5 tools for small business expense management in 2026

Managing business spending can feel like a juggling act – especially for small teams where everyone wears multiple hats. Between invoices, receipts, reimbursements and travel costs, it’s easy for things to slip through the cracks.

Luckily, you don’t have to do it all on your own: small business expense management software is here to help you keep everything running smoothly. These tools help you track spending in real time, automate approvals and get a clear picture of your cash flow – without drowning in spreadsheets or chasing receipts.

We’ll cover what small business expense management software is and walk you through 5 solutions that make managing small business expenses much easier in 2026.

Key takeaways:

• Small business expense management software is all about saving time and reducing errors. From capturing receipts automatically to syncing transactions with your accounting system, these tools remove the manual work that eats up your team’s time.
• Real-time visibility keeps budgets under control. Knowing where every pound is going allows small businesses to make faster, smarter decisions – and avoid end-of-month surprises.
• From spend management platform and accounting software to budgeting tools, payroll systems and travel management solutions, these tools work together to give small businesses full control and insight over expenses.
• By automating approvals, enforcing policies,and turning spending data into actionable insights, small business expense management software empowers teams to focus on what really matters: growing the business.

What is small business expense management software?

Small business expense management software is your behind-the-scenes helper for keeping spending in check. It’s the tech that takes care of tracking, approving and analysing expenses – without the endless spreadsheets, missing receipts or surprise end-of-month totals.

For small businesses, that’s a big deal. When budgets are tight and teams are busy doing a bit of everything, every pound really counts. Having clear visibility over where your money’s going helps you make smarter decisions, faster – and keeps cash flow healthy along the way.

Before tools like these came along, expense management looked a lot different. Picture piles of paper receipts, expense claims emailed back and forth and someone in finance trying to make sense of it all at the end of the month. It was slow, messy and often inaccurate.

Now, however, software does the heavy lifting. Spend management platforms give teams smart company cards that track spending in real time. Accounting and bookkeeping software keep the numbers neat and compliant, whilst budgeting tools help you plan ahead. Payroll systems handle reimbursements in a few clicks, and travel and expense management solutions make booking and tracking trips much easier.

Together, they give small businesses something that used to be hard to get: control and clarity over every penny spent – without the paperwork.

Want to learn more about small business expense management? Check out our article: All about small business expense management in 2026

5 tools to support small business expense management in 2026

Still chasing receipts, double-checking expenses or wondering where that last invoice ended up? It might be time to let small business expense management tools take the manual work off your plate.

We’ve put together a list of smart solutions that make managing company spend simple by helping you track expenses in real time, speed up approvals and get crystal-clear visibility into your cash flow.

In the table below, you’ll find a quick overview of the solutions covered:

Spend management platforms

If there’s one tool designed to make expense management feel effortless, it’s a spend management platform. These tools bring all your company spending into one place – from card payments to out-of-pocket expenses – so you can see what’s being spent, by who and why, all in real time. No chasing receipts, no end-of-month surprises. Just smart company cards, automated expense tracking and a clear picture of where your money’s going.

1. Pleo

With more than 1,480 five-star reviews, Pleo is Europe’s most loved and trusted spend management platform – built to make business spending easy for small teams.

Managing company expenses shouldn’t mean endless receipts, manual approvals and surprise costs at the end of the month. With Pleo, every purchase – from office supplies to software subscriptions and travel expenses – is captured, reviewed and approved in real time, giving small business owners and finance teams full visibility and control.

You can issue smart company cards to your team, set spending limits, automate approvals and connect directly to your accounting system – no spreadsheets required. Let Pleo’s smart automation take care of the admin, ensuring every expense is tracked, categorised and ready for reconciliation, whilst built-in analytics turn spend data into insights you can actually use.

The result? Less time chasing receipts or reconciling accounts – and more time focusing on what really matters: growing your business.

Pros and key functionalities:

• Real-time visibility into spending: See every company purchase as it happens – who’s spending, on what and how it fits into your budget.
• Automated expense tracking: Receipts, invoices and card payments are captured and matched automatically, cutting out manual data entry and reducing the risk of errors or duplicates.
• Smart approval workflows: Create simple approval rules that fit your team – by department, project or amount – so spending stays controlled without slowing anyone down.
• Seamless integrations: Connect Pleo to your accounting tools like Xero or QuickBooks for smooth reconciliation and up-to-date books, without the copy-paste hassle.
• Insights that actually help: Built-in analytics give you a clear view of spending trends, highlight anomalies and help you make better financial decisions, faster.

Reasons to choose Pleo:

• Helpful customer support
• Efficient and time-saving solution
• Fast implementation and user-friendly interface

Source: G2

Pricing: Pleo offers monthly or yearly billing, with prices starting at £9.5 per month for up to 3 users.

What do our users say about Pleo?

“I find Pleo incredibly useful as it allows me to verify and settle my personal expenses in seconds without having to deal with my money in a cumbersome way. The ability to pay directly from the company account via the app without causing any issues is extremely convenient. Pleo has a nice and self-explanatory interface, which makes it easy to use, even for someone like me who has little technical knowledge. [... ] Overall, I am very satisfied with Pleo and definitely recommend it.”

- Yve L, G2

Accounting and bookkeeping software

Behind every great small business is a set of tidy books. Accounting software keeps the financial side of things organised – logging transactions, managing invoices and keeping your accounts compliant. When connected to your spend management platform, it turns those day-to-day purchases into up-to-date financial data, without all the manual entry.

2. Xero

For many small businesses, Xero is the go-to accounting sidekick. It takes the stress out of bookkeeping by automating the basics – like bank reconciliation, invoicing and financial reporting – and keeping everything beautifully organised in one place. 

It’s easy to use, cloud-based and built with small businesses in mind. We’ve included Xero because it’s one of the best examples of how accounting software can make finance simple, accessible and connected to the rest of your tools – including spend management platforms like Pleo!

Pros and key functionalities:

• Automated bookkeeping: Track expenses, reconcile accounts and manage invoices without manual spreadsheets.
• Financial reporting: Generate reports to see exactly how your business is performing.
• Integration-friendly: Works seamlessly with tools like Pleo, so spending flows straight into your accounts.

Reasons to choose Xero:

• Effortless bookkeeping for small business owners
• User-friendly and intuitive dashboard
• Strong customer support

Source: G2

Pricing: Xero starts at £1.60 per month.

Budgeting and financial planning tools

Budgeting tools help small businesses stay one step ahead. They turn spending data into forecasts, helping you plan for what’s coming next rather than just reacting to what’s already happened. Whether you’re setting team budgets, tracking against goals or testing out ‘what if’ scenarios, financial planning software helps you make confident, data-driven decisions – without needing a finance degree.

3. Float

Float helps small businesses turn raw financial data into clear, visual cash flow forecasts. Instead of wondering how much money you’ll have next month, Float shows you – in real time. It syncs with accounting tools like Xero and QuickBooks to give you instant insight into your future cash position, making budgeting and financial planning a lot less daunting.

We’ve included Float because it gives small business owners the power to plan ahead with confidence – not just react to what’s already happened.

Pros and key functionalities:

• Cash flow forecasting: See your future finances at a glance and plan spending with confidence.
• Scenario planning: Test ‘what if’ scenarios to make smarter financial decisions.
• Budget tracking: Keep track of team or project budgets in real time.

Reasons to choose Float:

• Intuitive and effective system
• Seamless integrations
• Ideal for small businesses

Source: G2

Pricing: Float starts at £65 per month.

Payroll and reimbursement systems

When it comes to paying your people back, speed and accuracy matter. Payroll and reimbursement tools take care of that. They ensure employees are reimbursed quickly and correctly, whilst keeping everything compliant and transparent. No more fiddly spreadsheets or forgotten expenses – just smooth, automated processes that make everyone’s lives easier (especially finance’s).

4. Deel

Deel takes the complexity out of paying and managing people – whether they’re employees or contractors, and whether they’re across town or across the globe. It handles everything from payroll and compliance to onboarding and reimbursements, so small businesses can build flexible, global teams without the admin headache.

This solution’s made the list because it’s built for modern small businesses that are scaling fast and hiring beyond borders.

Pros and key functionalities:

• Global payroll and compliance: Pay contractors or employees anywhere without worrying about tax rules.
• Expense reimbursements: Quickly reimburse employees for business costs.
• Onboarding and management: Handle contracts, approvals and documentation all in one place.

Reasons to choose Deel:

• Reliable solution
• User-friendly interface
• Strong customer support

Source: G2

Pricing: Deel starts at $5 per employee per month.

Travel and expense (T&E) management solutions

Business travel can get messy fast. Flights, hotels, meals, mileage – it all adds up. Travel and expense (T&E) management solutions help keep it all under control by connecting travel booking with expense tracking. That means no more lost receipts or manual claims after every trip. Everything’s tracked automatically, giving both travellers and finance teams a smoother journey.

5. TravelPerk

TravelPerk brings order (and a bit of calm) to business travel. It lets teams book flights, hotels and transport all in one place – whilst automatically tracking expenses and keeping policies in check. For small businesses, it’s a game changer: less time juggling bookings, more control over budgets and zero confusion when it comes to claiming expenses.

Even better, TravelPerk integrates seamlessly with Pleo, so every travel expense flows straight into your spend management platform. No more chasing receipts or matching bookings to card payments; everything syncs automatically.

We’ve included TravelPerk because it makes managing business travel simple, transparent and stress-free – exactly what every growing business needs.

Pros and key functionalities:

• All-in-one travel booking: Flights, hotels and transport in one platform.
• Expense tracking: Automatically record travel costs for approvals and reporting.
• Policy compliance: Set rules to control spending and prevent overspending.
• Pleo integration: Sync travel payments with your company cards for instant visibility.

Reasons to choose TravelPerk:

• Intuitive setup
• User-friendly platform
• Helpful customer support

Source: G2

Pricing: TravelPerk offers a free version. Priced plans start at £11 per month per user + 2.8% per booking.

What to look for in an expense management tool for small businesses

Choosing the right expense management solution can make a huge difference for small businesses. The right tool should make approvals simple, give you a clear view of every transaction and help keep your spending under control – all whilst saving time and reducing mistakes.

Here’s what to look for:

• Automatic expense capture: Look for solutions that instantly capture receipts, invoices and card transactions. This cuts down on manual entry and ensures nothing slips through the cracks.
• Smart validation checks: To prevent duplicates or errors, choose a platform that automatically matches transactions to approvals, budgets or purchase policies.
• Custom approval workflows: Tailor who approves what, whether it’s by department, team or spend threshold. That way, the right people sign off every time without slowing the team down.
• Real-time visibility: Being able to see all your company spending at a glance – pending, approved or paid – helps you stay in control and make fast decisions.
• Budget and policy controls: Link expenses to budgets and company policies so that spending stays on track before payments are even made.
• Integrated analytics: The right tool turns your spend data into insights, highlighting trends, spotting anomalies and helping you make smarter, cost-conscious decisions.
• Seamless integrations: Look for tools that connect with accounting software, payroll systems or other business tools to keep everything in sync automatically.
• User-friendly and scalable: Choose a platform that’s intuitive, easy for your team to adopt and flexible enough to grow as your business grows.

The best expense management software for small businesses doesn’t just keep track of transactions: it gives you and your team confidence, clarity and control over every pound spent. With the right tools, you can cut down on admin, prevent errors before they happen and make smarter, data-driven decisions that help your business thrive.

Final thoughts

For small businesses, staying on top of expenses can feel overwhelming – but it doesn’t have to be. The right expense management tools give you control, visibility and peace of mind, freeing your team to focus on strategy and growth rather than admin.

Whether you’re just starting out or scaling fast, investing in smart software can transform the way your business handles money. The result? Less stress, fewer errors and more confidence in every financial decision.