursements. Inquire about any additional fees or limitations associated with international transactions.

What integration do you offer with our existing accounting software, ERP systems, and the other business tools we’re currently using?

Seamless integration with your company’s existing technology stack is key to streamlining processes and avoiding manual data entry. Ask about the platform’s pre-built integrations with popular accounting software like QuickBooks, Xero, or NetSuite, as well as any custom integration options available. Ensure the solution can sync data bidirectionally and provide a smooth workflow between systems.

What automation capabilities does your software have to streamline spend processes?

Automation capabilities can significantly reduce the time your team spends on manual, error-prone processes. It’s important to understand the level of automation offered by the software, including features such as bill and receipt data extraction, expense categorization, automated bill payments, and workflows for approvals. 

What security measures and compliance standards does your platform adhere to?

Data security and privacy are paramount when it comes to managing sensitive financial information. Inquire about the company’s security protocols, data encryption practices, and compliance with relevant regulations such as GDPR, SOC 2, or ISO 27001. Ask about user access controls, data backup and recovery procedures, and any third-party security audits or certifications they've undergone.

What level of customer support can we expect from you during ongoing usage, and how is this provided?

Implementing a new spend management system can be complex, so it’s crucial to have access to reliable support and training resources. Ask about the onboarding process, including any dedicated account management, user training sessions, or online resources available. Inquire about ongoing support options, such as live chat, phone assistance, or a comprehensive knowledge base, to guarantee that your team can get help when needed.

How transparent is your pricing structure, and are there any hidden costs we can expect down the line?

Clearly understand the pricing model and any associated costs to avoid surprises down the line. Ask about the base subscription fee, per-user costs, and any additional charges for features like receipt scanning, expense reimbursements, or custom integrations. Inquire about contract length, cancellation policies, and any potential discounts for annual commitments or volume pricing.

What's your vision for future product enhancements, and how do you manage incorporating customer feedback into your development process? 

Understanding the company’s vision and plans for future enhancements can help you assess whether the solution will continue to meet your needs over time. Ask about their product roadmap, upcoming features, and how they prioritize development based on customer feedback. Inquire about opportunities to beta test or provide input on new functionalities that could benefit your organization.

By asking these detailed questions, you can better understand whether the spend management company is the right fit for your business. Review their responses thoroughly and consider how well the solution aligns with your company’s goals, culture, and long-term growth plans. A comprehensive assessment upfront can help you make an informed decision and set your organization up for success with a robust spend management system.

Why choose Airwallex to streamline your spend management?

If you’re looking for a smarter way to manage business spend, Airwallex brings everything together in one place. You can issue cards, pay bills, approve expenses, and reconcile transactions across teams and currencies, all from a single dashboard.

Airwallex combines powerful spend software with global financial infrastructure. You’ll save hours each week on manual admin, thanks to AI-powered features like receipt capture, auto-categorization, and multi-layer approval workflows. With support for over 60 currencies and fast payouts to 200+ countries, it’s built to support businesses that operate across borders or plan to do so.

For Canadian companies managing international vendors, reimbursing global teams, or scaling into new markets, Airwallex removes the usual friction. You get full control over spend, with real-time visibility and integrations that sync directly with your accounting systems.

No matter your size or structure, Airwallex gives you the tools to move faster and stay focused on growth.

FAQs

What is spend management software?

Spend management software is a digital tool that helps businesses track, approve, and control spending across cards, invoices, and reimbursements. It centralizes expense data, improves visibility, and supports smarter financial decisions.

Which features are most important for Canadian businesses?

For Canadian teams, key features include multi-currency support, GST/HST tracking, bilingual interfaces, and accounting integrations with platforms like QuickBooks or Xero. Tools that offer strong approval workflows and mobile access also make a big difference.

Is spend management software worth it for small businesses?

Yes. Even small teams benefit from real-time tracking and automation, especially as they grow. By reducing manual tasks and enhancing oversight, spend management software enables small businesses to save time and money.

How does Airwallex compare to traditional solutions?

Unlike traditional tools that focus only on expense reporting, Airwallex combines payments, cards, reimbursements, and FX in one platform. You can manage domestic and international spend without juggling multiple systems.

How much does spend management software cost?

Pricing varies. Some providers charge per user or per report, while others, such as Airwallex, operate on a pay-as-you-go model with no monthly fees. Consider both cost and feature set to find the best fit for your business.

Sources

1. https://www.g2.com/products/airwallex/reviews

2. https://www.capterra.ca/software/218771/airwallex

3. https://www.getapp.ca/software/2072532/airwallex

4. https://www.softwaresuggest.com/billing-software/canada

5.  https://www.airwallex.com/ca/pricing#Cards-&-Expense-Management-

6.  https://www.expensify.com/pricing

7.  https://ramp.com/pricing

8.  https://softwareconnect.com/reviews/procurify/

9.  https://www.g2.com/products/sap-concur/reviews

10.  https://help.expensify.com/articles/expensify-classic/workspaces/Track-Taxes

11.  https://softwareconnect.com/reviews/procurify/