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10 Best Travel & Expense Software to Use in 2024

Praburam Srinivasan

Growth Marketing Manager

June 2, 2024

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Manual travel and expense reimbursement is tedious. You have to maintain spreadsheets, gather all travel expense receipts from employees, verify them, record the data, and approve the reimbursement. It also leaves room for errors.

Why go through this whole expense data hassle when you can automate this process with travel and expense management software?

Instead of maintaining a record of hundreds of physical receipts and large rows of employee expenses, you can simply scan the receipts to record expenses and automate the approval processes through defined workflows, making corporate travel management as easy as ever.

Let’s explore the top 10 travel and expense management software to support your business travel needs, their key features, and pricing.

What Should You Look for in Travel and Expense Software?

1. travelperk, 3. wegopro (formerly travelstop), 4. expensify, 7. emburse certify, 8. sap concur, 9. travelbank, 10. zoho expense.

A travel and expense software should simplify bookings, invoicing, and reimbursements. Here are some capabilities that enable a streamlined reimbursement process:

• Intuitive dashboard : An intuitive dashboard helps you easily monitor each employee’s travel expenses when they submit digital expense reports. Look for customizable views, app integrations, and real-time tracking
• Automation : The software should auto-fill transaction details from corporate cards and calculate expense reimbursements
• Digital receipts capturing : It should be able to extract data from digital receipts and fill in expense fields, eliminating the need for manual data entry
• Advanced analytics: Best expense management platforms offer in-depth reporting and analytics features to help businesses analyze and manage travel expenses
• Cost-effectiveness : The software should offer custom and reasonable pricing as per your business needs

The 10 Best Travel and Expense Software to Use in 2024

Here are the 10 best travel and expense software that can manage your end-to-end business travel needs—from travel booking to expense management, budget tracking, and receipt management.

TravelPerk is a platform that offers seamless travel and expense reporting management. It supports multiple use cases, such as group travel bookings for offsites, travel management, expense management, and centralized invoicing.

With its in-built travel tracker, HR managers can monitor employee trips in real time and check whether they are adhering to travel expense policies and compliances. 

TravelPerk best features

• Control your travel budget with real-time information from the interactive TravelPerk dashboard
• Add powerful integrations in one click to manage all your expenses from one place
• Modify your bookings anytime with Flexi Perk, a one-tap solution to book airline tickets and hotels at any rate and cancel them at any time 
• View real-time travel status with an interactive map
• Get top insights on travel carbon footprints for introducing sustainable traveling solutions

TravelPerk limitations

• It has limited travel booking options
• Needs potential UI improvements for travel bookings. For example, you cannot search for hotels directly and will have to scroll through the entire list

TravelPerk pricing

• Starter : Free
• Premium : $99/month+3% booking
• Pro : $299/month+3% booking
• Enterprise : Custom pricing

TravelPerk ratings and reviews

• G2 : 4.6/5 (1500+ reviews)
• Capterra : 4.8/5 (404 reviews)  

Fyle is an expense management solution that automates your expense and reimbursement process, which includes reconciling corporate card expenses and processing employee expense reimbursements. Connect it with your accounting software to track vendor, project, and department expenses.

You can integrate Fyle with NetSuite, Xero, Sage Intact, BambooHR, and QuickBooks. While it does not offer travel management features, it can be integrated with TravelPerk to analyze and report employee travel expenses.

Fyle best features

• Leverage conversational AI to collect digital expense reports and match them to the credit card transaction
• Automate expense form filling, report submissions, and sync expenses to your accounting software like Quickbooks, Sage, and Xero
• Get real-time actionable insights into your spending data through the powerful and advanced analytics dashboard

Fyle limitations

• Fyle’s limited expense categories make it difficult to accurately record all types of expenses 
• It has a steep learning curve

Fyle pricing

• Standard : $6.99 per month per user, billed annually
• Business : $11.99 per month per user, billed annually
• Enterprise :  Custom pricing

Fyle ratings and reviews

• G2 : 4.6/5 (1300+ reviews)
• Capterra : 4.5/5 (146 reviews)

WeGoPro is a travel booking and management plus expense tracking software. It has over 800 airlines and 600,000 hotels listed to make travel booking and control easier for businesses. 

With WeGoPro, you can track company-wide expenses on a single dashboard in real time. It also allows you to maintain a record of frequent travel policy and compliance violators.

WeGoPro best features

• Saves hours of manual paperwork and accelerates reimbursement with automated expense reporting 
• Manage multi-currency expenses with instant exchange rates to manage global business expenses without any delay
• Get data-driven insights through a consolidated view of your spending by either expense category or department in one single place
• Track real-time business traveler’s data and ensure safety and instant support through interactive maps

WeGoPro limitations

• It offers limited accommodation options as compared to other travel management platforms
• Higher prices per booking can impact travel budget, especially for small businesses

WeGoPro pricing

• Standard : $10/booking
• Premium : Contact for pricing
• Expenses : $5/month per user

WeGoPro ratings and reviews

• G2 : 4.4 /5 (12 reviews)
• Capterra : 4.3/ 5 (18 reviews)  

Expensify is an expense management app with unlimited receipt tracking management. Its SmartScan feature scans all receipts in one click and automatically uploads them on the dashboard. 

You can sync Expensify with business accounting, HR, and travel software to bring all data together, making financial audit processes easier.

Expensify best features

• Capture all receipts in one click with SmartScan to automatically import your expenses for rapid reimbursements  
• Earn up to 2% cashback on Expensify cards on transactions above $250,000
• Create expense rules to categorize recurring payments automatically

Expensify limitations

• Submitting separate expense reports for personal and business cards can be overwhelming for employees 
• Frequent glitches in the receipt scanning process require manual effort to submit expense bills

Expensify pricing

• Collect : $5/month per user, billed annually 
• Control : $9/month per user, billed annually 

Expensify ratings and reviews

• G2 : 4.5/5 (5100+ reviews)
• Capterra : 4.5/5 (1000+ reviews)

Navan is an expense management automation software that collects details of business spend from employee receipts and business card expenses. Businesses can limit card usage to avoid overspending by employees.

You can use Navan to reimburse out-of-pocket expenses of business travelers across 45 countries and 25 currencies. Moreover, Navan Rewards allows employees to earn rewards on their travel.

Navan best features

• Track employee travel spending with advanced expense reporting and analytics  
• Get real-time carbon emission data to keep track of your sustainable travel goals

Navan limitations

• Customer support team might take longer time than usual to answer your support tickets
• Lack of offline GPS support makes it difficult to record travel when employees are traveling to another country without an international SIM card

Navan pricing

• Growth : Free
• Professional : Custom pricing

Navan ratings and reviews

• G2 : 4.7/5 (7500+ reviews)
• Capterra : 4.6/5 (176 reviews)

Happay is a comprehensive platform for travel and expense management. It offers different expense management solutions for various use cases, such as a Self Booking Tool (SBT) to book travel tickets and hotels for business purposes, and Xpendite to track expenses from over six sources automatically.

Its smart audit solution helps managers identify and flag travel policy violations by employees. Happay’s intelligent analytics offer valuable insights into employee spending patterns, enabling greater control over the business spend.

Plus, its seamless integration with accounting systems makes it the ultimate solution for efficient financial management.

Happay best features

• Achieve 100% accurate expense reporting from 6+ sources with Happay Xpendite
• Detect duplicate receipts and policy violations using SmartAudit to ensure compliance
• Manage your travel and expenses from anywhere with the Happay mobile app with all the web features
• Get real-time travel and expense insights with DeepAnalyze  for making well-informed decisions 

Happay limitations

• Can be time-consuming and lead to erroneous reports  
• It can be difficult to manage expenses that involve multiple expense categories, projects, and currencies 

Happay pricing

• Custom pricing

Happay ratings and reviews

• G2 : 4.5/5 (305 reviews)
• Capterra : 4.6/5 (829 reviews)

Emburse is another popular expense management software for creating, submitting, and approving expenses. It also provides a travel and expense management system that streamlines travel planning, policy compliance, expense recording, and collection of visa and health information of travelers.

You can set pre-approvals for travel expenses for better cost control. It also eliminates manual tasks like submitting an expense report or a physical receipt.

Emburse Certify best features

• Schedule an automatic expense report creation with ReportExecutive to avoid the tedious job of manual reporting
• Catch violations and duplicates using Embrace Audit for a transparent, reimbursement and expense management process
• Eliminates cash flow bottlenecks by providing pre-approval on travel programs 
• Improve financial decision-making by analyzing expenses and spending patterns

Emburse Certify limitations

• Its complex UI makes it difficult for users to navigate through the app
• It offers limited integration features

Emburse Certify pricing

• Certify Now: $12/month per user 
• Professional: Custom pricing 

Embrace Certify ratings and reviews

• G2 : 4.5/5 (2035 reviews)
• Capterra :4.7/5 (1279 reviews) 

SAP Concur offers a bundled solution for expense, travel, and invoice management. It connects employees’ travel expenses and invoicing into a single system to offer greater visibility into transactions and ensure compliance.

SAP Concur’s best features

• Automate spend management system with Concur expense and process reimbursements faster
• Analyze data and insights from business expenses and invoice clearance timelines with comprehensive dashboards 
• Streamline business travel details by connecting trips, travelers, and itineraries all in one place with Concur Travel 
• Automate accounts payable processing to mitigate potential fraud and compliance risks

SAP Concur limitations

• Inability to show expense reports which are older than 90 days
• It has a high turnaround time for support tickets 

SAP Concur pricing

Sap concur ratings and reviews.

• G2 : 4.0/5 (6000+reviews)
• Capterra : 4.3/5 (2030 reviews)

TravelBank is another comprehensive solution for card management, expense tracking, and travel management. You can submit digital expense reports, automate approvals, optimize travel spending, reconcile corporate card transactions, and get better data visibility with TravelBank.

TravelBank best features

• Monitor the allocation and spending of funds to control business expenses
• Predict future expenses and plan travel budget accordingly 
• Integrate all virtual corporate travel cards and automatically sync the transaction into the TravelBank expense management platform 

TravelBank limitations

• It can be difficult to modify your bookings
• The scanning tool captures wrong information from receipt uploads sometimes

TravelBank pricing

• Travel : $25/month per user 
• Expense : $10/month per user
• Travel and Expense : Custom pricing

TravelBank ratings and reviews

• G2 : 4.5/5 (333 reviews)
• Capterra : 4.7/5 (226 reviews)

Zoho Expense is a travel and expense management tool for businesses to automate expense reporting and simplify business travel booking. It also autoscans credit and corporate card transactions with receipts for better reconciliation. You can also set per diem allowances for employees in different regions.

Zoho Expense’s best features

• Get a comprehensive view of your employees’ travel requests with instant analytics and intuitive dashboards 
• Automate mileage tracking without compromising on data security
• Enhance expense auditing and fraud control so you don’t have to review every transaction manually 
• Simplify business receipt tracking through advanced auto-scan in more than 14 languages

Zoho Expense’s limitations

• Minor discrepancies in the receipt recognition feature lead to ineffective expense reporting
• It has limited integrations 

Zoho Expense’s pricing

• Standard : $4/month per user, billed annually
• Premium : $6/month per user, billed annually
• Custom : Custom pricing

Zoho Expense’s ratings and reviews

• G2 : 4.5/5 (1100+ reviews)
• Capterra : 4.6/5 (900+ reviews)

Other Travel Management Tools

Travel and expense management software can help you track travel overspends and policy violations. However, to avoid overspending, you need strategic travel planning. Try ClickUp, an all-in-one platform to create smart travel plans.

With ClickUp, you can create detailed personal or business travel plans at low costs. It is an all-in-one travel tool for travel managers and individuals. Start with budget planning . For this, you don’t need an AI-powered accounting tool . Use ClickUp’s Docs to collaborate with the travel team, discuss budgets, and create itineraries.

With ClickUp for Finance , you and your finance team can track the organization’s financial goals and set a travel budget accordingly.

Next, you need itinerary templates to plan a smooth business trip. 

ClickUp offers several itinerary templates to suit your different travel needs. These templates help you plan more effectively and handle last-minute changes in the plan.

You can also simplify business or personal travel planning with ClickUp’s Travel Planner Template. The template helps you track flights and hotel bookings and share your travel plans with friends, family or colleagues.

Now that you’ve planned your trip and the budget, it’s time to create a schedule for your travel program with ClickUp’s Calendar View . You can plan all trip activities, including rest days and travel time.

Make Travel Planning and Management Easy with ClickUp

Choosing the right travel and expense management software is essential to ensure compliance, maintain cash flow, and process reimbursements quickly.

However, they often lack travel planning features and have expensive booking options. 

ClickUp is the best solution to bridge this gap. Combine your travel and expense management processes with ClickUp to simplify business travel planning and execution, which in turn results in better expense management.

Sign up on ClickUp for free to organize travel plans and track business travel costs effortlessly!

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The Complete Guide to Travel and Expense Management (T&E) 

Managing travel and expenses for your company can be a complex task, requiring careful attention to detail and adherence to company policies. As your business grows, so does the need for effective travel and expense management. From ensuring compliance with policy guidelines to optimizing costs, there are many factors to consider to make the process smoother for everyone involved.

In this blog post, we will explore the fundamentals of travel and expense management, offering insights into best practices that can help streamline the process. Whether you’re a small business with a handful of travelers or a large corporation with a global workforce, understanding the basics of travel and expense management is essential for maintaining control over your travel costs and ensuring compliance with your company’s policies.

What is Travel and Expense Management?

Travel and Expense Management (T&E) is the process of overseeing and controlling an organization’s spending on business-related travel and expenses. It involves documenting, processing, and monitoring the expenses to ensure they are in line with company policies and tax regulations. 

T&E management includes various tasks such as booking travel arrangements, managing expenses, and ensuring compliance with corporate policies and legal requirements. The goal of travel and expense management is to optimize spending, improve efficiency, and maintain transparency in business expenses. 

Key components of travel and expense management include:

• Approving travel requests
• Booking travel arrangements (such as flights and hotels)
• Managing corporate credit cards
• Submitting and approving expense claims
• Handling reimbursement
• Auditing expenses for compliance
• Guiding travel policies to employees

T&E management helps organizations save money, time, and resources by providing visibility into spending patterns and ensuring that employees only spend money on necessary expenses during business trips. It plays a crucial role in maintaining accurate financial records and ensuring compliance with tax regulations .

What is the Travel & Expense Policy?

A travel and expense policy is a set of guidelines and rules established by a company to regulate how employees spend company funds on business trips and related expenses. 

These policies typically cover various aspects of travel and expenses, including:

• How and where to book travel
• Criteria for approving or rejecting travel itineraries
• Expense reimbursement process
• Guidelines for flights, trains, and class accommodations
• Approved hotels and allowable incidental expenses
• Ground transportation guidelines
• Meal allowances

T&E policies are designed to ensure that employees understand the company’s expectations regarding travel and expenses and to provide clarity and consistency in how these expenses are managed and reimbursed. They help companies control costs, ensure compliance with regulations, and provide employees with clear guidelines for managing expenses while traveling for business.

Why is Travel and Expense Management Important?

Travel and expense management is essential for controlling costs, ensuring compliance, optimizing processes, and enhancing employee satisfaction. Implementing an effective travel and expense management process can lead to significant cost savings and operational efficiencies for businesses of all sizes. Let’s take a look at the importance of T&E management:

• Cost Control: Effective management of travel and expenses helps control costs by ensuring that expenditures are in line with budgets and company policies. It allows businesses to identify areas of overspending and implement measures to reduce unnecessary expenses.
• Compliance: Compliance with company policies and regulatory requirements is crucial. A proper travel and expense management process helps ensure that expenses are incurred for legitimate business purposes and comply with tax regulations , reducing the risk of audits and penalties.
• Visibility and Reporting: A centralized process provides visibility into travel and expense data, allowing businesses to track spending, analyze trends, and generate reports. This visibility helps in making informed decisions and optimizing travel budgets.
• Streamlined Processes: Managing travel and expenses manually can be time-consuming and prone to errors. An automated system streamlines processes, reducing administrative burden, and improving efficiency.
• Policy Enforcement: A robust travel and expense management system helps enforce company policies related to travel and expenses. It ensures that employees adhere to guidelines regarding travel bookings, expense submissions, and reimbursement , promoting accountability and compliance.
• Employee Satisfaction: A well-managed travel and expense process can enhance employee satisfaction by providing a smooth and timely reimbursement process. It also ensures that employees are aware of the company’s travel policies and procedures, reducing confusion and frustration.

What are the Stages of Travel and Expense Management?

Here is a breakdown of the eight different stages of travel and expense management:  

1. Developing an Expense Policy

Develop a comprehensive expense policy that covers all aspects of travel and expense management. Specify allowable expenses, limits, and procedures for requesting funds, making authorized transactions, submitting expense reports, and receiving reimbursements. Include clear guidelines for travel-related expenses to ensure consistency and compliance.

2. Streamlining Pre-Travel Processes

Use travel and expense management automation platforms to simplify the pre-travel process. These platforms enable employees to submit travel requests, which are then routed to managers for approval. Managers can quickly review and approve requests, and employees can book their travel directly through the platform, ensuring all bookings are recorded and tracked efficiently.

3. Managing Expense Incurrence

During business trips, employees will incur various expenses, such as meals, transportation, and accommodation. Companies can provide employees with cash advances, and corporate credit cards, or require them to pay out of pocket and submit expense reports for reimbursement. Clear communication and guidelines are essential to ensure employees understand the process and comply with company policies.

4. Efficient Receipt Handling

Managing receipts is a crucial aspect of expense management. Traditionally, employees would need to keep track of paper receipts and submit them along with their expense reports. However, digital solutions offer a more convenient option. Employees can use mobile apps to capture and upload receipts, which are then stored securely in the cloud. Some platforms even offer OCR capabilities, automatically extracting relevant information from receipts and eliminating manual data entry.

5. Standardizing Expense Reporting

Standardize the expense reporting process to ensure consistency and accuracy. Provide employees with easy-to-use tools, such as mobile apps or web-based forms, to submit their expense reports. Include prompts for required information, such as date, amount, and purpose of the expense, to streamline the reporting process and minimize errors.

6. Implementing an Approval Process

Implement a clear and efficient approval process for expense claims. Use expense management software to automate the workflow, allowing managers to review and approve claims quickly. Ensure that all claims are reviewed for compliance with company policies before approval to prevent unauthorized expenses.

7. Ensuring Prompt Reimbursement

Prompt reimbursement of expenses is essential to maintain employee satisfaction. Once expense claims are approved, ensure that reimbursements are processed promptly. Consider using direct deposit or other electronic payment methods to expedite the reimbursement process and reduce administrative burden.

8. Conducting Compliance Audits

Regularly audit expense reports to ensure compliance with company policies and regulations. Look for any anomalies or discrepancies that may indicate fraudulent activity. Conducting regular audits helps maintain the integrity of the expense management process and identifies areas for improvement.

What are the Challenges of Travel and Expense Management?

Managing travel and expenses poses several challenges for organizations, ranging from tracking and controlling costs to ensuring policy compliance. These challenges can impact financial health, employee satisfaction, and operational efficiency. Understanding these challenges is crucial for implementing effective solutions. Here are some common challenges of travel and expense management:

1. Trouble with Policy Compliance

A common challenge in managing travel and expenses is the lack of enforcement of policies. This often occurs due to unclear policies. When policies are ambiguous, employees may spend without regard to guidelines, leading to uncontrolled expenses and budget strain.

As businesses grow, ensuring compliance becomes more challenging. Unauthorized bookings and other policy breaches can occur due to various reasons, such as lack of awareness or attempts at internal fraud.

2. Lack of Data Management

Even with enforced expense reporting within your travel and expense management policy, there’s always a risk of misplacing receipts and losing travel documents. Ensuring comprehensive tracking of every expense can be challenging, especially when employees have to hold onto receipts until they return home to submit them.

3. Limited Visibility into Spends

One of the significant challenges in travel expense management is the lack of visibility into spending. This often occurs due to ineffective tracking of employee expenditures. Without clear visibility, it becomes challenging to control costs effectively. 

While some savings might be possible, a comprehensive understanding of spending or potential savings opportunities remains unclear. Delayed submission of expense reports further complicates the situation, as neither managers nor travelers can accurately assess whether expenses align with budgetary constraints.

4. Unclear Expense Policies

Corporate travel and expense management involve many considerations, making it easy to overlook aspects when creating your expense policy. This can create confusion and ambiguity, leading to a lack of clarity for employees.

5. Complicated Expense Workflows

Managing business travel expenses often involves navigating complex workflows. Obtaining approvals from multiple stakeholders can be time-consuming, especially when quick payments are needed. Additionally, the process of filing expense reports after a trip can involve many complex steps.

6. Labor-Intensive Manual Processes and Paperwork

Many businesses use manual processes, such as spreadsheets, to track their expenses. While this may seem efficient initially, it becomes difficult to manage as the business grows. Manually inputting data into spreadsheets is time-consuming and prone to errors.

Without automation, your team will spend a lot of time on manual data entry and paperwork. It includes collecting and storing receipts, as well as entering each transaction from business trips into spreadsheets. These tasks can decrease productivity and lead to inefficiencies.

7. Expense Fraud

Expense fraud can pose a significant threat to your company’s finances, as employees may misuse company funds by submitting false expenses or using them for personal trips. To prevent such fraud, organizations must implement measures to detect and prevent fraudulent activities.

Expense fraud can take various forms, including internal fraud where employees intentionally make unauthorized transactions, or external fraud where criminals steal company funds. Not enforcing travel and expense policies or carefully controlling spending can lead to multiple fraud attempts, some of which may go unnoticed.

8. Difficulty Managing Multi-Currency Expenses

Business travel can involve transactions in different currencies, which can be complex. Managing expenses in foreign currencies requires decisions on when to convert rates, such as at the time of purchase or reimbursement.

9. Challenges with Filing Expense Reports

Filing expense reports manually can be time-consuming and tedious. Employees often find it challenging to keep track of receipts and complete the paperwork accurately and promptly. This manual process can lead to delays in reimbursement and create a frustrating experience for employees.

10. Dealing with Reimbursements

Managing reimbursements for employee travel expenses can be challenging. Without an efficient system in place, employees may experience delays in receiving their reimbursement checks, leading to frustration and dissatisfaction. Delayed reimbursements can also impact employee morale and may create financial burdens for employees who rely on timely reimbursements.

Best Practices for Travel and Expense Management

Effective travel and expense management is crucial for organizations to control costs, ensure policy compliance, and streamline processes. Here are some best practices to improve your travel and expense management:

1. Enhance Spend Visibility

Utilizing automated travel expense software and mobile tracking apps allows companies to gain real-time insights into their spending. These tools provide detailed reports on expenses, highlighting areas where costs can be optimized. By having a 360-degree view of expenses, businesses can make informed decisions, identify trends, and ensure compliance with policies. Additionally, these tools can help detect any unauthorized or non-compliant spending, allowing for prompt action to be taken. Overall, enhanced spending visibility leads to better financial management and cost control.

2. Prioritize Employee Experience

Improving the travel experience for employees can lead to higher compliance with travel policies. Offering self-booking tools and user-friendly interfaces can make the travel booking process more efficient and enjoyable for employees. This can result in higher employee satisfaction and increased productivity. By prioritizing employee experience, companies can create a positive work environment and improve overall employee morale.

3. Offer Convenient Payment Options

Providing corporate credit cards to employees for business expenses can streamline the payment process and eliminate the need for employees to use personal funds. It can reduce the administrative burden associated with expense reimbursement and ensure that employees are not out of pocket for business expenses. Alternatively, engaging a travel management company can simplify the payment process by consolidating all travel expenses into a single invoice, making it easier to track and manage expenses.

4. Embrace Paperless Processes 

Digitizing expense filing and reimbursement procedures can significantly reduce the time and effort required to process expenses. By eliminating paperwork, companies can streamline their expense management processes, reduce the risk of errors, and improve efficiency. Additionally, digital processes can provide greater transparency and visibility into expenses, making it easier for companies to track and monitor spending. Overall, embracing paperless processes can lead to cost savings and improved productivity.

5. Optimize Approval Workflows

Designing workflows that facilitate quick approval for essential expenses can expedite the expense approval process. By setting up auto-approval for certain spending categories, companies can reduce the time and effort required to process expenses. This can lead to faster reimbursement for employees and improved cash flow for the company. Additionally, optimizing approval workflows can help prevent delays and bottlenecks in the approval process, ensuring that expenses are approved on time.

6. Utilize Travel Expense Policy Templates

Using pre-designed policy templates simplifies the creation of travel expense policies. These templates are often customizable, allowing companies to tailor them to their specific needs and requirements. By using templates, companies can save time and effort in developing policies from scratch. Additionally, templates ensure that policies are comprehensive and cover all necessary aspects of travel expenses. This helps to reduce the risk of misunderstandings and ensures that employees are aware of and comply with the company’s policies.

7. Implement a Paperless Policy

Integrating the travel and expense policy into digital tools makes it easily accessible to employees. This eliminates the need for physical documents, reducing paper waste and simplifying document management. A paperless policy also allows for real-time updates and changes to the policy, ensuring that employees always have access to the most up-to-date information. Additionally, a digital policy can be easily distributed to employees, ensuring that everyone is aware of and understands the policy.

8. Regularly Update Your Policy

Keeping the travel and expense policy current reflects changes in business needs and employee behaviors. Regular updates ensure that the policy remains relevant and effective in managing expenses. This helps prevent misunderstandings and ensures that employees are aware of any changes to the policy. Regular updates also demonstrate a commitment to compliance and best practices in travel and expense management.

Closing Thoughts

Implementing best practices for travel and expense management is essential for organizations to achieve greater efficiency, compliance, and cost control. By enhancing spend visibility, prioritizing employee experience, offering convenient payment options, embracing paperless processes, and optimizing approval workflows, businesses can streamline their travel and expense processes and drive better outcomes.

At Peakflo, we understand the importance of effective travel and expense management. Our Travel and Expense solution is designed to simplify and streamline the entire process. With Peakflo’s intuitive software, organizations can automate expense tracking, simplify reimbursement processes, and gain real-time insights into spending patterns. By leveraging our solution, businesses can optimize their travel and expense management, reduce administrative burden, and ensure compliance with policies, ultimately driving greater efficiency and cost savings.

Why Do You Need Expense Management Automation?

Top benefits of switching to automated expense reporting, how to automate corporate travel management in 2024, latest post, inverting the finance function pyramid: ai-powered 3-way matching, invert finance function pyramid: ai-powered compliance check, peakflo renews soc 2 type 2 certification, ai-powered invoice processing for multi-entity companies, inverting the finance function pyramid: ai-powered invoice processing.

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Plan and book business travel, monitor itinerary changes, and share travel plans all from a mobile app.

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 Automate vendor invoice management to eliminate paper, reduce tedious manual tasks, prevent costly errors, and give employees valuable time back.

Integrate with your existing ERP or accounting system and connect with solutions from other vendors across the procure-to-pay lifecycle.

Track and control the timing of payments to pay vendors on time and take advantage of early payment discounts.

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Learn how an invoice from an office-furniture vendor is automatically populated and routed in Concur Invoice, and how quickly it’s approved and paid.

Concur Travel demo

Discover how SAP Concur solutions come together to enable employees to book, review, and expense all aspects of their trip using a single interface.

Additional resources

Peer review site g2 calls sap concur a leader.

Learn why almost 6,000 of our customers ranked SAP Concur solutions as a Leader in the Spring 2024 G2 Grid Report for Expense Management.

Five reasons to choose SAP for spend management

Discover the five ways that SAP Concur can deliver more value to your organization than the average technology vendor.

Is your T&E solution ahead or behind the curve?

See where you fit in our travel and expense maturity model. Learn your capabilities, how you compare to peers, and where you can improve.

How are leading CFOs preparing for growth?

Discover key findings from our 2024 survey of CFOs in seven countries, including which finance functions they are supporting with AI.

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• Best Expense Management Software

The best expense management software helps small, mid-sized, and large businesses automate and monitor employee expenses. It uses optical character recognition (OCR) technology to capture receipt details and auto-populate report fields, reducing manual and tedious data entry. Spend limits help companies avoid surprises while policy rules flag or reject erroneous submissions. Automated approval workflows ensure employee or contractor reimbursements occur quickly.

We consulted with business leaders to learn how they use expense management apps and why they gravitate toward specific tools. Our research considered user reviews, features, and ease of use. We also looked at pricing and scalability, including integrations, travel and accounts payable (AP) modules, and global capabilities. Learn how top-rated expense management platforms compare.

Table of Contents

• Things To Consider When Looking
• How We Chose

Emburse Certify  »

Quick deployment

Supports custom categories and fields

14-day free trial

No pricing information for add-ons or upper-tier plans

Employee and vendor reimbursement are optional add-ons

Mobile apps can be buggy

Emburse Certify automates your expense reporting, enforces corporate policies, and can be set up in about 20 minutes. With over 40 built-in reports and accounting integrations, Emburse Certify is our top pick as the best overall expense management solution.

Employee features include GPS mileage tracking and Google Maps integration and the software automatically tracks details like distance, date, and duration. The patented receipt technology classifies expense fields from photos for up to 15 categories. For team members constantly on the go, the ReportExecutive feature will automatically create expense reports based on a preset schedule.

Emburse Certify stores receipts so your employees can upload them even when on a plane or away from Wi-Fi. The software also has features accountants will appreciate, like custom reports and advanced travel and entertainment analytics. Multi-level approval workflows enable companies to automatically accept small purchases but get one or more sign-offs from supervisors for larger expenses.

Upgrading to the Professional plan allows businesses to sync corporate and personal credit cards. It also supports more integrations, including connections with enterprise resource planning (ERP) and human management software (HMS).

Expensify  »

Built-in fraud detection tool

Get Expensify corporate cards with up to 2% cash back

Individual Smart Limits let companies cap cardholder spending

Fewer help resources in the new Expensify knowledge base

Must meet a minimum, undisclosed monthly card spend

Users rate New Expensify mobile apps less favorably than previous versions

Expensify offers company cards for your whole team with customizable spending limits. Any transactions with an Expensify card sync immediately to the app (no need to manually enter anything), and employees can use it anywhere that accepts Visa. Expensify approves accounts in seconds and within minutes you can set up your account.

Administrators can set cardholder limits on unreported, processing, or open expenses. Expensify automatically declines transactions if employees try to go over the limit. Upon approval, ACH reimbursements take four to five days. But Expensify also offers next-day reimbursement.

Expensify leverages artificial intelligence (AI) to verify transaction accuracy and detect duplicate receipts. Co-founder of BibleKeeper Kimberly Wall explains, “The automation process has saved us countless hours and reduced potential human errors.” For cash or other purchases, staff can scan a receipt, and the SmartScan tool will capture the merchant, amount, and date. Its optical character recognition (OCR) technology has a 98.6% accuracy rate.

Matt Little, the owner of Festoon House, says, “When it comes to managing your expenses, it's all about finding the right software to help you out. At Festoon House, Expensify was our perfect partner – they were efficient, dependable, and there for us whenever we needed them.”

TravelBank  »

A dedicated team of travel agents is available 24/7

Integrates with accounting and payroll programs

Premium analytics come with all subscriptions

No free trial

Travel and expense subscription requires a custom quote

TravelBank is an all-in-one booking and expense-tracking platform. It stands out for its round-the-clock travel concierge support via Slack, phone, chat, or email. Moreover, companies can access over 500,000 hotel properties and alternative lodging options.

For businesses arranging company-wide trips, TravelBank will negotiate hotel blocks and manage rooming lists. It’s possible to cancel reservations without agent intervention, and you can view unused flight credits in the cloud-based web application. TravelBank offers premium metrics with automated alerts, allowing administrators and department managers to receive hourly, daily, or weekly insights.

The software syncs with over 48,000 corporate and personal credit cards and banks. However, organizations can also sign up for a virtual U.S. Bank instant card. TravelBank recommends virtual cards for employees, event planners, contractors, and consultants.

Employees can snap photos of a receipt, upload an image, forward an email, or import credit card transactions. TravelBank lets managers approve or reject expenses and leave a comment so employees understand why a submission wasn’t cleared.

Zoho Expense  »

Direct deposit reimbursements

Project and customer-based expense allocation

Fewer reports and analytics than Emburse Certify

Most automation features require the Premium plan

Only Enterprise users can integrate with Oracle, Sap, and Netsuite

With a feature-rich Premium subscription priced at $5 per active user monthly with annual billing, Zoho Expense is our top pick as the most budget-friendly travel and expense management software. Competitors charge double or triple for top-tier plans or require additional modules for travel and reimbursements.

Employees can track mileage via GPS, scan receipts with smartphones, and receive cash advances. CEO of Perfect Locks, Priyanka Swamy, says, “The mobile app was a game changer for us. Our team can now submit expenses on the go.” Zoho Expense Premium manages travel requests and itineraries, including documents, policies, and travel allowances.

Companies can set up multi-level approvals for many situations, from project or destination-based to automatic approval or rejections. Swamy also explains, “Automated approval workflows are one of its best features. They allow us to process expenses faster and more accurately.” Zoho Expense Premium supports automated expense reports, settlement notifications, and reminders.

We like the included budget management and collaboration tools. Project or department leaders can hash out budgets or questionable expenses even when working remotely. Zoho Expense Premium offers a great deal of customization, as well. Personalizing forms, buttons, and modules or developing custom reports is possible.

Sap Concur  »

Robust integrations for many regions

Reimbursements supported in over 35 countries

Calculates exchange rates and value-added taxes (VAT)

May be overkill for smaller U.S.-based teams

Full capabilities require several Concur modules

No online pricing transparency

Sap Concur solutions provide near real-time data through receipt capture technology and use AI to scrutinize transactions, even if trips or employees are across the world. Consequently, Sap Concur is the most scalable expense management software for global expansion. It offers modules for expense, travel, and invoice management.

The integrated system handles exchange rates and VAT for international trips and allows companies to reimburse employees located in over 35 countries. Travelers can snap a photo of receipts, and Concur Expense automatically classifies the entries. Dr. Mollie Newton, founder of PetMeTwice and Doctor of Veterinary Medicine (DVM), says, “Whether in a taxi or at a coffee shop, the team appreciates the ease of capturing receipt images and immediately recording expenses via mobile devices.”

Sap Concur integrates with accounting, payroll, and travel platforms. It supports region-specific tools, making it perfect for companies with international locations. According to Newton, “The system effortlessly integrates with the existing infrastructure, ensuring operations proceed seamlessly.”

All Sap Concur solutions come with Analytics Essentials. It includes standard dashboards with views of expense accruals and spending. Newton further explains, “Gaining insight into the company's expenditure trends is pivotal, aiding in the formulation of more astute financial approaches.”

Everlance  »

Has separate plans for companies and individuals

Unlimited free users and photo receipt captures

Can mix and match subscriptions

No credit card integration on the free version

Free users are limited to 30 automatic trip detections monthly

Can’t pay employees directly from Everlance for free

Everlance provides complimentary expense tools for individuals and businesses. Its expense and GPS-based trip-tracking features make Everlance the best free expense management software.

The IRS-compliant mileage logs, full route maps, and vehicle management capabilities work well for sales and field teams. We also liked that Everlance’s free version supports customizing tags and expense categories. Its mobile apps have more than 45,000 reviews on Apple and Google app stores, with an average score of 4.6 out of 5 stars. Developers regularly respond to reviews and offer personal assistance.

iOS users on a paid plan can use the instant deduction finder, which scans credit card transactions and asks if they are business or personal expenses. Since Everlance lets companies mix and match plans, leaders can select paid versions for heavy travelers versus occasional users. The seven-day free trial of Everlance Premium is a good starting point.

The Everlance Tax Center is a neat feature. It centralizes business expenses, total mileage, and work-classified mileage. Users can categorize unclassified trips and export totals from the Tax Center to their tax prep program.

Airbase modules can replace several business tools

Higher than average ratings for usability

It offers custom onboarding and implementation plans

Not ideal for companies with less than 100 employees

Doesn’t disclose pricing online

Deploying the full platform can take 30 to 90 days

Airbase earns higher than average ratings for usability, with customers saying the software is intuitive, fast, and powerful. Best of all, it requires little to no employee training.

It offers expense management, accounts payable (AP) automation, corporate cards, and guided procurement. Companies can choose one or more to deploy. The modules can replace bill payments, expense reimbursement, and procurement systems. Along with custom quotes, Airbase works with you to develop a tailored implementation and guided onboarding plan.

Employees photograph receipts on their smartphones and can instantly submit them for reimbursement or save them in their inbox until later. Administrators can automate approval workflows to align with company policies. Airbase will block or flag any out-of-policy requests.

The spend management system sends payments directly to employees’ bank accounts. In addition, it tracks all transactions, approvals, and rejections, so your business always has a complete, accurate audit trail.

The Bottom Line

Expense management apps simplify employee expense reporting while automating approval workflows. With a 20-minute setup time and over 40 built-in reports, Emburse Certify is the best overall expense management software. Administrators can create custom categories and enforce policies automatically.

However, our biggest takeaway is that free and affordable solutions exist for startups and small businesses as well. Zoho Expense offers an inexpensive premium plan with all the bells and whistles, whereas Everlance focuses on IRS-compliant mileage logs and vehicle management.

Things To Consider When Looking for Expense Management Software

• Compatibility with internal and external apps: Being able to pull expense data into your accounting software is essential. It lets business owners use this information for reporting purposes and taxes. Most expense management tools integrate with QuickBooks and Xero. This connection is the easiest, as data sharing happens automatically. Others allow you to export a file format that many accounting programs support but require manual intervention.   Companies that reimburse expenses via employee paychecks will appreciate payroll software integrations. These reduce manual data errors by transferring employee expense totals directly from the expense management app to the payroll software. For businesses with sales and travelers, T&E integrations are beneficial as well. These include Uber, Lyft, various hotel and airline chains, and restaurants. When an employee uses these services, the receipt is automatically uploaded to the expense app and registered. No need to scan a receipt. It saves time and reduces errors.

User-friendly interface: There isn’t a single sales rep who wants to fiddle with entering receipts after an extended trip. They want to follow up and close the deal. Expense apps that are buggy or hard to use frustrate employees, resulting in errors or uncompleted expense reports. As a result, your admin team must call or email them to sort it out. It turns into a source of contention all around.

Although businesses should expect a slight learning curve with some expense management tools, especially on the administration side, end users should be able to use the software with minimal training. Any friction and your company will struggle to get people onboarded and behind the program. Instead of finalizing deals, your sales reps squint at their smartphones. Always review user reviews on the mobile app stores and request trials of the mobile apps before signing a contract. Designate members of your staff to test the software features, including receipt scanning, expense reporting, mileage tracking, and submitting for approval.

Customization options: Many expense management platforms allow businesses to customize various elements. However, some tools limit these capabilities to paid subscriptions or higher-tier packages. Customization lets you configure the software to fit your company’s processes, expenses, and industry. Options often include custom approval workflows, expense tags, categories, policies, automations, and reports. Look carefully at plans or speak to the vendor representative about approval workflows and policies. 

Some plans allow multi-tier approvals, whereas others are more basic. Suppose your business has a complex approval process or has different workflows depending on the expense amount, type, or employee role. In that case, you may want an expense management program that offers that level of customization. In addition, platforms may offer personalization capabilities for forms and buttons. This lets organizations brand or white-label assets to improve employee loyalty and keep everyone on the same page.

Automation capabilities: This feature is critical to expense management software. At a minimum, an expense management tool should have receipt capture, where an employee scans or emails a receipt, and the software saves it to the cloud. However, the best expense management solutions auto-categorize the receipt, auto-generate expense reports, and auto-populate fields. The software can automatically flag expense reports for errors and ask employees to review the highlighted issue.

Regarding approvals, expense apps can automatically approve small dollar reports while requiring multi-level approval for larger ones. Likewise, it will scan for duplicates and send reminders when expense reports are due. The bottom line is that the more functions your business automates, the more time your employees save, and fewer errors are made. This means your sales team is focused on selling, and your finance team handles mission-critical tasks. Neither are wasting time on data entry or playing phone tag with each other.

Automation capabilities: This feature is critical to expense management software. At a minimum, an expense management tool should have receipt capture, where an employee scans or emails a receipt, and the software saves it to the cloud. However, the best expense management solutions auto-categorize the receipt, auto-generate expense reports, and auto-populate fields. The software can automatically flag expense reports for errors and ask employees to review the highlighted issue. 

Scalability for future growth: Several expense management solutions offer modules for procurement, AP, travel, invoicing, and more. Businesses can use the expense management tool as a standalone product and add capabilities as their company expands. In addition to the modules, the expense subscription may have tiers with pricier options, including more customization and global capabilities. Essentially, these systems can eliminate several other programs you may be using, consolidating your technology stack into a single vendor.   It also increases the overall functionality of your expense management program. For instance, expense management apps may have travel add-ons. With these, the expense tool turns into a travel and booking app. You can set up hotels, flights, and rentals from one spot. Employees can view itineraries.

Additionally, companies can handle vendor or independent contractor payments or view granular insights with data analytics. Most of these high-level systems support enterprises with hundreds and thousands of employees. The tools work internationally, meaning you can reimburse staff who live in foreign countries and track international travel and taxes.

How We Chose the Best Expense Management Software

At U.S. News 360 Reviews, our writers and editors spoke with several business users, including founders and CEOs, to create this rating of the best expense management software. We asked why they chose (and continue to use) certain expense apps. Then, we researched expense management solutions, considering price, automation features, integrations, and ease of use. We also factored personal experience and user ratings to narrow our selection.

WHY SHOULD YOU TRUST US?

Jessica Elliott, the author of this article, has over a decade of experience researching and reviewing business software. She has used several expense management tools as a contractor and employee to submit travel, mileage, and dining receipts. Some businesses also use their spend management software to pay independent contractors, so Jessica has been onboarded onto several systems. As a business owner, she understands the need for transparency in finances. At the same time, Jessica believes programs should be user-friendly for employees.

Expense management software ranges from free to $33 or more per user monthly with annual billing. Many platforms allow a certain number of administrators then charge a fee per active user. An active user is typically an employee who completes an end-user expense-related activity on the software or mobile app, such as scanning a receipt or creating an expense report.

However, several spend management tools offer additional modules, allowing companies to customize their software program and add capabilities as they grow. Programs for AP automation, invoicing, and procurement can increase the monthly costs.

Top-rated expense management platforms integrate with accounting and payroll software. Nearly all the systems we reviewed connect to QuickBooks and Xero. Most also work with various travel, restaurant, and entertainment companies. Integrations with airlines, transportation services, and hospitality organizations allow employees to order an Uber or buy dinner, and the receipt automatically syncs to the expense management software.

The best expense management services provide robust knowledge bases for administrators and end users. These often include videos, tutorials, and FAQs. Some offer guided onboarding sessions or tailored implementation programs.

The most common tool is receipt scanning. Users snap a photo on their cell phone, and the expense management mobile app auto-categorizes it and can pull details from the receipt. Other standard features include custom approval workflows and policies, mileage tracking, and duplicate expense detection. Most allow for user management or profiles and support bespoke categories or tags.

Establishing clear policies and using your expense management program to enforce them can prevent fraud and misunderstandings. Moreover, spend limits can reduce surprisingly high expense reports. Also, remember to find tools that are simple for employees to use. Look for software that automates expense reporting and auto-categorizes receipts.

About Our Team

Jessica Elliott

Contributor

Lauren Swift

U.S. News 360 Reviews takes an unbiased approach to our recommendations. When you use our links to buy products, we may earn a commission but that in no way affects our editorial independence.

Receipt Management

Expense management.

• Mileage Tracking

Expense Report Management

Expense report automation, purchase requests, simplified approvals, custom approvals, expense auditing, reimbursement, expense rules, collaboration, customization.

• Solutions By Industry Consultants Solution to help consultants manage their expenses Education Educational institutions need not worry about their expenses Healthcare Healthcare manufacturers can manage expenses easily Manufacturing Manufacturing expenses are no longer a pain Non-profits Go on your mission and don't worry about expense reporting Marketing Market your offering and leave your expense reporting to us By Size Self-employed Be your own boss, we'll handle your expenses Small Business Grow your business, we'll handle your expense management Enterprise Major deals require your time, leave the expense management to us
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Home / Trips

Better manage your business travel and trip expenses

Provide ticket options, set up approval for trips and ticket costs, manage itineraries, handle expenses, and make the travel and expense management process easier with zoho expense., create comprehensive travel requests.

Your employees can create trip requests for business travel that include all the relevant information, such as travel type, business purpose, and budget amount.

Provide complete itinerary details

The travel team can find all the required itinerary information to make arrangements from a single place. Employees can provide meal and seat preferences, accommodation and rental car details required.

Provide offline ticket options

Provide employees with different ticket options, and allow them to choose which they prefer. The travel team can then make the booking offline.

Set up travel approvals

As a manager, you don't want employees taking unnecessary business trips. In the post-COVID era, this is even more pertinent. By setting up multi-stage, custom pre-travel travel approval flows, you can ensure only the necessary business trips happen.

Approve ticket costs

Beyond travel approvals, you can also set up ticket cost approvals. After an employee chooses a ticket from the options provided, you can put it through another approval flow to ensure everyone is on board with the selection.

Manage traveler profiles

Employees can manage their travel preferences from the My Settings section in Zoho Expense. They can upload documents like their passport, visa, or ESTA, and set up default preferences for food, seating, and whether they usually travel international or domestic.

Make online travel bookings

Travel teams can make flight, hotel, and car rental reservations right from Zoho Expense thanks to the integration with Sabre's GetThere. These bookings will be added to a trip request as well as a travel expense in Zoho Expense. Travelers can also add their profiles to make reservations easy for the travel team.

Testimonials

One of my responsibilities is to oversee the AP function, and expense reporting is by far one of the most tedious aspects. Zoho Expense helps alleviate a bit of that headache with their online and mobile app platforms that allow users to upload and submit information electronically. Moreover, Zoho Expense has the capability to export their information in far more detailed fashions than other desktop and mobile applications including AMEX and Citi. I also like the approver and reminder functionality the app enables for the management team.

Brittany Cisneros

AVP Finance, Impact Floors of Texas LP

I believe, the most convenient feature for our employees is the easy-to-use mobile version of the tool. You click a picture of the bill you just spent on, select the relevant expense head and hit submit. Additionally, scanned copies of bills/ receipts, expenses, approvals, comments are now available in one report which forms the basis for any reimbursement claim posted to our accounting software.

Director of Finance, Exotel

In the past, I spent a ton of time chasing down our company credit card users because they often did not provide me with the receipt or even notation of their spending, so when the statement came, I had no idea which budget areas to pay the invoice from. Now, they each have a Zoho Expense account to track their spending in, and since getting the receipts into the account is so easy, and they can see their own bank feeds, it is working tickety-boo!

Becky Retzlaff

Financial Manager, Lakeside Lutheran High School

Not just for all business teams, Zoho has helped the accounting team as well. Expense related reports are all available at one place. A remarkable thing about the Zoho experience, is the constant support they give us, for every little query. Zoho has made life easier for us.

Hector Beverages Paperboat

Expense reporting has been so easy after we started using Zoho Expense. The efficiency of expense reporting and reimbursement has improved multifold.

Zoho expense is a good tool. It is helping us to manage expense records in a seamless manner. In our line of business where international business travel is routine, Zoho Expense has helped us to create a paperless and fully traceable process. It is great value for money and extremely user-friendly!

Ms. Sushama Telang

COO, Sarla Advantech Pvt. Ltd

Experience easy travel expense reporting with Zoho Expense

Other features.

Managing receipts shouldn't have to be tedious. With features that allow you to autoscan receipts, forward them automatically, import in bulk, or even import from other cloud applications, Zoho Expense ensures that no receipt goes untracked. The best part? Receipts are digitally stored in your Zoho Expense account, so you never have to worry about losing paper copies.

Manage expenses more efficiently with Zoho Expense. We support multiple methods for uploading expenses, no matter the currency. They can be itemized, split, added as per diem allowances, or consolidated under one expense type. As an admin, edit the expense creation forms to suit your organization's requirements and choose what fields employees must fill in while submitting expenses.

Tracking business mileage is an important part of managing your organizational spending. Zoho Expense offers 100% accuracy when it comes to mileage tracking. Add mileage expenses through 4 different methods using your Android, iPhone, or even Apple Watch.

Zoho Expense automates per diem calculations. Set pre-defined rules based on country compliance and location. No more manual calculations, just accurate expense reports, fast.

• Corporate Card Reconciliation

Connect your corporate cards to Zoho Expense and speed up the reconciliation process. Associate cards with specific employees and fetch card feeds instantly. Weed out any personal spending, and then automatically match and reconcile your business expenses. Our dashboard also gives you a complete reconciliation overview for your convenience.

Make expense reporting for employees a cinch. They can create expense reports with all the important details they need. Apply cash advances, download expense report PDFs, and streamline the reporting process with report types.

Tired of creating reports manually? Or maybe you keep forgetting to add your expenses and submit the report online? With expense report automation, you can put the whole process on autopilot. Zoho Expense will automatically add expenses to a report and submit it for you.

Use Zoho Expense to manage your purchase requests and make your ordering process easy and problem-free.

If you're from an organization that follows a linear, hierarchical approval flow for your expense reporting, you can set up default approvals using Zoho Expense. You can configure out-of-office approvers and reminders for approvals as well.

Every organization's approval requirements may vary. If you want a custom, non-linear, or multi-stage approval flow, Zoho Expense has you covered. Design multiple complex approval flows and ensure that all transactions are overseen by the proper set of people before being approved.

Stay notified about policy violations or possible duplicate entries, run audit trail reports, detect fraudulent behavior, ensure expenses have digital records, and back up data instantly. Zoho Expense makes sure you are audit-ready for the tax season.

Zoho Expense is GDPR compliant and ISO certified. In addition to a global edition, Zoho Expense has 8 dedicated editions for the US, the UK, India, Canada, Australia, the UAE, and Saudi Arabia. Never worry about local compliance laws again.

Process expense reimbursements in a faster, more efficient manner. Sync settlements with payroll and ERP software. Make employees happier with quicker expense reimbursements, delivered directly to their accounts.

Set up policies for different branches, departments, or cost centers, and ensure no employee expense is outside the policy limits. If there are violations, you can be notified instantly. Create mileage and per diem rates for different policies as well.

Set up limit rules based on fixed amounts, expense count, mileage limit and more. Choose to warn or entirely block employees from submitting expense reports when a rule is broken. Set up daily, monthly, or yearly expense limits, or place a rule for a custom duration as well.

Create budgets for expense categories or expense types and put a lid on the spending. Warn or block employees from creating an expense when it exceeds the budget. Get analytics on the actual spending vs the budget initially set and stay on top of your spending.

Historically, expense reporting has been a manual process predominantly. But, with amazing automation features from Zoho Expense, you don't have to carry out mundane expense reporting tasks anymore.

Quit sending back and forth emails about expense reports. Collaborate with employees contextually and without delay.

Set up custom components, customize what employees see when they use Zoho Expense, and personalize your expense management process.

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Here's what our customers are saying about us

Puma has been using Zoho Expense in Oceania for over 3 years and our users have found the web interface and the phone apps to be feature rich and always improving.The look and feel is modern and pleasing to the eye. Puma has recently expanded the usage of Zoho Expense to multiple new regions around the globe, and throughout, the Zoho team has been extremely supportive to the unique requirements of each region and helped to make the onboarding experience painless.

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We started using Zoho Expense across our whole IFFCO group for Travel and Expense Management as one of the key aspects to keep control on spends. It was a challenge to manage employee spend and expense reporting across our multiple office locations with disparate solutions. We found Zoho Expense as a very powerful and flexible tool which allows us to accommodate many different expense policies and compliances in respect to many different countries' regulations.

Jaroslaw Pietraszko

Director ERP & Digital Transformation, IFFCO Group

The Zoho Expense team has provided us with the best features—especially the receipt auto-scan, which eases our expense reporting journey with its mobile functionality. Our employees use Zoho Expense and its features extensively, particularly the mobile app. Above all, with the Zoho Analytics integration, we always get the insights we need with multiple dashboards to analyze our business spend. We’re one of those happy customers who are looking forward to seeing many new features and integrations within the application.

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The 2024 guide to corporate travel management

What is corporate travel management, what does a corporate travel manager do.

• Booking trips for travelers (not only c-suite executives, but employees in any role)
• Helping individual departments track their travel spend so they can stay under budget.
• Providing travel support to travelers before, during, or after their trip.
• Selecting and managing any travel vendors or travel tools used.
• Working to negotiate corporate rates on hotels that the company uses often.
• Booking group travel.
• Organizing ground transportation like rental cars or rail
• Analyzing company travel spend, or delivering travel spend reports to the CFO for analysis

What does a travel buyer do?

Stakeholders in the travel management process.

• In-house corporate travel manager
• Office manager or office team
• Head of operations / COO
• CFO and finance managers
• Panel of frequent employee travelers
• Current corporate travel agency or company

What solutions are companies using to book their business trips?

Consumer booking sites, traditional travel agencies, travel management software.

Save your company time and money on business travel

What are the drawbacks of each solution.

• Need to compare various websites and pay out of pocket in order to secure the best price
• Many hidden costs, with fees for cancellations and changes
• Many back-and-forth emails when booking for companies
• Need to pay upfront
• No support for issues on the road
• Time-consuming manual reimbursing and expense tracking
• Impossible to ensure compliance with company travel policy
• Online booking tools are typically buggy, with bad UX
• Employees end up calling support or book, when they’d rather save time by booking for themselves, with the options they want
• Costly service
• Above-market transport/accommodation prices
• Company policy compliance is difficult to guarantee
• Lack of travel inventory and options
• Clunky user experience that travelers don’t enjoy
• Offshore customer service, typically ranked as the top frustration in customer reviews
• Often overly complicated and feature-laden
• Impossible to control travel when travelers can’t or won’t use the tool
• Lacks low-price flights and hotels available online
• Impossible to guarantee company policy compliance

The pillars of modern travel management:

• Trust – Trust travelers to book using the approved process and policy, and make it easy for them
• Transparency – Let travelers see what they’re allowed to spend and choose accordingly, and let finance and administrative teams see what is being booked and why.
• Simplicity – Create a process that works and meets everyone’s needs.
• Impact – Measure the impact of business travel on the company and reduce unnecessary trips that leave travelers exhausted and businesses with needless expenses.
• Duty of care – Ensure a thorough duty of care strategy is in place to mitigate risks for employees when traveling
• Sustainability – Being aware of the impact of travel on the environment and adopting good practices to reduce the effect

How can a good corporate travel program help companies to save money?

Ensuring compliance with company travel policy, access to more affordable flight options, stay on top of travel spending trends, six steps to managing corporate travel effectively.

• Choose a smart booking tool
• Assure 24/7 travel support
• Create policies and approval workflows
• Organize and utilize travel spend data in real-time
• Improve collaboration between admin and finance
• Reduce your company’s carbon footprint

1. Choose a smart booking tool

• Self-booking within policy – Trust your travelers to book what they need, and set up policies and parameters
• Consolidated invoicing – The ability to get one monthly invoice for all travel from one vendor, instead of having it spread across the web
• Travel spend reporting – Easy access for all finance and administrative team members who need to track travel itinerary details and spend by cost centers, tags or labels
• Easy booking process that travelers love – Invoice consolidation and accurate reporting are impossible if employees want to cheat on the approved tool, so choose a tool that’s easy to use with consumer-grade UX. Make their entire travel experience, from booking to coming home, as easy and smooth as possible. Introducing a mobile app is just an added bonus!
• Great inventory – Inventory is not a side note. Make sure the platform you use has every available option you can find online and that the company is committed to adding more inventory
• Travel support – You need travel assistance that’s available 24/7 in your native language so that employees can get help even when the internal admin team is unavailable

2. Assure 24/7 travel support

Here are the requirements to look for in travel support:.

• Available 24/7
• Easy to reach a real human
• Guaranteed follow-up and follow-through
• Native language support
• Fast escalation for big issues

3. Create policies and approval workflows

• Maximum cost of airfare
• Maximum cost per hotel per night
• Minimum amount of days booked in advance
• Hotel star rating
• Flight class allowed

Travel Management: The Ultimate Guide

Approval workflows.

• No approval required for any trip
• Approval required for some trips
• Approval required for every trip

4. Organize and utilize travel spend data

• Cost centers – Does your company use different payment accounts for different geographical regions? How many cost centers does the company have? Make sure that travel spend is getting charged to the right accounts and that you're making accurate expense reports.
• Tags and labels – Beyond cost centers, are there any important filters that the finance team would have to have when viewing travel spending reports? For example, would they like each trip tagged by team or by project? Decide upfront so that the tagging system can be implemented clearly from the get-go.
• Keep all travel in one place – to get accurate travel data, you need to keep all travel in one place—whenever possible. Work with a travel management solution that integrates with providers that matter to your company, such as budget airlines, AirBnb or European train lines. If your company has negotiated hotel rates, you want your corporate solution to be able to book those rates for you, so you don’t lose the travel data by booking directly.

5. Improve collaboration between admin and finance

• Streamlined approvals process – If your approval process requires action from the admin and the finance team, try to make this as seamless as possible.
• Easy access invoices – The finance team needs to grab all invoices quickly so they can reconcile expenses and set clear reimbursement processes. The best way to do this is to use a platform that consolidates travel spend into one monthly invoice.
• Ability to track spend instantly – Consolidate all travel spend into one platform so that they can generate reports on what is being spent, by who, and why (when using tags and labels). Same as with the invoices, determine whether you need to send them a monthly report, or if they want to download it themselves.
• Cost savings on trips – Fixing travel isn’t just about saving time. Many businesses are still using travel booking platforms that were built in the 80s and 90s. This means that they markup the inventory so that the company is paying more than a consumer would! Impress the finance team by reducing travel costs and introducing consumer-grade prices for trips.

6. Reduce your company’s carbon footprint

• Work out your starting point by calculating your company’s travel carbon footprint
• Design a green business travel program, which creates data-driven strategies to increase employee commitment
• Choose economy class
• Reduce your fuel consumption where possible
• Pick low-emission airlines and avoid layovers
• Vet your accommodation for sustainability practices
• Utilize green travel tax breaks

The bottom line: it's time to upgrade your travel management

Let’s bring it all together.

• Choose a smart booking tool – Meet everyone’s needs
• Share the burden of travel support – Don’t try to do this alone
• Set up cost centers and labels – Let the tool reflect the business
• Create policies and approval workflows – Put the policy inside the booking process
• Improve collaboration between admin and finance – Grab invoices and reports

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What Is Corporate Travel Management?

Things to consider in corporate travel management, options for corporate travel management.

• Challenges of Corporate Travel Management

Tips for Creating a Corporate Travel Management Policy

Budgeting and reducing costs for corporate travel, the bottom line.

• Corporate Finance

A Complete Guide to Corporate Travel Management

Organize Your Employees’ Travel Itineraries and Manage Business Travel Efficiently

Investopedia / Joules Garcia

Travel is a major expense item for many companies, and while teleconferencing via Zoom and other online platforms may have eliminated the need for some trips, it remains essential for a wide range of business purposes, such as industry conferences and trade shows, critical sales calls, and certain meetings.

Corporate travel management (CTM) is one way that companies large and small can attempt to control and cut down on their travel costs. If you’re considering implementing a corporate travel management program for your business, here is what you need to know about how it works.

Key Takeaways

• Corporate travel management is a way for companies to try to control their travel costs and cut back on them if necessary.
• Some companies handle this function themselves, while others outsource it to specialist companies.
• Corporate travel managers can be involved in setting itineraries, booking flights and hotel rooms, and managing other travel-related costs.
• Today, many companies are concerned with not only the financial costs of employee travel but also its environmental impact.

Corporate travel management refers to processes that businesses put into place to oversee their employees’ travel and entertainment (T&E) expenses and ensure that they comply with the company’s policies. That can include approving (or rejecting) travel plans, arranging itineraries, purchasing tickets, and auditing expense reports.

A large company might have a separate department dedicated to corporate travel management, while a smaller one may assign the tasks to their human resources and accounting departments. Still others may outsource these functions to third-party travel management companies.

While the COVID-19 pandemic resulted in significant cutbacks in business travel, an October 2023 survey by the Global Business Travel Association found that 84% of companies said their business travel had “largely” or “mostly” returned to pre-pandemic levels.

Companies can choose to exert varying degrees of control over their employees’ travel, from fairly general guidelines on spending limits to very specific, step-by-step procedures, including which travel suppliers to use. Here are some of the matters they may take into consideration.

Itineraries

A business travel itinerary is a summary of a proposed trip, including travel dates and times, flight numbers, hotel bookings, meeting appointments and contact information, and so forth. Corporate travel managers may develop itineraries in collaboration with employees, making sure that each aspect complies with company policies. A written itinerary is also a handy reference for employees to bring with them on their trips.

Transportation

Corporate travel managers will often make transportation arrangements on behalf of employees, much like a travel agent might for someone’s personal vacation. Because they may control a high volume of business, they can have more leverage in negotiating with suppliers, such as airlines or rental car companies. They may also have special arrangements with certain suppliers, and the company might require its employees to use those suppliers whenever possible.

Even if they don’t have such arrangements in place or much power to negotiate prices, they may have tools at their disposal for searching out deals and discounts that individual employees don’t have. For example, they may have access to an online global distribution system (GDS), such as Amadeus, Sabre, or Travelport, allowing them to compare multiple carriers at the same time.

Accommodations

As with transportation providers, corporate travel managers can help arrange hotel bookings, often securing discounts that would be unavailable to employees individually. Hotel prices and availability are also provided on GDS platforms, which can save employees a lot of time and effort calling around to book a room.

Meetings and Events

For companies planning meetings and other events, corporate travel managers can book venues and assist attendees with their travel arrangements. Some companies may have separate travel management and event planning departments or merge the two into a single department. They can also farm out these functions to third-party companies that specialize in arranging events and have deep experience and contacts in that area.

Costs and Reporting

Since keeping costs under control is a major reason for implementing a corporate travel management program, setting spending policies and enforcing them is one of the managers’ key responsibilities. Employees must generally submit expense reports at the conclusion of their travel, which travel managers can then review.

Keeping accurate records, and receipts where necessary, is also important for tax reporting purposes. Companies can generally deduct employees’ travel expenses if they have a clear business purpose and are “ordinary and necessary” and not “lavish or extravagant.”

In many cases, companies will provide corporate credit cards for employees to use during their travels. Corporate credit cards can make it easier for companies to collect the information they need for reporting purposes, and spare employees the cost and bother of putting travel expenses on their own credit cards and having to wait for reimbursement.

Policy Compliance

Most companies of any size will have a written travel policy that they expect their employees who travel for business to become familiar with. This document will cover matters such as any required approval process before starting on a trip, spending limits, preferred travel suppliers, expenses that are reimbursable (or not), rules on the use of a corporate credit card, and how to fill out and submit an expense report at the conclusion of a trip. Written travel policies serve the dual purpose of controlling company costs and saving employees unwelcome surprises over expenses that the company won’t reimburse them for.

Beyond specific travel-related policies, corporate travel can be affected by broader company policies. For example, a 2023 Deloitte study reported, “Climate concerns will likely put a cap on corporate travel gains for several years to come. Four in 10 European companies and a third of U.S. companies say they need to reduce travel per employee by more than 20% to meet their 2030 sustainability targets.”

Travel Support and Assistance

In addition to helping employees with the logistical and financial aspects of travel, corporate travel managers can provide other forms of support, including help in a medical or other emergency. Many large corporate travel departments and third-party companies have support services available 24/7, just in case.

As mentioned, companies don’t have to take on all (or any) of these responsibilities themselves but can hire another company to handle it for them. While that represents an added cost, a company that specializes in corporate travel is likely to bring greater expertise to the role and may find cost savings that would otherwise go unnoticed.

Companies can also buy travel management software programs that allow employees to book their own travel arrangements and that may link to the company’s accounting software to simplify expense reporting. Such software can also flag and even reject any expenses that don’t comply with company rules.

If they don’t have access to professional GDS platforms, travel managers can also make use of regular consumer booking sites, such as Expedia and TripAdvisor.

Challenges of Corporate Travel Management 

While corporate travel management will often benefit a company from a financial perspective, it does present challenges.

For example, because it takes away some of the autonomy that employees may have become accustomed to in planning their own trips, it can cause them to feel mistrusted or micromanaged and make travel seem like more of a burden. In addition, for corporate travel management to be effective, it requires that the people who oversee it know what they’re doing, which may require not only training but also frequent refresher courses to keep up with the rapidly changing travel industry.

A good corporate travel management policy will lay out as specifically as possible the company’s rules for arranging flights and other transportation, booking hotel accommodations, and expensing other reimbursable travel-related costs, such as meals and entertaining. Any caps on costs should be regularly revisited and revised as necessary to keep up with inflation and changes in the marketplace.

The policy should describe a clear process for having travel approved in advance, if that’s required, and submitting expense reports after the trip for timely reimbursement.

An effective policy will also strive to avoid situations in which lower-level employees feel they are subject to stricter or more penny-pinching rules than higher-ups.

Finally, it’s important that employees be encouraged to read the policy and know the rules. They may also be given the opportunity to provide feedback on ways that the rules can be improved next time the policy is revised.

Corporate travel managers not only play a role in monitoring how a company’s money is being spent and looking for ways to cut its costs. They also often have a major say in setting the company’s annual travel budget, based on previous years’ needs and anticipated pricing changes throughout the travel industry.

Today that may involve weighing in on when a virtual meeting can substitute for an in-person one. A 2023 Morgan Stanley survey of 100 global corporate travel managers found that they planned to replace 17% of their corporate travel with virtual meetings in 2024 for reasons “ranging from cost savings to lower carbon footprints.”   

Why Is Corporate Travel Important?

While many companies learned during the COVID-19 pandemic that they could sometimes substitute virtual meetings for in-person ones, they have also found that travel can more than justify its cost in many instances . As Harvard Business School Associate Professor Prithwiraj Choudhury remarked in a recent interview on the university’s website, “Even in a hybrid world, even in a world of work-from-anywhere, we still need to occasionally meet colleagues in person for social purposes.” In addition, face-to-face meetings can help establish more profitable and productive relationships with a company’s key customers and suppliers.

Who Handles Corporate Travel?

Companies handle corporate travel in a variety of ways. Many have created internal departments dedicated to corporate travel management, while others outsource that role. However, many companies still leave most of the decisions to individual employees. One 2023 survey by Morning Consult Research Intelligence reported, “Over half (51%) of those who travel frequently for work book on their own using a platform of their choice.”

What Does Corporate Travel Include?

Corporate travel can include both domestic and international trips that have a business purpose. It generally doesn’t include employees’ everyday commuting. Commuting costs are not tax-deductible for employees, but companies can choose to subsidize them up to certain limits through what the Internal Revenue Service (IRS) calls qualified transportation benefits. Those benefits are not taxable to the employee, but the employer doesn’t get any tax deduction for providing them.

Corporate travel is expensive, but many companies find that its benefits outweigh the costs. Corporate travel management is one way that companies can try to keep those costs under control and get the most value from their travel budgets. While many companies have embraced corporate travel management programs, others still leave most decisions to their individual employees.

Global Business Travel Association. “ Global Business Travel Industry Sees Rebound in 2023 with Shifting Challenges and Opportunities for 2024 .”

American Express. “ What Is Corporate Travel Management and Why Do You Need It? ”

Internal Revenue Service. “ Topic No. 511, Business Travel Expenses .”

Deloitte. “ Navigating Toward a New Normal: 2023 Deloitte Corporate Travel Study .”

Oracle NetSuite. “ What Is Corporate Travel Management? ”

Morgan Stanley. “ 2023 Outlook: Business Travel Bounces Back .”

Harvard Business School. “ Why Business Travel Still Matters in a Zoom World .”

Morning Consult Research Intelligence. “ Business, but Not as Usual ,” Page 18.

Internal Revenue Service. “ Publication 15-B: Employer’s Tax Guide to Fringe Benefits ,” Page 22.

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10 ways a travel management program can benefit your small business

• Business travel is on the rise.  
• Business travel management programs, like IHG's Business Edge, make booking travel easier and more efficient.  
• From discount offerings to flexible booking options, businesses are reaping the benefits of travel management programs.  

Business travel is growing at a steady but significant pace. According to one report, 77% of people anticipate traveling more in 2024 than in 2023 — and 21% of those planned excursions are business-related. According to the US Travel Association, total business travel spending is expected to reach $280.8 billion by 2026. But all this travel requires lots of planning and logistics on behalf of travel bookers. Businesses are spread awfully thin booking and scheduling travel for their employees, not to mention navigating hurdles like unfavorable weather forecasts or flight cancellations. That's especially true for small and medium-sized businesses that already operate with fewer people and resources.  

It's time for a new era of business travel — and that's why IHG Hotels & Resorts prioritizes the people working behind the scenes with IHG Business Edge, helping them book and manage travel and ensuring employees travel seamlessly to and from their destinations.  

Designed specifically for small and midsize enterprises, IHG Business Edge is a comprehensive travel program that provides discounts small businesses can count on (plus a host of additional benefits). With more than 6,000 locations around the world, the travel program has something for every small business, regardless of budget or industry. Travel bookers save time and energy on menial tasks, while employees can travel knowing they're taken care of.  

Projected US business travel spending by year

Source: business travel news  .

Below are a few ways a travel management program like IHG Business Edge can help small- and medium-sized businesses manage employee travel more effectively — no matter where they're going.  

1. Free and easy initiation  

When it comes to travel programs for businesses, there's often a barrier to entry. Initiation fees can make joining inaccessible, especially for small businesses already navigating financial challenges. 

IHG Business Edge is completely free to join, with no hidden costs or fees, and no minimum annual spend. Enrollment is quick and easy — it only takes two minutes using your company information. 

2. Discounts right at your fingertips  

In an economic environment where expenses can quickly stack up,  small and medium businesses must identify opportunities to save. The IHG Business Edge membership can help: It automatically unlocks guaranteed discounts across more than 6,000 IHG hotel locations globally. Members receive a discount on the best flexible rate for the hotel they book, and employees can access the discount while they travel. 

3. Everything you need, all in one place  

For small and medium-sized businesses, often with smaller budgets and fewer resources than their larger counterparts, managing employee travel can be expensive and time-consuming. Keeping track of destinations, flights, and lodging — and digging to find budget-friendly options — can take up time and energy that might be better spent on more strategic tasks.  

IHG's one-stop shop portal lets you book and manage employees' travel, receive premium content, and monitor essential information such as hotel spend, average daily rate, booking nights, and savings data. 

4. Benefits and upgrades for loyal travelers  

Travelers registered with IHG Business Edge receive an upgrade to One Rewards Silver Elite status after their first stay, meaning they can earn 20% bonus points (which don't expire), access exclusive promotions, and take advantage of late checkout. The more travelers stay, the more rewards they can choose from, including upgrades and food and beverage rewards. 

5. A flexible booking experience  

Just like their employees, business travel managers often find themselves on the go, whether traveling to a conference or commuting to the office. That's why program members can choose from a number of booking methods. They can book employee travel through the portal, on IHG.com, over the phone, or via the IHG app. 

6. Access to exclusive partner perks  

According to one report , most business travelers say they get more out of rewards programs than they put into them — and that's certainly a priority for IHG Business Edge. The program's partners offer exclusive benefits to members, so they can take advantage of deals and discounts while they travel. IHG's list of trusted, handpicked partners includes Dell Technologies, iStock by Getty Images, and Currencies Direct. 

Other partners include business mentoring organization Digital Boost, which offers program customers free mentoring, and network security solutions provider NordLayer, which provides members with a 20% discount on yearly licenses.  

7. An award-winning travel program  

Once enrolled in IHG Business Edge, businesses can rest assured their employees will be looked after. 

IHG Business Edge has won Global Traveler magazine's GT Tested Reader Survey Award for Best Small-to-Mid-Sized Business program for five years in a row. It also took home the title of Global Traveler's Best International Hotel Chain, Best Domestic Hotel Chain, and Best Hotel Website.  

8. Small business travelers front and center  

IHG Business Edge has worked hard to understand the needs of small businesses. The program was developed alongside travel managers and travelers alike to ensure a streamlined joining and booking process, competitive rates, enticing perks, and comprehensive travel metrics.

9. Helpful support when you need it most  

Organizing a business trip can be stressful, with travel managers often handling multiple destinations and itineraries at once. IHG Business Edge is here to help, with its dedicated support center, available to answer questions and solve challenges as they arise. 

10. Travel for work — and fun  

In addition to business travel, employees can use their IHG Business Edge membership for personal vacation. Traveling employees simply need to link their IHG One Rewards number to their company's IHG Business Edge account. They will accrue points during leisure travel —  and their employers will earn program benefits, too. 

Ready to unlock a smarter way to manage travel and reduce expenses? Join IHG Business Edge today.

This post was created by Insider Studios with IHG Business Edge. 

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We’ve been in the travel and expense (T&E) industry for decades. In that time, we’ve seen the tremendous value that every organization sees when they automate their travel program. The entire travel process becomes easier, more efficient, and more accurate. There’s also a significant increase in policy compliance, and employees love being able to use a consumer-like mobile app.

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6 apps to keep your spending in check on your next trip.

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Worried about money management while abroad? Traveling is one of my hobbies, and I love visiting new places. What I don't love is coming back from a trip and seeing my bank account lower than I expected. Since I started using some of these apps, I've been much better with my money management.

Your Phone Is Your Best Travel Money Management Tool

Traveling is a passion of mine. I've visited several islands in the Caribbean and even had a 13-hour layover in Panama once . Yet, no matter where I traveled, I was always constantly worried about the state of my spending. Sure, I know how much I have to spend while on a trip, but sometimes, you want to splurge and buy stuff as souvenirs so you don't forget the visit.

My phone is one of the best travel accessories on my trips . I found that my smartphone is a lot better at helping me manage my spending than I first thought. Budget tracking apps are good, but there are apps designed specifically for when you're on a trip or traveling with a group of friends. These are the six apps I've found that have helped my money management while on a trip.

1 Expensify

I used Expensify for one or two of my international travel destinations when submitting reimbursement invoices. This app is available on both Android and iOS and offers a unique way of keeping records. Before using Expensify, I'd have to log every penny I spent on a trip. That usually meant a wallet full of receipts and statements from stuff I paid for.

With Expensify, I could snapshot my bills and payment information, and the app would log it automatically. While it works really well for business expenses, it's also beneficial from an individual's personal finance perspective. You can use it to ensure you don't overspend on your next trip abroad.

You could make a simple budget in Excel for this, but the app is cleaner and a lot more well-designed.

2 PocketGuard

If you're anything like me, you have a set budget for your international travel expenses. Anything from food to souvenir shopping usually falls into a grand basket of "things I can spend money on." However, if you're budgeting, you have a set amount of money you don't want to go over. PocketGuard is designed for this type of budgeting and spending.

This app, available on both Android and iOS , has the useful "In My Pocket" feature, which allows you to limit your spending money by telling you how much you have left out of a reserve. As a free app, there are a few things that beat it when you want to set aside some money for your trip and don't want to go over that set amount.

The app also has a paid version that allows you to link your personal bank accounts, making it a full personal finance app that you could use to track your spending and income .

3 Trip Expense Manager

Occasionally, I plan group trips with friends to see new things or hike a trail we've heard about. The upside of planning a group trip is having a ready-made group of people who want to do things together. The downside is splitting bills and expenses since there's usually some level of complicated math involved, primarily if not all trip members are engaged in a particular purchase.

Trip Expense Manager was designed just for this scenario. This Android-only app was initially built to split costs equally among several people. It started as a private thing, then the creator pushed it out to the world, and it's been a great help to those who don't want to spend time doing math before splitting a check. It also gives a valuable way to track who paid you back if you spotted them.

This is a 100% free app, although it does come with ads to support the original developer.

4 TravelSpend

Another app that helps with money management in a group is TravelSpend. It's available for both Android and iOS and has a few upgrades over Trip Expense Manager. You can share and sync expense reports between your friends and family members so everyone knows what they owe. If you're traveling alone, it also gives you a quick, offline way to track your spending while on a trip. If you meet a bunch of people and want to split a bill, the app also helps you with that.

The app seems to have been designed with travelers in mind. You can enter your trip expenses in any currency, and TravelSpend will automatically convert them. The real-time tracking of your expense fund is useful, but since it can only update its exchange rates once you get to a wireless connection, the exchange conversion thing might be a bit of a gimmick.

The app is free, but there are in-app purchases that support the developer.

5 TrabeePocket

When it comes to simple methods of doing things, TrabeePocket is a great companion to have as a travel app. Available on both iOS and Android , this app keeps things easy for your travel planning, expenses, and more. Everything starts from the "Preparing" section, which allows you to define flight sand tours booked in advance.

This app goes beyond mere expense tracking. It helps you stick to your monthly budget and even allows you to record income earned during your travels. A standout feature is the ability to attach photos to specific expenses. This clever addition aids memory, preserves travel recommendations, and proves invaluable for business travelers needing to compile expense reports with supporting documentation. The biggest downside of this app is that it doesn't use a Google login, and you'll have to remember a password for an entirely different app.

6 Splitwise

I've used Splitwise for a bit but replaced it with TravelSpend. It's still a handy, free tool for managing your travel expenses, particularly when traveling in a group. Splitwise is available on both iOS and Android and works for more than just splitting travel bills.

If you have a regular group that you do stuff with, Splitwise makes it easy to manage who owes who and how much. It also offers linking your PayPal to the app in certain locales to make it easier to pay back your friends. The app also has an offline mode that you can use while traveling to help with splitting bills, but it lacks many of the frills that other apps on the list have.

As a free app, it's excellent at what it does - splitting bills between multiple people and reminding them about paying you back.

Great Options For Keeping Your Travel Expenses in Check

Buying the ticket is only the start of your travel expenses. If you want to make sure you don't completely drain your bank account, you should pick one of these to accompany you on your travels. As someone who's visited several countries in different parts of the world, I can safely say that each is useful in ensuring I don't come home to an empty bank account, even if I splurge a little on vacation.

• Apps & Web Apps

Contractor Management — 5 min

Independent contractor taxes in Texas: freelancer tax management guide

With the landscapes of the Texas Hill Country and Big Bend National Park on your doorstep, it’s a shame to be trapped in a cubicle from 9 to 5. Whether you want to hunker down at one of Texas’ famous Tex-Mex spots or head off to a quiet cattle ranch to work, becoming a freelancer in Texas will open up a new world of flexibility and freedom. 

However, along with the perks of freelancing come some less glamorous challenges. One of the biggest is managing independent contractor taxes in Texas. In addition to the stress of finding a stream of new clients, you now have to put money aside for taxes, track your earnings, and file your own tax returns. 

How do independent contractor taxes work in Texas?

How do independent contractors pay taxes in texas, how to file texas self-employment taxes: a step-by-step guide, what is an independent contractor according to texas law, the dangers of contractor misclassification in texas, how do i ask the company i’m working with to convert me to an employee, how do i get paid as an independent contractor in texas, get started as an independent contractor in texas with remote.

While the world of freelancer taxes can be confusing, don’t let it put you off starting a new professional chapter. Once you understand how it all works and set up the right systems, it will become an in-built part of your daily routine.

So, let’s read on to gain total clarity around freelancer taxes in Texas and the most stress-free ways to manage them as an independent contractor. 

So how different are independent contractor taxes in Texas from being taxed as an employee?

As soon as you earn over  $400 from your freelance business, you must begin paying taxes to the IRS (Internal Revenue Service). In Texas, independent contractors pay a federal self-employment tax of 15.3% on annual income, which accounts for Medicare and Social Security contributions. This tax is the full responsibility of the contractor, rather than in traditional employment when the employer partially covers Social Security payments. 

All freelancers must also pay federal income taxes, a progressive tax ranging from  12% to 37% . There is no state income tax in Texas. Nor does the US have a VAT or value-added tax system in place. However, if you sell services that fall  under the taxable category in Texas, you must charge clients a sales tax of  6.25% . Some areas may also impose a sales and use tax, which is an additional tax of up to 2%.

As an independent contractor, remember to save money from each paycheck to account for taxes. Freelancers must make tax payments to the IRS and file a yearly tax return using Form  1040 or 1040-SR . To keep a record of earnings, contractors should file a  W-9 form with employers for whom they’ve carried out work. The employer then reports any earnings over $600 to the IRS using a  1099-NEC form . Keep copies of your 1099 forms, as these help define your status as a freelancer. 

If you are eligible to charge the Texas sales tax, you may need to  apply for a sales tax permit and report and pay online. 

If you reside in Texas as an independent contractor, here’s what you need to know about paying your taxes.

Withholding taxes

Employers have no obligation to withhold taxation for independent contractors in the way they do for employees. Contractors cannot indemnify them for tax unless they add an indemnity clause to the contract. Therefore, you will need to track earnings, calculate any taxes owed, and make payments yourself. Withholding taxes can be tricky at first for freelancers, but putting aside a flat rate of between  25% and 30% of each paycheck is recommended to cover taxation.

Quarterly tax payments 

To break up payments, the IRS requires Texas independent contractors to make estimated tax payments each quarter using form 1040-SR. The deadlines for  IRS tax payments fall on April 15, June 15, September 15, and January 15 each year. If one of these days falls on a weekend, the due date gets pushed to the next business day.

Tax deductions 

While freelancers often pay more taxes than employees, a huge positive is getting to write off many expenses. Many independent contractors don’t maximize on this due to not knowing all they can deduct. 

Common deductions include:

Any costs related to a home office

Vehicle use

Travel and business mileage 

Internet bill

Medical insurance costs 

Advertising 

Educational expenses

Other  business-related expenses .

State Tax Reciprocity Agreements in the United States

Now comes the complicated task of correctly and compliantly filing your taxes as a Texas freelancer.

Apply for a social security number . Freelancers need an SSN to file tax returns. If you don’t already have one, apply using the  SS-5 form . If you are not eligible for an SSN, you can apply for an individual taxpayer identification number (ITIN) using the  W-7 form .

Calculate any taxes you owe. Calculate your estimated quarterly payments using form 1040-ES. You will need your previous year’s tax return to fill out the form and make income predictions, or if it is your first year of business, you will need to estimate your yearly earnings.

Make quarterly payments . Make payments to the IRS through the  EFTPS electronic payment system or mail your payments to the address on the form.  

File your annual tax return . File your tax return online with the IRS using  Schedule C .

As Texas charges no state income tax, you will not need to file a state income tax return.

Under Texas law, an individual's working conditions define whether they are considered independent contractors or employees. 

The Texas Unemployment Compensation Act (TUCA) defines employment based on factors such as service, receiving wages, and employer control over the manner and means by which an individual works. A worker is, therefore, typically considered an employee unless they can demonstrate otherwise. Independent contractors typically have control over their work, assume risks, and are responsible for their own taxes and benefits.

Independent contractors have a few options regarding how they register in Texas.

Sole proprietorship

Registering as a sole proprietor is the most straightforward option to become an independent contractor. This allows providers to get started straight away by offering services for money. A sole proprietor is legally considered the same entity as their business and works under their own name rather than a business name. The downside of this is that they assume all the risk and liability. 

Partnership

Similar to a sole proprietorship, partnerships include two or more partners that provide business services. In this case, all partners share profits and split the liability equally.

Limited Liability Company (LLC)

Independent contractors may also choose to provide services through a limited liability company. A single-member LLC — while being its own legal entity — works similarly to a sole proprietorship for tax purposes. While an LLC with multiple members does not pay taxes on business income, it must report taxes to the IRS via Form 1065 .

Remote Contractor Management: Tax compliance for US companies just got easier

As employment relationships are nuanced, it is not always clear when a worker’s relationship with their employer is that of an employee or contractor. However, as both carry different legal implications, businesses must classify workers correctly. 

In Texas, it is an employer’s responsibility to correctly classify a worker. Regardless of whether they report their wages with a 1099 form , it is the nature of the relationship that defines contractor status. Misclassifying workers can trigger  serious consequences for employers, including fines of $200 per worker, backpay of taxes and interests, or legal risks.

Misclassified workers miss out on important working rights, statutory benefits, and legal protection. Contractors are typically liable, so they may face unnecessary legal and financial risks.

While some employers may purposefully misclassify workers to avoid paying tax contributions and benefits, others may not be aware of their mistake. Both parties need to monitor working relationships and how they evolve to avoid the risks of misclassification.

If you suspect you might be misclassified, you could be missing out on relevant worker rights and benefits. Approach your employer to request a conversion from a contractor to an employee. Remote’s  employee and independent contractor misclassification guide has more insights and advice on handling employer situations as a contractor.

Bringing up legalities with your employer can seem intimidating. But a casual conversation might be all it takes to claim and receive your worker rights and entitlements. 

First, ensure you fully understand the legal differences between contractors and employees. If you notice that you have taken on more duties, your employer controls how you carry out work, or you are no longer compliant with laws, it might be time to  convert from a contractor to an employee . Provide evidence of your working relationship as well as knowledge of the legal and financial risks for yourself and your employer to facilitate the conversation.

Your employer might be worried about assuming the additional risks and costs associated with hiring employees, especially if you reside in another country. In general, to hire employees abroad, you must open a legal entity in that country, which can be extremely expensive and time-consuming. 

However, it’s possible to hire remote employees without an entity by using an  employer of record (EOR) service like Remote. Hiring international employees does not have to be much more difficult and costly than  hiring global contractors .

Once your employer understands that hiring you as an employee can be simple and cost-effective and help them stay compliant, converting you will be a no-brainer. Check out Remote’s  remote worker tool kit for more helpful tips and advice on handling freelancer issues.

How to use an Employer of Record in the United States

Navigating payments is an important part of managing independent contractor taxes in Texas. You have free reign as a freelancer to choose how you get paid. But it is important to understand the pros and cons of different options to ensure you get paid easily, on time, and avoid as many fees as possible. 

Bank transfer 

Similarly to employees, many businesses  pay independent contractors directly into their bank accounts. With employers in the US and Texas, direct bank transfers or wire transfers are generally speedy, secure, and cost-effective. International payments may incur hefty transfer fees, delays, and currency conversion commissions.

Online money transfer

For fast and easy worldwide payments, payment platforms like PayPal, Wise, and Stripe are straightforward to set up. You have the flexibility to accept bank transfers or credit card payments and usually receive funds instantly. While highly convenient, payment platforms usually take large commissions and fees, so you could lose money over time.

Contractor management platforms 

If you are looking for a solution to not only receive low-cost payments, but also manage payments, invoices, contracts, and taxes in one place, Remote's contractor management software could be the answer. Employers can make payments in multiple currencies without huge fees and conversion costs and centralize all contractor payments in one place. Contractors benefit from in-app, compliant contracts, invoices, and secure, timely payments. 

Remote users can:

Onboard contractors by an employer sending an invite.

Sign a contract  from the library of compliant global contracts in the platform.

Submit an invoice  directly on the platform.

Approve the invoice  in minutes and create a payment request.

Pay the contractor into their account in local currency and  automate payments .

The most important aspects to remember to successfully manage independent contractor taxes in Texas are:

Understanding your tax obligations and those of your employer 

Allocating money for and paying all relevant taxes

Setting up systems to manage invoices and payments

Building positive and complaint relationships with employers

To make your life easier, check out Remote’s Freelancer Hub . Our simple and easy-to-use platform is the best way to manage everything — clients, contracts, invoices. Independent contractors can stay compliant, submit invoices, and receive payments in one place. 

Learn more about how Remote makes it simple for companies to hire international contractors ‌with our global contractor management and payroll services.

Get started today with Remote’s contractor management platform and discover how Remote can help you and your clients manage contractors easily!

Onboard, manage, and pay global contractors in one click

Sign up with Remote for locally compliant contract templates at just $29 per contractor per month, with no hidden fees.

Grow your business with Remote Freelancer Hub

Sign up with Remote Freelancer Hub and m anage your clients, organize contracts, invoices and get paid — all in one place.

How to set up as an independent contractor in the United States

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Ajit Doval will travel to Moscow this week aiming for resolution in Russia-Ukraine conflict: Report

New Delhi/IBNS: National Security Advisor Ajit Doval will be visiting Moscow this week to hold discussions aimed at arriving at a resolution to the Russia-Ukraine conflict, media reports said.

This comes after Prime Minister Narendra Modi visited both Russia and Ukraine in recent times and met its leaders Vladimir Putin and Volodymyr Zelensky.

Shortly after his trip to Ukraine and his meeting with President Zelensky, the Prime Minister spoke to President Putin over the phone on Aug 27.

A Russian Embassy statement said that during the phone call, Prime Minister Modi informed President Putin about his recent visit to Kyiv while stating India's commitment to resolve the conflict with Ukraine by diplomatic means.

According to NDTV sources, it was during this phone call that the leaders decided that NSA Doval would travel to Moscow for peace talks.

However, no details regarding the schedule of this visit are currently available.

"Vladimir Putin shared his principled assessment of the destructive policies of the Kiev authorities and their Western patrons, and went on to highlight Russia's approaches to resolving this conflict," the Russian Embassy said about the phone call.

The Indian Prime Minister's Office said the two leaders exchanged views on the Russia-Ukraine conflict.

"The PM shared insights from his recent visit to Ukraine. He underlined the importance of dialogue and diplomacy as well as sincere and practical engagement between all stakeholders to achieve an abiding and peaceful resolution of the conflict," a PMO release said.

The Prime Minister reiterated India's commitment to support an "early, abiding and peaceful resolution of the conflict" his official X handle stated.

Last month, the Prime Minister visited Ukraine and met President Volodymyr Zelensky. During the meeting, the two sides discussed the Russia-Ukraine conflict with PM Modi assuring him that "India was never neutral, we have always been on the side of peace."

President Putin has named India among the three countries Russia is in touch with in regards to the Ukraine conflict.

"We respect our friends and partners, who, I believe, sincerely seek to resolve all issues surrounding this conflict, primarily China, Brazil and India. I constantly keep in touch with our colleagues on this issue," Putin said.

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• International