It’s not a new insight to say things are moving fast these days. And the pace is only increasing. To keep up, you need to eliminate all the things that create drag in your organisation. Expense management is a classic example of a process that slows you down while also being relatively easy to automate with an expense management software.
OK, great: So we’re en route to an answer: expense management software of some kind. But not so fast! This market is crowded with providers making bold claims. The different software solutions have their own unique strengths and weaknesses.
For example, if you’re running a business that’s outgrown the ‘s’ in SME (i.e. you’re ‘mid-market’ in commercial parlance), an expense management software made for 0 – 50 headcount just won’t do. Indeed, it’d probably hinder more than help.
Instead, you need some added muscle. A system that can match the complexity or scale of a bigger business (without going full ERP beast mode). If that sounds familiar, then this list is for you.
You might ask (reasonably), who are these guys to tell me what’s good and what’s not? Here’s who we are and why we know this space:
Webexpenses has been going for over 25 years. In that time, competitors have come and gone, trends have emerged and faded, and all throughout we’ve helped thousands of businesses transform their expense processes. We know what works and what’s just window dressing.
What to look for in expense management software
The hard part isn’t deciding you need expense management software. Instead, it’s figuring out which features actually matter for a business your size. So here are the key things:
- 24/7 customer/digital support. When your finance team hits a snag at 6pm on a Friday, you need real people who know your system. Or if you have folks working abroad, then times won’t align neatly with UK working hours.
- Flexible pricing that scales with your business matters more than a low entry fee. Active user pricing models tend to work better than per-card charges or rigid tier structures that force you to pay for features you don’t need.
- Integration capabilities should fit your actual workflow. While having 200+ integrations sounds impressive, what you really need is seamless connection with your accounting system, whether that’s through direct integration or a simple CSV export that keeps control with your finance team.
- Implementation support that is quick (but not too quick). A platform that claims you can ‘implement in seconds’ might leave you struggling without proper training, while a bespoke implementation process ensures the system works for your specific needs.
The top expense management software for 2026
1. Webexpenses
Webexpenses has been going since 2000. In software terms, that’s heritage. And from the start, we’ve been helping companies manage expenses with a platform built specifically for the UK market and APAC (though we serve customers in multiple countries worldwide).
First is, of course, pricing. We operate on an active user-only pricing model, meaning you only pay for employees who submit or approve expenses in each billing period. This approach eliminates costs for inactive users, which can significantly optimise your budget compared to flat user licenses.
Then there’s our customer support. Our in-house teams (based in the UK and Australia) mean on most occasions, a real person will be on hand to support you if needed.
For any issues that eventuate at 4 AM on Sunday, for example, our humans are supplemented by WADE, our AI agent. WADE’ll help you triage the problem and if it can’t help you, then a person will pick it up as soon as our people get back to work.
Being honest, we’ve yet to receive a request for Sunday support. Our 96% customer retention rate speaks volumes about how we look after clients once they’re live.
We offer in-house carbon tracking at no extra cost, which is increasingly important as government regulations around emissions reporting continue to evolve. Our pricing structure is transparent and competitive, with no hidden charges for additional modules.
Our implementation team works closely with you to build a system that fits your specific needs. Plus, every user at your company can call for help. You’re not just a number in a queue.
We also offer our own prepaid Expense Cards. These are native to our system and free for our users. You don’t have to use them, however. We remain compatible with third-party cards and we still facilitate finance teams that prefer traditional reimbursement to carry on as normal.
2. ExpenseIn
Founded in 2015, ExpenseIn positions itself as a user-friendly solution with auto categorisation from scanning receipts and direct integrations with AccountsIQ and QuickBooks. They use an active user pricing model based on users who create or submit expenses each month, with approvers and finance users free.
They offer two tiers: Business (core functionality) and Enterprise (which includes carbon reporting, vehicle duty of care statements, and receipt verification). However, they have significantly fewer customer reviews on G2, Capterra, and TrustRadius compared to more established providers, and zero reviews on TrustRadius at all.
Since being acquired by AccountsIQ, there’s a question about whether their focus has shifted toward customers using that specific accounting system.
3. SAP Concur
SAP Concur is the giant in the room with its all-inclusive system covering travel management, expenses, and invoices. They offer over 200 integrations, tax assurance, and VAT validation.
However, their cost structure is tailored to large businesses/enterprises, with licensing fees, implementation costs, and support charges that can quickly add up. The interface has been described as clunky and outdated, requiring multiple clicks to complete single transactions. Their onboarding process often takes several months.
Customer support has mixed reviews, and at approximately £9 per claim, costs can escalate quickly. Their TrustPilot reviews show 88% are one-star ratings, something worth considering when you’re looking at unfiltered customer feedback.
4. Pleo
Pleo has built a strong reputation as Europe’s most loved spend management platform, with particular strength in the Nordics. They offer prepaid cards with an integrated invoicing solution, which appeals to businesses wanting to control spending before it happens.
Their marketing budget is substantial, making them well-known in the market. However, their pricing structure means costs can increase significantly as you scale. You pay for every card regardless of whether it’s used that month, and it takes a minimum of three days (sometimes up to eight) to load funds onto cards.
There’s also a lack of audit trail on prepaid cards. Transactions process straight to Xero without managerial visibility, which can be unsettling for finance teams who need control and oversight.
5. Payhawk
Payhawk offers a comprehensive spend management solution covering cards, expenses, and accounts payable. They provide two-way integrations and default categorisation, positioning themselves as a premium option for upper mid-market and enterprise customers.
Their minimum pricing for small businesses (under 50 employees) starts at £149 per month for cards only. However, their approach groups users into rigid departmental structures, which lacks flexibility for individual cardholders. Their mobile app requires users to submit expenses one at a time rather than in bulk, which can bombard approvers with individual line items.
Carbon tracking is only available on card expenses, not across all expense types, limiting its usefulness for comprehensive reporting.
6. Expensify
Expensify claims 12 million users and offers an all-inclusive platform with corporate cards, travel booking, invoice management, and bill payment. They have 45+ integrations with systems like QuickBooks, NetSuite, and Xero.
However, they’re heavily US-centric, based in California with only 30 employees in the UK (according to LinkedIn). Their corporate card offering isn’t available in the UK market, and support is only available via web chat rather than phone support.
Their ‘implement in seconds’ marketing raises questions about the level of guidance, tailored configuration, and training you’ll get. Pricing starts at £8 per user for their Collect tier and £14 per user for their Control tier.
7. Navan
Navan focuses on providing an all-in-one travel and expense solution. While details are limited in our comparison, they position themselves as offering convenience through bundling travel management with expense tracking.
The trade-off here is precision versus convenience. If you need deep control and customisation for your finance team, a focused expense management solution typically outperforms an all-in-one platform that tries to do everything.
8. Tipalti
Tipalti operates in the expense management space with a focus on compliance and control. However, specific details about their feature set, pricing, and market positioning suggest they’re better suited to particular use cases rather than general medium business expense management.
9. Ramp
Ramp has entered the UK market with a focus on spend management and smart savings features. They emphasise automation and analytics to help you control costs.
Like many US-based providers expanding into the UK, questions remain about their long-term commitment to the UK market and whether their product features are truly optimised for UK businesses, compliance requirements, and accounting practices.
Making the right choice for your organisation
Here’s another trite observation: The best expense management software for your mid-market business depends on your specific priorities.
If you need comprehensive spend control with prepaid cards, providers like Pleo might appeal. If you’re looking for a solution that’s part of a larger ERP ecosystem, options like Concur could fit.
However, if you want a smart expense management platform built by people who understand UK and APAC businesses, backed by over 25 years of market know-how, and supported by a team that knows your name (not just your account number), that’s where we excel.
Our platform gives you faster reimbursements, in-house carbon tracking, customisable approval workflows, and an implementation process that ensures you’re set up for success from day one. We don’t lock you into paying for cards you don’t use, we don’t hide features behind premium tiers, and we don’t disappear after implementation.
Quick comparison: expense management software at a glance
If you’ve made it this far and your head’s spinning a bit, we get it. Here’s everything we’ve covered in one place:
| Provider | Best for | Pricing model | UK support | Carbon tracking | Implementation time | Key limitation |
| Webexpenses | UK mid-market businesses | Active user | 24/7 digital support | Included free | Weeks | None worth mentioning |
| ExpenseIn | AccountsIQ users | Active user | UK hours | Enterprise tier only | Not specified | Limited reviews |
| SAP Concur | Large enterprises | Pricing varies, contact for quote | Mixed reviews | Available | Several months | Complex, costly |
| Pleo | Card-focused businesses | Per user + per card | UK hours | Not specified | Quick | Card loading delays |
| Payhawk | Upper mid-market | From £149/month | Multi-lingual | Cards only | Not specified | Rigid structure |
| Expensify | US-based companies | From £8/user | Web chat only | Not specified | Seconds (claimed) | US-centric |
| Navan | Travel-heavy orgs | Not specified | Not specified | Not specified | Not specified | Less control |
| Tipalti | Specific use cases | Not specified | Not specified | Not specified | Not specified | Limited info |
| Ramp | Cost analytics focus | Not specified | Not specified | Not specified | Not specified | New to UK |
Ready to see how Webexpenses compares to your current process? Book a demo with our team and we’ll show you exactly how we can streamline your expense management.
Visit webexpenses.com for more information on our expense software solutions.
