Expense Management
How Much Does Expense Management Software Cost?
Real list prices from 7 expense management products that publish them, cost by headcount, the pricing models you will meet and the fees that are easy to miss.
How much expense management costs
Published prices for expense management range from $3–$11.99 per user per month. At 25 users, the median list cost across 7 products is $75 per month.
List prices before discounts, taxes and add-ons; quote-only vendors are not included.
Cost by number of users
| Users | Brex Premium | Expensify Collect | Rydoo Essentials | Sage Expense Management Growth | Zoho Expense Standard |
|---|---|---|---|---|---|
| 1 | $12/mo | $5/mo | $9/mo | $11.99/mo | $3/mo (lowest) |
| 10 | $120/mo | $50/mo | $90/mo | $119.90/mo | $30/mo (lowest) |
| 25 | $300/mo | $125/mo | $225/mo | $299.75/mo | $75/mo (lowest) |
| 50 | $600/mo | $250/mo | $450/mo | $599.50/mo | $150/mo (lowest) |
| 100 | $1,200/mo | $500/mo | $900/mo | $1,199/mo | $300/mo (lowest) |
| 250 | $3,000/mo | $1,250/mo | $2,250/mo | $2,997.50/mo | $750/mo (lowest) |
Pricing models explained
- Per user. A monthly fee for each active submitter or each licensed user, the most common model. Check whether the vendor bills every licensed user or only people who submit an expense that month.
- Freemium. A free tier with no per-user fee, often tied to the vendor's own corporate card or limited to a few users, with paid tiers for advanced policies, multi-level approvals and ERP sync.
- Tiered plans. Editions that add policy rules, multi-level approvals, card feeds or ERP sync at higher tiers.
- Usage based. Charges per expense report, per transaction or per reimbursement, which rise with volume but do not count users.
- Per module or bundle. Expense sold as part of a spend management, travel or finance suite, sometimes bundled with a corporate card.
- Custom quote. Priced after scoping for multi-entity or global deployments.
Price comparison
| Product | Starting price | Pricing model | Pricing details |
|---|---|---|---|
 | $3/user/mo | Per user | Zoho Expense pricing |
 | $5/user/mo | Per user | Expensify plans and prices |
 | $9/user/mo | Per user | What Rydoo costs |
 | $11.99/user/mo | Per user | Sage Expense Management pricing |
 | $0/user/mo | Per user | Ramp plans and prices |
 | $0/user/mo | Free | What BILL Spend & Expense costs |
 | $0/user/mo | Per user | What Brex costs |
 Navan | Free for 5 users, then $15/user/mo (Navan Business plan) | Per user | What Navan costs |
 | $7/report (Base plan) | Tiered plans | What SAP Concur costs |
Lowest published list price per month, cheapest first at 25 users; quote-only products show no price.
Extra and hidden costs
BILL Spend & Expense
Accounts payable and receivable are separate paid subscriptions, Fees on some payment types (checks, ACH, instant transfers, international payments)
Brex
Business account and bill pay fees per Brex's fee schedule, Smart Card and Enterprise custom-priced
Expensify
Members above a Control Annual subscription size are billed at the $36 pay-per-use rate, Taxes are added to the listed prices
Ramp
Plus adds a platform fee based on team size (amount not published), Procurement is an add-on to Plus or Enterprise
Sage Expense Management
One-time implementation fee, QuickBooks Desktop integration at additional cost, Premium support with live chat on Growth for an extra fee, Single sign-on on Business for an extra fee
Zoho Expense
Travel self-booking add-on at $9.99 per trip, Premium Support from $490 a year, Jumpstart onboarding with ERP, HRMS or accounting integration setup from $500 a year, ERP and HRMS integrations are an add-on on Standard, Receipt scans capped per user a month (200 on Standard, 1,000 on Premium)
What drives the price
- Number of active submitters and approvers
- Edition needed for policy rules and multi-level approvals
- Accounting or ERP integration depth
- Number of entities, currencies and countries
- Card program and travel integrations
- Reimbursement volume and payment method
- Whether you keep your current corporate cards or move spend to the vendor's card program
Fees to ask about before you sign:
- Implementation and ERP connector fees
- Per-reimbursement or international payment fees
- Premium tiers needed for basic policy enforcement
- Charges for inactive users counted as licensed
- Data export or archive fees when you leave
- Minimum user counts billed even when fewer people submit expenses
More on expense management software
- All expense management software, ranked
The full ranking, top picks and how to choose.
- Expense Management comparison table
Every product side by side: score, price and verified features.
- Expense management software for mid-sized companies
The ranking reweighted for mid-sized companies.
- Expense management software for small business
The ranking reweighted for small business.
- Expense management software for enterprises
The ranking reweighted for enterprises.
- Expense management software for startups
The ranking reweighted for startups.
- HR software pricing index
Median published prices in every HR category, free to reuse.
Frequently asked questions
Is there free expense management software?
Some products offer free plans or include expense tracking with a corporate card or accounting product. Free plans often limit users, approvals, policy rules or integrations. Check what happens to your data and receipts if you outgrow the plan or switch providers.
How much does expense management software cost?
Most tools charge per active user per month, with tiers that add policy rules, approvals and integrations. Some charge per report or transaction, and some bundle expenses with a corporate card. Ask for a quote that includes implementation, integrations, reimbursement fees and how inactive users are counted.
How much does expense management software cost per user?
Published per-user prices run from $3 to $11.99 per user per month across 4 products, with a median of $7. List prices, before discounts and add-ons.
What is the cheapest expense management software?
At 25 users, the lowest published list prices are Zoho Expense ($75/mo), Expensify ($125/mo), and Rydoo ($225/mo). List prices, before discounts and add-ons.
How much does expense management software cost for 50 users?
For 50 users, the median published list price across 4 products is $350/mo; the lowest are Zoho Expense ($150/mo), Expensify ($250/mo), and Rydoo ($450/mo). List prices, before discounts and add-ons.
Do expense management platforms publish their prices?
Of the 9 expense management platforms we track, 7 publish a list price we can compare.
Can I pay for expense management software month to month?
Expensify, Ramp, Rydoo, Sage Expense Management, and 1 more bill month to month.
How are expense management platforms priced?
By the published pricing model — per user: Brex, Expensify, Navan, and 4 more; free: BILL Spend & Expense; tiered plans: SAP Concur.
How much does expense management software cost for 10 users?
For 10 users the lowest published list prices are Zoho Expense at $30, Expensify at $50, and Rydoo at $90 a month; 4 products publish a price we can compute at that size.
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