Top 20 Software For Tracking Expenses [Tested For Personal & Business Use]

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Struggling With Expenses? These 20 Tracking Tools Made It Easy For Me

Managing money and keeping track of expenses can be tricky, even for someone like me who loves organization. Three years ago, I was sitting at my kitchen table with a shoebox full of receipts, trying to figure out where my money went each month.

I had sticky notes everywhere, spreadsheets that made no sense, and that sinking feeling that I was missing something important. That’s when I discovered software for tracking expenses, and it completely changed how I manage my finances.

I've spent the last three years testing different tools; some were amazing, others total disasters, and a few surprised me in ways I never expected. Today, I want to share everything I’ve learned so you don’t have to go through the same trial-and-error process I did.

1. Mint

Best for:Beginners who want a free, all-in-one view of their finances

Mint was one of the first expense tracking apps I used seriously, and it made a strong impression right away. What I liked most was how it pulled together all my financial accounts, including banking, credit cards, loans, and investments, into one simple dashboard.

It automatically categorized each transaction, which saved me the stress of labeling everything manually. I could set monthly budgets for different spending areas, and Mint would alert me when I got close to going over. It even tracked my credit score for free.

A man is using a laptop and a smartphone to manage their finances

2. You Need A Budget (YNAB)

Best for:People who want full control over every dollar

YNAB changed how I thought about money. At first, I didn’t get it. Why would I need to assign every dollar a job? But after watching a few tutorials and giving it a try, I realized it was teaching me to plan instead of reacting after the fact

The core idea is simple but powerful: you only budget money you already have, and you give each dollar a specific purpose. That shift helped me stop overspending and start saving with intention.

3. QuickBooks

Best for:Small business owners and freelancers who need full accounting tools

When I began freelancing, I knew I needed more than just a personal budget app. I needed something that could track my business income and expenses, help with taxes, and keep things clean for invoicing. QuickBooks delivered all of that and more.

It automatically imported transactions from my business account, categorized them for taxes, and let me generate invoices with just a few clicks. It also tracked mileage, which saved me a lot come tax time.

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4. Expensify

Best for:Business travelers and remote workers who deal with lots of receipts

I first tried Expensify during a year when I traveled for work nearly every month. Managing receipts on the go was always a headache; I’d lose them, forget to log them, or miss getting reimbursed. Expensify solved that fast.

I could just take a photo of a receipt, and it would scan the details automatically and categorize it into an expense report. I could tag it to a client or a project and submit everything from my phone without needing a laptop.

5. FreshBooks

Best for:Freelancers and small businesses who want to track expenses, bill clients, and stay organized

FreshBooks came in handy when I started working with multiple freelance clients. It wasn’t just about tracking expenses; it was about organizing my entire workflow. I could track time, send invoices, log expenses, and even accept credit card payments. What I liked most was how easy it was to generate reports that made sense at tax time. Everything was clearly labeled and exportable when I needed it.

It’s designed with solo professionals and small teams in mind, not large companies. And while it’s not the cheapest option out there, the time it saved me was more than worth the monthly fee. I could focus on my work and let FreshBooks take care of the money side. If you’re freelancing, consulting, or running a small agency, it’s a smart choice that makes staying organized feel almost effortless.

6. Wave

Best for:Small business owners and freelancers looking for a free accounting solution

I discovered Wave when I was looking for a way to manage my small freelance businesswithout spending money on software. What stood out right away was that it offered accounting, invoicing, and expense tracking completely free.

That was a game-changer when I was starting with little income. I linked my bank account, and Wave automatically pulled in transactions, which made expense tracking almost effortless. I could also scan receipts and attach them to each expense, which made organizing things at tax time a lot easier.

7. Zoho Expense

Best for:Teams and businesses that need to manage employee spending

I tested Zoho Expense when I worked with a team on a short-term project where we all had to submit expenses. What I noticed immediately was how well it handled multiple users. Each person could upload receipts, track their spending, and submit reports all from their phone.

The system allowed managers (like me) to approve or reject expenses, and everything was logged neatly for bookkeeping. It saved a ton of back-and-forth over spreadsheets and receipts.

A woman's hand sorting through paper receipts in front of a laptop

8. PocketGuard

Best for:People who want to avoid overspending and stick to a real-time budget

PocketGuard came into my life during a period when I felt like I was constantly overspending, even though I technically had a budget. What made this app different is how it showed me exactly how much I had “left to spend” after all my bills, savings goals, and recurring expenses were accounted for. That one number made a huge difference.

I no longer had to guess if I could afford something. The interface is super clean, and I appreciated the simple breakdowns of where my money was going. I could link all my accounts, and the app would categorize spending automatically.

9. GoodBudget

Best for:People who like the envelope budgeting method without using cash

GoodBudget was my go-to when I wanted to be more intentional with my spending but didn’t want to use paper envelopes or carry cash. It’s based on the classic envelope system, where you divide your income into categories like groceries, gas, entertainment, and so on. Instead of stuffing money into physical envelopes, you create digital ones, and the app helps you stay within your limits.

It doesn’t connect to your bank accounts automatically, which means you have to enter transactions manually. At first, I thought this would be annoying, but it made me more mindful. I found myself checking in with my budget more often and thinking twice before spending. I also liked that it supported syncing with a partner, which was great when managing shared expenses in a household.

10. EveryDollar

Best for:People who follow Dave Ramsey’s budgeting method or want a simple zero-based budget

EveryDollar appealed to me when I was trying to follow a zero-based budgeting system where every dollar of your income is assigned a purpose, even if it’s savings. What I loved was how clean and straightforward the interface was. You start by planning your monthly income, then divide it across all your expenses and goals.

It forces you to be intentional and honest about how much you need for things. The free version works well if you don’t mind entering transactions manually. But if you want bank syncing, you’ll need to pay for the premium version.

11. Spendee

Best for:Visual learners who like colorful breakdowns of their finances

I used Spendee during a time when I felt overwhelmed just looking at numbers. What helped me was the way it turned my expenses into bright, visual charts that were easy to understand at a glance. I could see right away how much I was spending on groceries, subscriptions, or eating out, and that made me rethink some habits.

Even better, it worked with multiple currencies, so it came in handy when I traveled or had expenses in a different country. One thing I liked was the ability to create shared wallets. My partner and I used this for household budgeting, and it helped us stay on the same page. The app also lets you set budgets by category and warns you if you’re getting close to the limit.

12. Buxfer

Best for:Advanced users who want strong forecasting and investment tracking

I came across Buxfer when I was looking for more advanced financial planning tools, something beyond just basic expense tracking. What stood out to me was how well it handled forecasting. I could plan for future months, track loan repayments, or see how upcoming expenses would affect my balance. It also let me tag and split transactions, which made categorizing expenses much more flexible.

One unexpected bonus was that Buxfer could track investments too. I connected it to my brokerage accounts and could monitor my net worth in one place. It’s more powerful than it looks on the surface, and while the interface isn’t the most modern, the features are deep.

13. Fyle

Best for:Business professionals who need powerful expense reports and reimbursements

I tested Fyle while working as a consultant, where I had to submit regular expense reports to clients. What made this tool stand out was how easy it was to capture receipts, even from email. If someone sent me a receipt to Gmail, Fyle would recognize it and let me turn it into an expense in seconds. That automation saved me a lot of time.

Fyle integrates well with accounting systems like QuickBooks, and it lets you build detailed reports that clients or employers can easily review. I also liked how strict it was about compliance; if something didn’t meet company policy, it flagged it immediately.

14. Money Lover

Best for:All-around personal finance management with both manual and automatic input

I tried Money Lover when I wanted an app that could do a bit of everything: track my expenses, manage budgets, and even handle debt and savings. The setup was quick, and I liked how it gave me the choice to enter transactions manually or connect my bank. That way, I could keep full control or automate things as needed.

It supports multiple wallets and even lets you track different financial goals, like saving for a trip or paying off a credit card. What I liked most was how flexible it felt. I could adjust categories, set spending limits, and get alerts if I was going over budget.

15. Toshl Finance

Best for:Creative budgeters who want fun, flexible money management

Toshl Finance stood out to me right away because of its playful design and quirky little monster mascot, but underneath the fun look is a seriously useful tool. I used it during a time when I was juggling income from multiple freelance clients, and Toshl helped me stay organized without feeling stressed.

It supports multiple incomes, currencies, and bank accounts, and lets you build detailed budgets by category or period. One feature I found helpful was the “River Flow” chart, which showed how money moved in and out of my accounts. It made cash flow tracking simple and even kind of enjoyable.

16. Rydoo

Best for:Fast, real-time expense reporting for growing teams

I first came across Rydoo when a friend at a tech startup told me how easy it made expense tracking for their entire team. What stood out was how quickly employees could submit expenses, snap a photo of a receipt, add a few details, and it was ready for approval.

What I liked most was the real-time control. As a manager, you can see spending as it happens, rather than waiting until the end of the month. That’s huge for companies trying to stay within budget. Plus, Rydoo handles international travel well currency conversion, per diems, and tax rules that are built in.

17. Abacus

Best for:Real-time employee reimbursements with smart policy controls

Abacus felt different from traditional expense tools. When I used it for a team project, I liked how it focused on real-time reimbursements. Instead of waiting for a big end-of-month report, employees submitted expenses on the go, and Abacus automatically checked them against the company’s policies. That cut down on back-and-forth emails and made the whole process smoother.

Another thing I appreciated was the level of control. You could customize rules like flagging weekend charges or requiring notes for anything over a certain amount. It gave us trust in the system without needing to micromanage. Abacus also integrates well with accounting software, so the finance team didn’t have to do extra data entry.

A woman working on a tablet computer while holding a piece of paper

18. SAP Concur

Best for:Large organizations with complex travel and expense needs

When I helped out on a project for a multinational company, they used SAP Concur, and I saw why. It’s built for scale. Employees booked flights, submitted receipts, and managed expense approvals all from one platform. It felt like a travel booking site and an expense tracker rolled into one, which made business travel surprisingly stress-free.

I noticed how much time it saved the finance team. Everything was automated, from converting currencies to syncing receipts from airline bookings. The mobile app also meant employees didn’t have to save paper receipts or fill out forms later. While it might be too complex for small teams, SAP Concur shines when you’re managing hundreds of employees across regions.

19. Certify

Best for:Mid-sized companies needing automated, audit-friendly expense tracking

Certify was one of the smoother tools I tried when working with a medium-sized business. It focused heavily on automation, which I loved. You could email receipts, upload scans, or use the mobile app to capture expenses, and Certify would automatically extract the key info and categorize it.

It also had great reporting tools. Managers could quickly pull up compliance reports or check if anyone was overspending. And if an expense broke policy, Certify flagged it right away. I liked that it didn’t feel overwhelming, even with powerful features.

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20. Ramp

Best for:Fast-growing startups looking to track and control corporate spending

Ramp felt like a breath of fresh air when I worked with a startup that wanted to manage spending smarter. It’s not just an expense tracker; it also gives corporate cards and real-time insights into how your business is spending. Every time someone swiped a Ramp card, it instantly matched the charge with the receipt and asked for a quick note if needed. No more waiting for end-of-month reconciliations.

What I liked most was how it encouraged better habits. You’d get alerts if a subscription charge increased or if a team member went over budget. It also spotted duplicate tools or unused services, which helped us cut costs. Ramp isn’t just about tracking it’s about helping you spend better. If you want to grow your business without wasting money, this tool puts control back in your hands.

Final Thoughts

After years of testing different expense tracking tools, I’ve found that the best software is the one you use consistently. It’s easy to get distracted by features, but what matters is choosing something that fits your habits and goals. If you’re just starting, pick a simple tool that connects to your bank automatically. You can always move to something more advanced later.

For business users, focus on tools that integrate well with your existing systems and save you time. Expense tracking software won’t fix your finances on its own, but it will give you the insights you need to make smarter decisions. Use those insights to spot spending patterns, cut unnecessary costs, and stay on top of your financial goals.

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