Managing business expenses efficiently is a crucial aspect of financial health, yet many small business owners struggle with keeping track of receipts, categorizing transactions, and integrating expense data with their accounting software. Fortunately, expense tracking apps provide a streamlined solution.

A recent NerdWallet article, Best Small-Business Expense Trackers of 2025, highlights some of the top apps available to help small business owners simplify expense management. Below, we explore key features to consider when choosing an expense tracking app and highlight a few top-rated options.

Why Use an Expense Tracking App?

Expense tracking software offers several benefits, including:

  • Time Savings: Automating expense categorization and tracking reduces manual data entry.
  • Improved Accuracy: Eliminates human error when logging expenses.
  • Tax Preparation Ease: Provides organized records for tax filing.
  • Financial Insights: Helps monitor cash flow and spending trends.
  • Seamless Integration: Syncs with accounting software for streamlined bookkeeping.

What to Look for in an Expense Tracker

Before selecting an expense tracker, consider the following features:

  • Integration with Accounting Software: Apps like QuickBooks, FreshBooks, and Xero integrate with accounting platforms, reducing the need for manual entry.
  • Receipt Scanning: Optical Character Recognition (OCR) technology allows users to take a photo of a receipt and have the details automatically extracted.
  • Mileage Tracking: If your business involves frequent travel, look for an app that automatically records mileage.
  • Multi-User Access: Some businesses need apps that allow multiple employees to submit expenses.
  • Mobile Accessibility: A robust mobile app ensures expenses can be logged on the go.

Top Expense Tracking Apps for Small Businesses

Based on NerdWallet’s research, here are some top-rated expense trackers for 2025:

1. QuickBooks Online

  • Best for: Businesses needing comprehensive accounting and expense tracking.
  • Pricing: Starts at $35/month with additional pricing tiers.
  • Key Features: Automatic transaction categorization, receipt scanning, mobile app, and mileage tracking.

2. FreshBooks

  • Best for: Freelancers and small businesses with simple accounting needs.
  • Pricing: Starts at $21/month.
  • Key Features: Unlimited estimates and invoices, budget tracking, and automated bank imports.

3. Xero

  • Best for: Integrated accounting and expense tracking.
  • Pricing: Starts at $20/month.
  • Key Features: Expense dashboard, receipt scanning, and mileage tracking.

4. Zoho Expense

  • Best for: Mobile expense tracking.
  • Pricing: Free basic plan; paid plans start at $5/user per month.
  • Key Features: Mileage tracking, accounting integrations, and receipt scanning.

5. Expensify

  • Best for: Overall business expense tracking.
  • Pricing: Starts at $5/user per month.
  • Key Features: Unlimited receipt scanning, integration with Uber and Lyft, and automatic reimbursement.

Choosing the Right App for Your Business

The best expense tracker for your business depends on your needs. If you require full accounting integration, QuickBooks Online or Xero may be the best fit. For a cost-effective solution with solid mobile capabilities, Zoho Expense is a great option. Businesses with frequent travel may benefit from Expensify’s receipt scanning and mileage tracking features.

By using an expense tracking app, small business owners can improve financial organization, save time, and gain valuable insights into their spending habits. For a more in-depth look at these tools, visit the full NerdWallet article here.

Need help optimizing your business’s financial management? Newburg CPA specializes in helping small businesses streamline their accounting processes. Contact us today to learn how we can support your growth!