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

Key takeaways

• Spend management software helps US businesses stay in control of company expenses, reduce manual processes, and gain visibility across teams and locations.

• The best platforms offer real-time tracking, receipt capture, built-in cards, and accounting integrations.

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

Business spend can get messy fast. One team is submitting receipts by email. Another’s paying vendors with their own cards. Budget owners are working from spreadsheets that haven’t been updated in weeks. By the time finance pulls the full picture together, it’s already out of date.

This kind of chaos doesn’t happen because teams are careless. It happens because the tools they rely on don’t talk to each other. If you’re managing vendor invoices, reimbursing employees for travel, or tracking budgets across multiple departments, disconnected systems create delays, missed insights, and way too much manual work.

In this article, we’ll compare the top spend management platforms for US businesses in 2025, including Airwallex, Ramp, Expensify, Airbase, and Brex. You’ll get a side-by-side look at the features that matter, how pricing stacks up, and what each tool does best, so you can choose the right fit for your business.

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 crucial 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 gives finance teams 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 spot issues early, stay on budget, and make faster decisions.

• Multi-layer approval workflows: As your business grows, approval processes become more complex. Look for software that lets you create flexible, multi-step workflows based on roles, departments, or spend thresholds. This ensures the right people review every payment before it goes 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 provide you with tools to set card limits, restrict spending 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 the US

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

Compare the pricing of spend management software providers in the US

The top 5 spend management software providers in the US (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. American businesses can issue virtual or physical Visa cards, automate approval workflows, and pay suppliers in over 200 countries, all while holding and spending in USD, CAD, 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

• Up to 1.5% cash back on USD spend

Cons:

• Ecosystem of third-party integrations is still growing

• May require some initial setup if replacing multiple providers

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.

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:

• No local currency wallets or card issuance outside the US

• Limited support for international payments or non-USD transactions

• Some advanced features (e.g., procurement, multi-entity) require the paid Ramp Plus plan

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.

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:

• Limited automation and approval controls compared to newer platforms

• No built-in multi-currency wallet or local currency card issuance

• Policy enforcement is lighter than competitors like Airbase or Brex

Airbase

Airbase is a robust spend management platform designed for mid-market and scaling businesses. It offers advanced controls across the entire procure-to-pay process, from expense approvals and corporate cards to global vendor payments and accounting sync. Teams can automate spend workflows, issue cards after approval, and ensure every dollar is tracked correctly and booked. Its support for amortization and complex approvals makes it popular with finance leaders handling large or international operations.

Pros:

• Strong ERP integrations and automated reconciliation

• Prepaid and charge cards with up to 2.25% cashback

• Built-in bill pay for 200+ countries in 145+ currencies

Cons:

• No wallet for holding foreign currencies

• Paid plans are quote-based and may be costly for small teams

• Implementation and onboarding may require dedicated finance resources

Brex

Brex offers a full finance stack for funded startups and growing mid-market companies. It combines corporate cards, a business account, global payments, and a modern spend management platform. Brex’s Empower system lets you assign live budgets, automate approvals, and issue local currency cards to global teams. With deep integrations, robust fraud protection, and AI-powered features, Brex is a strong choice for companies scaling rapidly and seeking to simplify their global spend.

Pros:

• Integrated card, bank account, and spend tools

• Points rewards with support for global travel and transfers

• Local currency cards and no FX fees for global teams

Cons:

• Qualification requirements may exclude early-stage or bootstrapped businesses

• Advanced features like budgets and policy controls locked behind paid plans

• Rewards program is points-based and more complex to manage than flat-rate cashback

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 get an idea of the level of automation available with the software, such as bill and receipt data extraction, expense categorisation, 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 for beta testing or providing 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 consider 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 tasks, 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 more than 200 countries, it’s built to support businesses that operate across borders or plan to do so.

For American 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 US businesses?

For US-based teams, key features include real-time expense tracking, integrations with accounting platforms like QuickBooks and NetSuite, and automation tools that reduce manual data entry. Strong approval workflows, mobile-friendly apps, and support for accounts payable and employee reimbursements also help finance teams stay efficient and compliant.

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 improving oversight, spend management software helps small businesses 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 report, while others, like 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.airwallex.com/us/pricing#Cards-&-Expense-Management-

2.  https://ramp.com/pricing

3.  https://www.expensify.com/pricing

4.  https://www.airbase.com/pricing

5.  https://www.brex.com/pricing