Automated workflows make expense reporting effortless — with AI-powered receipt capture, transaction coding, and compliance built in. Employees get reimbursed quickly, in their local currency, while finance teams save time and gain control.
Expense Management Software
Skip the paperwork with touchless expense reports.
Tools Built to Make Expenses Effortless
Effortless Expense Reporting for Employees
AI-powered Touchless Expense Reports capture and categorize expenses from a simple snap of a photo. Eliminate manual expense entry and coding, saving employees hours of time, every time. Rapid submission, approvals, and reimbursements create a seamless process that turns an often-dreaded task into an easy, fully automated experience.
Clear and Consistent Policies
Eliminate the risk and escalations that result when employees submit expenses that don’t align with corporate policy. Set mandatory fields, a time window for submission, and budget limits by role and expense type. Blocking and warning policies are clear and simple for both employees and approvers.
Simplify Corporate Card Expenses
Stop chasing receipts and reconciling card statements manually. With Direct Card Expenses, Visa and Mastercard corporate card transactions are automatically linked to an expense report — complete with AI-powered coding, real-time categorization, and automated receipt matching.
Advanced Mileage Reimbursements
Track mileage expenses by entering a starting point and one or more destinations. Mileage is automatically calculated so expense submission is simple. Automated notifications make approvals easy and keep employees up–to–date on payment status.
A Detailed Audit Trail of Every Expense
Gathering data and documentation for the hundreds or thousands of purchases that company employees make can be messy business. Airbase by Paylocity captures expense details as they happen and records them to an easily retrievable audit trail, including approvals, receipts, and more. Find the information you need, when you need it.
Level-Up Your Travel Management for a Full T&E Experience
The one-click TravelPerk integration means clear sailing for your business travel. Employees can easily book travel using the power of TravelPerk’s booking capabilities and deep inventory. Booking details are integrated with the Expense Management module for easy expense reporting and syncing to the ERP.
“Overall, the user interface is super friendly for reimbursements. That’s one thing that our employees really like — that they can take a picture of the receipt and then upload it to [the app] on their phone.”
Ryan Hermelyn, Assistant Controller at Survios
“The #1 Expense Management Solution for SMEs in Spend Matters Spring 2025”
Spend Matters LLC?ts=1751901674588&dpr=off)
FAQs
Each time an employee spends money, it triggers a requirement to manage the expense. That’s because companies must track against budgets and accurately account for every cent of every dollar that leaves the company. Expenses can be either a direct payment from the company to a vendor, or as a reimbursement to an employee who has paid for goods or services out of pocket.
Expense management is the process of tracking, controlling, and optimizing an organization’s outgoings. It involves activities such as capturing, categorizing, and analyzing expenses incurred by employees during business operations.
Expense management includes expense reporting, policy enforcement, reimbursement, and financial analysis.
With effective expense management practices, organizations can:
- Gain better visibility into company spending.
- Identify cost-saving opportunities.
- Enforce compliance with company expense policies.
- Streamline the process of reimbursing employees.
- Make informed financial decisions.
- The result is improved financial control, reduced costs, better efficiency, and enhanced visibility into all employee spending
When purchasing an expense management solution, there are several key features to look for:
- An intuitive and user-friendly interface for easy navigation and adoption.
- Automated receipt capture and expense categorization capabilities to save time and improve accuracy.
- Policy enforcement features to ensure compliance with company guidelines and reduce fraudulent claims.
- Mobile accessibility for expense submission on the go.
- Integration with accounting systems to streamline the reconciliation and reporting processes.
- Customizable approval workflows to accommodate various organizational structures.
- Robust reporting and analytics capabilities provide insights into spending patterns and help with financial decision-making.
- Data security measures protect sensitive financial information.
An expense management policy sets rules around employee spending for business expenses. Modern expense management software builds these rules right into the purchasing process.
A policy sets spending limits, specifies documentation requirements, and defines any reimbursable expenses. It may cover areas such as travel expenses, meals, entertainment, transportation, and office supplies.
Well-defined expense policies help control costs, prevent misuse of company funds, and align spending with an organization’s financial goals.
Implementing Airbase’s Expense Management module significantly improves expense reporting processes.
First, it streamlines the process by automating data entry, eliminating manual paperwork, and reducing the chances of errors or missing information.
Employees can easily capture receipts using mobile devices, OCR technology, and generative AI can extract relevant details automatically.
Secondly, it enforces policy compliance by validating expenses against predefined rules, ensuring adherence to spending guidelines. This reduces the need for manual review and improves accuracy.
Additionally, Airbase provides real-time visibility into expenses, so managers can monitor spending trends, identify potential issues, and make informed decisions.