Multi-entity expense management
Expense management software, automated end to end
Automate expense reviews, approvals, receipts, and reimbursements on one platform, across every entity and currency.
Join over 250,000 businesses that trust Airwallex
Every expense, captured and reconciled in one place
Airwallex Expense Management unifies cards, receipts, approvals, and reimbursements in one workflow — automating expense capture, validation, and reconciliation for faster and greater spend control.
AI agents handle data entry
Automate receipt capture and matching, linking every expense to the correct transaction and account without manual general ledger entry.
See spend as it happens
Every transaction is captured in real time, giving your finance team instant visibility into where company money is being spent.
Every submission is checked against your expense policy
Expense policy agent approves expenses that follow policy and flags only the exceptions for a human review, so card spend clears and reimbursements pay out faster.
Keep your books ready for month-end close
Integrate with your accounting software to automatically reconcile and post expenses, reducing manual work and accelerating close.
How Airwallex expense management and spend management work as one
Airwallex Expense Management is part of the larger Airwallex Spend Management platform, which also includes Bill Pay and Purchase Orders. Expense Management, Bill Pay, and Purchase Orders all draw from the same balance and the same data. When you turn on Bill Pay and Purchase Orders, they use the entities and data you already set up in Expense Management, so you don't set anything up twice.
How Airwallex Expense Management Software works
Spend
Employees pay with an Airwallex corporate card or out of pocket.
Capture
Employees snap or forward receipts, and AI automatically extracts the merchant, amount, date, and tax.
Check
The Expense Policy Agent matches each receipt to its transaction and checks it against your expense policy.
Approve
Flagged expenses are sent to the right approver with policy context for approval or denial.
Reconcile
Approved expenses and reimbursements sync to your accounting software automatically.
GLOBAL ENTITY MANAGEMENT
Manage expenses across multiple business entities
Track expenses at the entity level
Create separate accounts for each entity. Every card expense, receipt, and reimbursement maps to the right subsidiary automatically.
Approve across every entity
Review, approve, and reimburse employee expenses across all your entities from one dashboard.
Local rails, not slow international wires
Pay people on local rails, no matter which entity they're paid from: 50% of reimbursements arrive instantly, and 93% land the same day.
EXPENSE POLICY AGENT
Expense management with an always-on policy agent
Expense policy agent applies your policy across the business
Upload your policy once and the agent holds every team to it, including per diem limits, and adapts by region and currency.
Your agent checks every expense the moment it lands
In-policy expenses are verified instantly, and out-of-policy expenses are flagged for human review, so your team always makes the final call to approve or reject expenses.
Shows the rule behind every flag
The agent points to the exact policy clause the expense broke, so approvers can clear or escalate with confidence.
SPEND CONTROLS
Set the rules for cards and approvals
Set a monthly spend limit per card
Set spending limits by card, category, merchant, or even a single transaction.
Stop out-of-policy card spend before it happens
Purchases that break your rules are blocked at checkout on Airwallex Corporate Cards, so there is nothing to claw back later.
Make receipts mandatory when you need them
Admins can require a receipt on any transaction, the employee is prompted the moment they pay, and OCR reads it on the spot.
Each expense sent to the right approver
Set a spending threshold for each approval step and choose who signs off, so every expense goes to the right approver automatically.
MULTI-CURRENCY SPEND
Spend and reimburse in local currencies, no foreign transaction fees
No foreign transaction fees.
Spend straight from a currency you already hold and pay nothing extra. When you do need to convert, you’re not charged marked-up card rates.
Reimburse employees in their local currency
US reimbursements are paid out by ACH, usually within 1 to 2 business days, and employees abroad are paid on local rails like SEPA.
Capture the tax on every receipt
OCR reads the tax amount and rate off each receipt, in any currency, so expenses are coded correctly for your filings.
ACCOUNTING INTEGRATIONS
Reconciliation without the manual work
Connect to accounting software in a few clicks
QuickBooks, Xero, NetSuite, and Microsoft Dynamics 365 Business Central all sync natively, both ways, with no custom build, no waiting on IT, and no CSV uploads.
Categorize every expense right from the start.
Pull your accounts, locations, and tax rates from your accounting software once, and each expense maps to the right account automatically.
Post to general ledger on your schedule
Approved expenses and reimbursements flow straight to your books, with no manual exports at month-end.
EXPENSE MANAGEMENT APP
Run expenses from the Airwallex app
Snap and submit in seconds
Photograph a receipt. The app reads it, fills in the details, and categorizes the expenses - just tap submit. No paper needed.
Spend and track on the go
Pay with cards in Apple Pay and Google Pay, and watch each transaction in real time.
Approve from anywhere
Managers can clear expenses and reimbursements.through the Airwallex website or app.
Airwallex Expense Management pricing
Airwallex Expense Management starts free with Explore, costs $12 per active user/month on Grow, and offers custom pricing for Accelerate. All plans include unlimited multi-currency cards and OCR receipt scanning, with advanced approvals and the Expense Policy Agent on Grow and above.
Expense management is just the start
Corporate Cards
Spend Management
Purchase Orders
Bill Pay
Corporate Cards
Spend Management
Purchase Orders
Bill Pay
Featured resources about Expense Management
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Airwallex Expense Management Guide
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Frequently asked questions about Expense Management
What is expense management?
Expense management is how a business tracks, approves, and reimburses what employees spend on its behalf, whether on a company card or out of pocket. It covers the policies you set, the approvals along the way, and the records your finance team keeps for accounting and audit. Done well, it controls spending and closes the books faster, with far less manual work.
What is expense management software?
Expense management software tracks, approves, and reimburses what employees spend, whether they pay on a company card or out of pocket. It captures each receipt, checks the expense against your policy, and posts it to your accounts, so finance spends less time keying data and chasing paperwork. Airwallex does this across every entity and currency you operate in, on one platform.
Why is expense management important?
Expense management matters because it protects your cash flow and your books. Without a clear view of what is going out, overspending and errors creep in and month-end drags. A good system gives finance real-time visibility, applies your policy automatically, and cuts the manual entry that leads to mistakes, so decisions rest on accurate, current numbers, proving exactly why you need an expense management software.
What are the benefits of expense management software?
The main benefit of expense management software is getting hours back at month-end while keeping a tighter grip on company spending. Receipts capture themselves, policy checks run automatically, and approved expenses post straight to your accounts, which cuts manual entry and the errors that come with it. You also get a live view of what is being spent, where, and by whom, so nothing comes as a surprise when the books close.
How does automated expense management work with corporate cards?
Automated expense management works by linking your corporate cards directly to the software that records every purchase. The moment an employee uses their card, the transaction appears in real time, the platform prompts them for a receipt, and AI reads that receipt, matches it to the transaction, and suggests an account code. Spend limits and policy checks run at the point of purchase, so out-of-policy spend is caught before it happens instead of weeks later at close. With Airwallex, your Corporate Cards and Expense Management run on the same balance, so there is nothing to import or match by hand.
How does the AI receipt capture and OCR extraction work?
AI receipt capture starts the moment you submit a receipt, by photo in the app, email forwarding, or the Airwallex assistant. OCR (optical character recognition) reads it and pulls out the merchant, amount, date, and tax, then the AI matches it to the right card transaction and suggests an account code, with no manual entry. Anything it cannot match with confidence goes to a person to review.
What is the difference between AI and traditional automation in expense management?
Traditional automation follows fixed rules: if a receipt fits a set template it files it, and if not, a person steps in. AI goes further by reading messy, varied receipts in any format or language, understanding context, and making judgment calls, like matching a receipt to the right transaction or checking a claim against your written policy. Airwallex uses both: rules enforce hard limits, while the Expense Policy Agent reads each submission against your policy, flags exceptions, and cites the exact clause behind every decision.
How does Airwallex integrate with accounting software like QuickBooks, NetSuite, and Xero?
Airwallex connects to QuickBooks, NetSuite, Xero, and more in a few clicks, with no custom API work or IT project required. Import your chart of accounts, locations, and tax rates once, and every expense code to the right place from then on. Approved expenses and reimbursements sync back to your general ledger on the schedule you set, so reconciliation runs without manual exports.
What types of expenses can I manage with Airwallex?
You can manage card spend and out-of-pocket expenses with Airwallex, from travel, meals, and software subscriptions to supplier costs and team offsites. Employees submit on the app or by forwarding a receipt, and each expense is coded and matched for them. Because Airwallex also covers corporate cards, bill pay, and purchase orders, you can keep every type of company spend in one place.
How does Airwallex prevent software subscription waste and duplicate billing?
Airwallex helps you catch subscription waste by giving every recurring charge its own controls and full visibility. Issue a dedicated virtual card per vendor or subscription, set a spend limit, and you will see the moment a charge posts, including a price hike or a tool you are paying for twice. Because every transaction is categorized in one dashboard, finance can spot duplicate billing and unused tools before the next renewal.
Can we reimburse out-of-pocket expenses for international employees in their local currencies?
Yes, Airwallex reimburses employees in their home currency across 200+ countries, paying out over local rails like ACH in the US and SEPA in the EU. US reimbursements arrive by ACH, usually within 1 to 2 business days, and international payouts move on local rails where available, faster than a standard SWIFT wire. There is no forced currency conversion on the employee's end, and you can review, approve, and pay everyone from one view and one balance, whatever entity or country they sit in.
How much does Airwallex Expense Management cost, and are there per-user seat fees?
Airwallex Expense Management starts free on the Explore plan, which includes expense management, reimbursements, receipt capture, and unlimited multi-currency corporate cards, for up to 10 free users.
The Grow plan adds the Expense Policy Agent and advanced approval workflows for $12 per active user a month (up to 250 users), plus a platform fee based on team size, where an active user is anyone who submits, approves, or pays an expense, reimbursement, or bill that month. Accelerate adds purchase orders, three-way matching, and global entity management with custom pricing.