The Top Expense Management Software for Dutch Businesses in 2025

Picture this: Your sales team is at a conference in Berlin, your developers in Bangalore are waiting on payment, and your head of marketing is testing paid campaigns across five currencies. Back in Amsterdam, your finance team is buried in spreadsheets, trying to match receipts to expenses, flag missing approvals, and convert half a dozen currencies for month-end.

If you’re a global team on the move, you know how painful cross-border spend management can be. Yet many Dutch companies are still handling expenses the old-fashioned way: manual uploads, multiple different tools, and workflows that don’t work at scale.

This guide breaks down the best expense management software options for Dutch businesses in 2025, whether you’re scaling internationally, leaking revenue through FX fees or just tired of chasing receipts.

What is expense management software and why do Dutch businesses need it?

Expense management software helps businesses track, control and optimise employee and operational spending, from flights and software subscriptions to client dinners and fuel cards. 

From the employee’s side, it streamlines expense submissions:

• They purchase with employee card

• Take a photo of their receipt

• Categorise the spend

• Submit it for approval.

For your finance team, it creates control and visibility:

• Set card limits by team, role or project

• Configure approval flows across departments

• Reconcile spend across currencies, entities, and tax rates

• Sync information with accounting tools.

For Dutch businesses, particularly those with international customers or ambitions, spend management goes far beyond simple tracking. 

Modern expense management software tools offer a mobile app to submit expenses on the go, multi-layer approval flows, real-time spend visibility, and automated receipt matching. The most popular help maintain compliance with BTW.

Must-have features in expense management software for 2025

Expense management software isn’t just a digital replacement for receipts and spreadsheets. The best tools in 2025 are designed to reduce friction across every stage of spend, from card issuance to reconciliation.

Seamless user experience for everyone

If the platform isn’t simple for employees, they won’t use it. If it’s clunky for finance, they won’t trust it. Look for software with a mobile-first app, fast submission, and simple dashboards. 

High-quality receipt capture

Modern tools use optical character recognition (OCR) technology to process receipts that employees photograph. It extracts data like amounts, dates, BTW from receipts automatically and matches them to card transactions. 

Flexible approval controls

Approvals should be fast, not a bottleneck. Look for custom workflows that let you set spending limits based on spend type, team or amount, plus built-in policy enforcement to reduce errors and exceptions.

Corporate cards and reimbursements

The best platforms support a mix of payment methods like cards, out-of-pocket or mileage claims, and offer employee card issuing (virtual and physical).

Reliable accounting integrations

Look for software that integrates directly with your accounting system, whether it’s Xero, NetSuite or Exact SRXP online for a faster month-end.

Real-time visibility and reporting

Your software should help you spot patterns, flag non-compliant spending, and track budget burn before it becomes a problem. 

If you’re also reviewing how your business manages payments, check out our guide to the top payment gateways for Dutch businesses in 2025.

Top expense management software tools for Dutch companies in 2025

The right expense management tool for your business will depend on your operations, not just headcount. Below are five that stand out for Dutch businesses in 2025, especially those with cross-border teams, multi-entity setups or strict approval workflows.

Airwallex

Airwallex is designed for companies moving money across borders as much as managing internal spend. If you're juggling multiple currencies, entities or suppliers, it consolidates cards, approvals, FX and payments into one platform. Where others bolt on expense tools to legacy infrastructure, Airwallex builds spend from the ground up alongside global accounts, local payouts and accounting integrations.

Soldo

Soldo is built to manage who spends what, where, and when. It gives finance precise control over department-level budgets, card issuance, and policy enforcement. You won’t get a business account or currency management, but for companies where employee-level oversight is an issue, it’s a good fit.

Pleo

Pleo’s strength is in making it simple for teams to submit and reconcile expenses. It’s ideal for businesses with lots of employee-initiated spend like travel and events, where speed and usability matter. It’s not built for comprehensive treasury or reporting, but it’s strong at reducing operational drag.

Mobilexpense

Mobilexpense supports complex expense types like mileage and per diems, applies local tax rules (including BTW), and integrates with popular local accounting platforms. 

Exact SRXP

Exact’s expense capabilities may not compete with the others on features, but on simplicity and system alignment. For businesses already managing bookkeeping and reporting in Exact, its built-in expense tracking saves time and avoids tool sprawl. 

The top expense management software compared

Here’s how the top expense management tools stack up on the features that matter most to finance teams.

*€0/month if you deposit at least €10k per month or hold a minimum balance of €10k

How to choose the best expense management software in the Netherlands

Choosing an expense platform isn’t only about features; it’s also important to consider whether the tool fits your finance stack, supports compliance, matches how your business spends and can scale with you.

Start with the basics: does it integrate with your accounting system? If you’re using Exact Online, Twinfield, or Moneybird, look for a tool that connects natively to avoid exporting spreadsheets at month-end. Think about other integrations, too – for example, if you’re syncing reimbursements with payroll.

If your business handles payments or payouts through other platforms, it’s worth reviewing the best payment solutions for Dutch businesses in 2025 to make sure your expense tool works well alongside them.

Next, consider how expenses flow through your business. 

If you’re using cards across teams or dealing with multiple currencies, you’ll need more than just receipt capture. Look for card issuing, spend limits by role or team, and consolidated reporting that works across currencies.

Compliance also matters. Dutch businesses should check for local tax features like BTW support, mileage calculation at the €0.23/km rate, and reporting that aligns with the Work-Related Costs Scheme (WKR). 

Don’t forget about usability. If a tool makes life easier for finance but slows down employees, it won’t be adopted. Choose a platform that enforces policy automatically without creating more admin.

Finally, think about structure. A freelancer or small team may only need a lightweight tool for basic claims, while a growing SaaS company will likely need layered approvals, currency support, and advanced reporting.

Why use Airwallex for expense management in the Netherlands?

Most expense tools stop at receipts and approvals. Airwallex goes further, combining sophisticated spend management with treasury, global payments, and FX infrastructure in one platform. 

If you’re managing teams, suppliers, or subscriptions across borders, Airwallex lets you issue cards, set granular limits by team or entity, and handle international reimbursements with ease. Beyond spend control, we also offer extensive payment capabilities, market-leading FX rates, and a detailed reporting function.

For Dutch companies, our end-to-end platform is built to work locally. You can open a multi-currency account, collect and hold 23 currencies, and offer your customers over 160+ local payment methods (including iDEAL). 

If you're scaling internationally, managing multiple entities, or are tired of juggling different tools for domestic and international operations, Airwallex gives you the control and infrastructure to simplify your finances without friction.

Conclusion

Whether you're chasing approvals across time zones or converting currencies at month-end, the right expense management software should make your finance operations smoother and not more complicated. 

The platforms we've covered each solve different problems, from Airwallex's all-in-one global approach to Pleo's streamlined workflows, but they all share one goal: to eliminate the friction that comes with managing business spend at scale.

The best choice depends on how your business operates. If you're handling cross-border payments and multi-entity complexity, you'll need more sophistication. If you just want employees to stop losing receipts, simpler tools will do the job.

For Dutch businesses ready to consolidate their expense management with global treasury and payments, Airwallex offers the infrastructure to handle both domestic compliance and international growth from one platform. 

Disclaimer and references

The information in this article is based on our own online research in Q2 2025. 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. 

1. https://www.soldo.com/en-eu/expenses/expense-reporting-tools/

2. https://www.soldo.com/en-gb/expenses/expenses-system/expense-claim-system/

3. https://www.soldo.com/en-eu/expenses/expense-reimbursement/employee-reimbursement-system/

4. https://www.pleo.io/nl/reimbursements

5. https://www.pleo.io/nl/spend-controls

6. https://www.pleo.io/nl/business-expense-cards

7. https://www.pleo.io/nl/pricing

8. https://www.mobilexpense.com/expense-management 

9. https://www.mobilexpense.com/business-credit-cards 

10. https://www.mobilexpense.com/local 

11. https://www.exact.com/nl/producten/exact-srxp#pakket