Business Expense Trackers: Top 5 Apps of 2023

We also considered workflow management tools, workflow approval and multicurrency support. These were features that we considered to be ones that every app should have, either as part of its plan or available as an add-on. Some of these nice-to-have features we looked for included how the app integrated with accounting software as well as how the mobile app worked and whether it had automation functionality. Shoeboxed is our favorite business expense tracker app for scanning receipts. You can fill a Magic Envelope with all of your paper receipts, send it in and have Shoeboxed take care of scanning and digitizing everything. That could come in handy if you’ve been collecting receipts all year but need to organize them all come tax time.

Finally, make sure you can store your information securely in the cloud with easy access to it. Let’s go over three key reasons why it’s important to keep track of your business costs on a Small Business Expense Tracking continual basis. Click here to read our full review for free and apply in just 2 minutes. Find help articles, video tutorials, and connect with other businesses in our online community.

Should you use an accounting software for tracking business expenses?

Make smarter decisions with instant access to key financials including income, expenses, outstanding invoices, and more. is a leading authority on technology, delivering lab-based, independent reviews of the latest products and services. Our expert industry analysis and practical solutions help you make better buying decisions and get more from technology. Zoho Expense does well in this category, mainly because it’s got a solid feature set combined with excellent customization and a small business-friendly price tag. A no-brainer for current Zoho customers and definitely one to consider for folks who haven’t yet used a Zoho product. Most of our expense tracking competitors target small companies, but Expensify goes the other way targeting large companies with complex software integration needs.

  • Start with your sales figures and then factor in other sources of income that you are using to run your business.
  • Managing your expenses is easier when you know where time is being spent.
  • FreshBooks doesn’t offer a free plan, but the company frequently offers frequent long-term sales.
  • Compare the benefits of free apps to paid ones and decide if spending some money may be worth your while.

Use the monthly trackers on individual sheets to track your company’s financial health. This monthly small business expenses template allows you to track expenditures in a detailed, organized way. The template includes a running year-to-date total (which enables you to see your expenses month over month), and allows you to edit the expense categories to match your company’s needs.

Step 6: Record all expenses promptly

It’s easy to fine-tune automation with program rules, budgets and daily limits and granular auto approve rules. Another cool feature is the option to forward certain types of expenses automatically to the appropriate project manager based on specific criteria. There’s even an in-app chat feature that lets you communicate about expenses with your team. If you’re mainly tracking expenses to deduct on your taxes, then Everlance will be a helpful tool for both businesses and freelancers. Multilevel approval workflows help you customize your expense policy rules and flag expenses that need a manager’s approval automatically. To keep your expenses organized, you can also import general ledger (GL) codes from your accounting software of choice and then tag them accordingly.

  • To access other features, such as expense approval permissions and account integrations, business owners must upgrade to a paid plan.
  • Companies with many virtual expenses will love the virtual credit card feature as it means they don’t have to issue physical cards to every employee.
  • QuickBooks is the mastermind of online business accounting, so it is no surprise that it has made its way on our list of the best business expense tracker apps.
  • Finally, most of us aren’t amazing at this‚ learning on a tool allows you to focus your time and energy on doing something you’re good at.
  • This section will explain the essential components of an expense tracking spreadsheet and provide a step-by-step guide to help you create your own.
  • It’s $30 a month (50% for the first three months during current promotion) for the Simple Start plan, which includes one user.

One product requirement for the finance department is that it support company compliance with the Sarbanes-Oxley Act (SOX). This law addresses employee expense abuses and imposes draconian penalties on companies that lack effective internal expense controls. Because of this, the product you choose needs to have comprehensive and customizable policies, rules, and approval designation abilities, and if it has tools to self-audit for SOX, so much the better. Another top-of-mind capability is data storage for at least seven years as required by the Internal Revenue Service (IRS). Data must be available to create a full audit trail should the request be made. It’s important to both finance and employees submitting expenses that the product’s interface be accessible in the user’s local language.

Recording and Categorizing Business Expenses in Excel

It is essential to be consistent and diligent in this practice to ensure accurate and up-to-date records. There are several basic Excel functions that business owners should master to be able to streamline their expense tracking process and perform useful analyses using built-in formulas. It helps businesses evaluate their spending patterns, identify areas of excessive or unnecessary expenditure, and make necessary adjustments to improve profitability. It also assists companies in making strategic decisions that will serve them in the long run. Lastly, expense tracking enables organizations to maintain transparency and accountability.

Small Business Expense Tracking

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