An effective spend management software should allow you to control costs by automating the purchasing process and providing better cash flow visibility.

A spend management system should help you:

• Control spending and increase profitability through cost control and budget management.
• Increase employee productivity through a streamlined purchasing process.
• Improve cash flow visibility for the finance team and senior management.
• Integrate well with your current tech stack and accounting system.
• Help you track all expenses, including employees’ credit cards.

Many spend management platforms can automate the purchasing process, but not every tool is suitable for every business type.

A small business with fewer than 100 employees has very different business needs than a company with 1,000 employees and a dedicated procurement team.

This article reviews the 11 best spend management software solutions in 2025. We’ll compare each tool’s key features and pricing to help you choose the right one for your business needs. 

What is Spend Management Software?

Spend management software is a digital tool that helps businesses control and track all company expenses. It replaces manual and disconnected processes with a centralized system for managing purchases, invoices, and payments.

It speeds up approval workflows and enforces budgetary controls with real-time visibility into spending. This allows teams to reduce costs, prevent overspending, and make more informed business decisions.

For example, a construction company can use spend management software to approve purchase requests for materials on-site, match invoices automatically, and make sure every expense stays within project budgets.

The scope of spend management tools is based on the organization’s maturity.

A large organization with a procurement department would need end-to-end capabilities that include e-sourcing, contract management, procure-to-pay, and AP automation.

A small to mid-sized company might not have a procurement department. They only need spend management software for real-time expense tracking and cost control. 

Let’s review some of the top spend management software solutions for SMBs in detail:

ProcureDesk: Customizable Spend Management Software Solution for SMBs

ProcureDesk is a spend management platform built for small to mid-sized businesses (SMBs) that manage 50+ purchase orders (POs) or 100+ invoices per month. It serves a wide range of industries, such as biotech & life science, clean tech, construction, manufacturing, education, non-profit, and professional services.

ProcureDesk provides scalable solutions that cover spend management, purchasing automation, accounts payable (AP), and expense reporting.

We’ll discuss our key features and how they work below, but you can also schedule a free demo
to see the software in action.

Control Costs Through Flexible Multi-level Approval Workflows

Manual approvals slow down requests and make it harder to control costs across departments. You need a structured process to review purchases, prevent overspending, and meet budget compliance.

ProcureDesk offers a custom workflow engine that makes the cost control process easy to configure. You can set up auto-approval for requests under a set amount or use the approval hierarchy for larger purchases.

Here is how you can set up approval workflows in ProcureDesk:

• Define approval rules: Set conditions based on purchase amount, department, vendor, or category to automatically route requests.
  
• Build approval chains: Create sequential steps, e.g., manager → department head → CFO, for high-value requests.
  
• Use templates and customize: Use pre-built templates, then adjust with self-approval limits, conditional routing, and custom fields.
  
• Automate and monitor: Allow automatic routing, overdue escalations, reminders, and real-time tracking to prevent delays.

ProcureDesk sends automated notifications, so managers can track pending approvals. Approvals can be managed on the mobile app, through a web portal, or directly from your inbox.

For example, if a biotech company wants to automate purchase requests below $2,000, they can use ProcureDesk to set an auto-approval workflow with a spending limit. The system will approve requests automatically and route high-value purchases for review.

Purchase Order Management for Streamlined Procurement

Creating and managing purchase requests using emails or spreadsheets reduces spend control. 

ProcureDesk automatically generates purchase orders once a request is approved based on your company’s rules. Our system then sends POs directly to vendors via email or the vendor portal. 

Every purchase order is connected to its request and budget in one dashboard. Your team can track vendor acknowledgments, shipments, and delivery updates in real-time, without leaving the system.

This gives you tighter control over spend, vendor performance, and committed costs.

For example, a public charter school used ProcureDesk to manage budgets and orders. The software tied every purchase request to a PO, tracked against budget, and cross-checked invoices before payment. This gave leadership accurate budget reports and helped prevent overspending.

Enforce Spending Limits With Real-Time Budget Visibility

An important part of cost control is checking budget availability before approving new purchases. Without real-time budget checks, approved purchases can push projects over budget.

ProcureDesk’s requisition management software links directly to budget data, offering real-time spend visibility into available funds.

When a purchase request is made, ProcureDesk automatically checks if it fits within the allocated budget. If a request risks exceeding the available funds, the system immediately flags it, preventing unintentional overspending.

ProcureDesk makes sure that every expense aligns with your financial goals by integrating budgetary controls into your purchasing process. You can use our built-in spend analytics for better cost-saving strategies and timely decisions.

The budget dashboard gives you real-time visibility into spending, so you can track funds throughout the project lifecycle. This transparency increases accountability across teams and reduces the risk of unexpected financial issues.

Improve Purchasing Process With Punchout Catalogs

Managing purchases manually causes requests to scatter across different vendors and platforms. This makes cost control and compliance difficult.

Having an easy-to-use and clearly defined purchasing process is important for spend control readiness. 

The simpler the process to adopt, the better your spend management results.

ProcureDesk supports 200+ catalogs, including Amazon Business, Staples, Grainger, Office Depot, and Thermo Fisher. You can easily browse and order from your favorite suppliers, just like shopping online.

For example, if you need to order some office supplies, you can click on the supplier’s punchout, which takes you straight to their website.

You pick what you need, add it to your cart, and create a purchase request. All the details, like the products, quantities, and prices, will appear on ProcureDesk automatically. 

Once a purchase request is sent, the system will either route or auto-approve it based on your company’s policies. This prevents overspending or bypassing approval processes.

It’s like having the convenience of online shopping with built-in checks to meet your company’s budget and compliance needs.

ProcureDesk also lets you track each order from sourcing through payment. It shows which orders are awaiting approval, already ordered, or expected to arrive. This transparency makes procurement management smoother for you and the finance team. 

Invoice Processing with Automated Matching to Streamline Accounts Payable Workflow 

Managing accounts payable (AP) involves accurate cash flow forecasting and a well-organized approval process.

ProcureDesk combines spend management with AP automation for a streamlined purchasing process, from invoice approvals to reporting.

ProcureDesk’s invoice approval software gives you real-time visibility over your invoices. The system automatically routes invoices through the necessary approvals. This makes sure nothing gets held up and that you’re always aware of pending approvals.

Our platform uses OCR (optical character recognition) technology to extract invoice details from your scanned or paper-based invoices. It then matches the invoice against the PO in two ways: 

• Two-way matching: Matches the purchase order against the invoice to confirm accuracy before payment.
• Three-way matching: Verifies that the purchase order, receiving document, and invoice all match before payment is made.

By automating these checks, ProcureDesk helps you avoid discrepancies, reduce errors, and speed up invoice approvals. 

When it comes to cash flow forecasting, one of the biggest challenges is knowing what’s owed and when. 

ProcureDesk offers detailed accrual reporting. This means it records expenses once your goods are received or invoices are entered, even if payment hasn’t been made yet. This gives finance teams a complete view of your outstanding liabilities.

These reports help them predict upcoming cash needs and close their books accurately at month-end.

For example, an aviation company used ProcureDesk to speed up approvals and invoice matching across three locations. This gave budget owners real-time visibility into spend, and reduced invoice processing time by 25–35%.

Vendor Management for Performance Evaluation

If your vendor contracts are scattered across spreadsheets and email chains, you miss opportunities to negotiate better terms or maintain quality standards.

ProcureDesk simplifies vendor management by centralizing supplier information. Teams can store contact details, contracts, compliance forms, and notes in a shared system. This gives procurement, finance, and operations teams equal visibility.

Our software lets you track vendor performance on key metrics such as delivery timelines and fulfillment accuracy. Contracts are linked directly to purchase activity, making it easy to track renewals and renegotiate new terms.

For example, if a climate tech company is sourcing solar panel components from multiple suppliers, ProcureDesk helps keep track of contracts, certifications, and delivery timelines. When a panel vendor’s contract is nearing renewal, the operations team can see spend history, check fulfillment accuracy, and renegotiate based on real data.

Expense Management to Manage Cards and Employee Reimbursement 

Managing employee expenses using spreadsheets leads to lost receipts, delayed approvals, slow reimbursements, a lack of visibility, and painful month-end reconciliations.

With ProcureDesk, you can manage purchasing cards and employee reimbursements from a single system.

Our platform automatically pulls transactions from various credit card providers and notifies users as soon as new charges appear on their accounts. 

For example, if a lab technician books a hotel for a research trip, the transaction shows up instantly in ProcureDesk. The only task for the employee is to attach the receipt.

ProcureDesk categorizes and ties every transaction to a budget, so you can track spending in real-time. This makes it easier to keep expenses under control without relying on spreadsheets.

Employees also have the convenience of a mobile app. They can upload receipts by taking a picture, categorize transactions quickly, and approve expenses on the go.

The interface is designed for simplicity, making it easy for everyone to quickly add expenses without getting bogged down by paperwork.

Employees can also submit reimbursement requests for out-of-pocket expenses directly through the ProcureDesk app. They can attach receipts, submit the request, and track the approval status.

ProcureDesk unifies purchase orders, card transactions, reimbursements, and invoices into a single procurement workflow. This gives your teams complete visibility into indirect spend.

Real-Time Dashboards for Spend Visibility 

Visibility into company spending gives you financial control. ProcureDesk’s procurement dashboard and reporting features provide a clear and up-to-date view of expenses.

Whether you’re a CFO, controller, or department manager, the dashboard provides at-a-glance summaries of procurement KPIs like total spend, pending approvals, and upcoming payments.

You can easily identify categories where you are spending the most money, for example, SaaS subscriptions, marketing campaigns, sales, and raw materials.

Here is a quick overview of ProcureDesk’s spending dashboard:

ProcureDesk’s reporting tools allow you to generate detailed reports tailored to specific needs. Instead of waiting until the month-end, you can see how money is being used across departments in real-time.

For example, a controller can pull a report showing spend against budget across departments or review detailed transaction histories. A member of the strategic sourcing team can analyze item-level data to track spending on lab supplies, subcontracted services, or travel.

Reports are fully customizable by date, vendor, category, or other filters, so teams can share insights in the format that best fits their stakeholders. 

This level of visibility helps you and your teams track spending trends, catch issues early, and adopt strategic procurement that aligns with business goals.

ProcureDesk Integrations

Without an integrated spend management software, you need to add transactions to your accounting system manually.

ProcureDesk integrates with existing systems and syncs the data automatically, so you don’t have to recreate the data. Our software also imports master data like cost codes, charts of accounts, and department codes.

ProcureDesk integrates with various accounting systems, including QuickBooks Online and QuickBooks Enterprise, Xero, Sage Intacct, NetSuite, and Microsoft Dynamics 365. 

The system offers an out-of-the-box integration with bill payment software, like Bill.com.

ProcureDesk Pros and Cons

Pros

• Beginner-friendly interface with onboarding support
• Unifies procure-to-pay process with AP automation
• Allows custom multi-level approval workflows
• Improves purchase order management 
• Speeds up invoice processing
• Offers 200+ punchout catalogs
• Supports vendor management
• Provides vendor portals
• Allows two-way and three-way PO matching
• Offers inventory management features
• Supports real-time spend visibility 
• Provides budget controls 
• Offers employee expense management
• Supports real-time dashboards and spend analytics
• Offers a native mobile app
• Integrates with accounting and ERP systems

Cons

• Learning curve on advanced features, but the support team is there to help
• No offline features

ProcureDesk Pricing

ProcureDesk offers three pricing plans that cover different functionalities of the spend management software.

Plan	Price (Monthly)	Included	Best For
Purchasing Automation	$598/month	10 users included, onboarding support, and custom approval workflows	Teams automating purchasing & approvals
Purchasing & AP Automation	$1020/month	All purchasing automation features, including invoice approval workflows, 3-way invoice matching, and OCR for invoices	Companies streamlining purchasing & AP
Enterprise	Customized Quote	All purchasing automation features, including a dedicated account manager, vendor portal, and single sign-on (SSO)	Large firms needing advanced controls

ProcureDesk Reviews

Here’s what users like about ProcureDesk:

• Easy to use
• Customizable and scalable
• Flexible workflows to unique procurement needs
• Speeds up approvals, POs, and invoicing
• Highly responsive customer support

Here’s what users don’t like about ProcureDesk:

• Learning curve for new users
• No offline features

Review #1: “Ease of use, inexpensive, and the punchout/ e-invoicing functionality with auto-sync to QuickBooks has saved us countless hours and money. Also, it is very easy to extract data from the system and find the information I am looking for.” – Nick P.

Review #2: “Communication with the customer service team is excellent. The staff is detailed when showing you the updates on how to work the system to its full potential.” – Hector M. 

ProcureDesk Ratings

• 4.4 stars on G2 
• 4.8 stars on Capterra 

Procurify

Procurify offers a comprehensive suite of spend management solutions for mid-market companies looking to gain control over company spending. 

See Comparison: ProcureDesk vs Procurify

Procurify Notable Features

Here are the key features of Procurify:

• Purchase request management: Robust functionality, easy creation, and multiple submission methods, supporting both internal and limited vendor catalogs.
• Purchase order management: Auto-generate POs from approved requests, send them to vendors, and track status.
• Supplier management: Store vendor details, contracts, tax forms, and view spend history by supplier.
• Budget management: Configurable budgets based on GL (general ledger) account, streamlined structure mapping, and real-time checks with visibility for approvers.
• Purchase approvals: Flexible workflow based on approval groups, allowing different hierarchies for various locations or departments.
• Credit card expenses: Mobile app for easy expense report creation, consolidation of credit card spending, and a corporate card program.
• Spend reporting: Detailed spending reports with user-friendly filters for better spending management.
• Cost control dashboard: Tracking purchase requests, approvals, budgets, and vendor activity for complete visibility.
• Integration with the accounting system: Supports integration with QuickBooks and NetSuite, offering a bulk export feature and Procurify Open API for custom integrations.

Procurify Pricing

Procurify doesn’t mention pricing on its website. According to users, plans usually range from $1,000 to $2,000 per month.

Precoro

Precoro is a cloud-based spend management platform built for small to mid-sized companies. It offers scalable solutions to teams that want to move beyond spreadsheets and manual approvals.

Compare Precoro vs. ProcureDesk.

Precoro Notable Features

Here are the key features of Precoro:

• All-in-one spend management: Combines purchase requests, approvals, budgets, invoices, and expense tracking in one platform.
• Budget visibility: Real-time budget tracking and alerts so departments avoid overspending before approving POs.
• Credit card and expense tracking: Centralizes corporate card spend and reimbursements for better oversight.
• Customizable workflows: Flexible approvals based on department, location, or amount without IT support.
• Integrations: Connects with QuickBooks, NetSuite, Xero, and other finance systems.
• Inventory management: Supports basic inventory management features.
• Invoice matching: Supports three-way invoice matching to speed up payments. 
• Reporting dashboard: Provides spend analytics with customizable filters and a centralized dashboard.
• Vendor management: Store and track supplier information, contracts, and spend history in one place.
• AP automation: Automates invoice capture, three-way matching, and approvals to speed up accounts payable.
• Compliance & audit trails: Built-in approval logs and policy enforcement to support financial controls and audit readiness.

Precoro Pricing

Precoro offers three pricing plans: Core, Automation, and Enterprise, starting from $499 per month.

Kissflow

Kissflow offers procurement teams a simple way to automate their core business processes. It’s a workflow engine that you can use to automate any process and its related workflows.

Kissflow has a procurement cloud module that offers spend management capabilities.

Kissflow Notable Features

Here are the key features of Kissflow:

• Purchase requisition management: Digitize purchase requests with guided forms, enforce policies, and reduce errors.
• Purchase order automation: Automatically generate purchase orders from approved requests and launch the PO process within minutes.
• Three-way matching: Automate validation of received goods, orders, and invoices for accurate payment processing.
• Vendor management: Onboard, evaluate, and track suppliers, including performance, documentation, and vendor portals.
• Invoice automation: Digitize and reconcile invoices with purchase orders, enforcing business rules and minimizing manual entry.
• Spend analytics: Use visual dashboards with customizable reports, charts, and trends for insights into supplier spend, spend categories, and working capital.
• Strategic sourcing: Invite suppliers, compare quotes, and select the right vendor quickly.
• Low-code configuration: Customize workflows, forms, and procurement apps without coding for faster deployment.

Kissflow Pricing

Kissflow has two pricing plans, starting from $2,500 per month. 

Coupa

Coupa is a business spend management software for mid-to-large enterprises. It offers AI-driven solutions across procurement, finance, and supply chain to gain visibility, control, and compliance.

Compare: Procurify vs. Coupa

Coupa Notable Features

Here are the key features of Coupa:

• Unified procurement platform: Provides a centralized solution for all procurement tasks, ensuring a streamlined and holistic experience.
• Guided buying: Guides users to make compliant, cost-effective choices, simplifying purchasing.
• Supplier management: Onboards suppliers, manages risk and performance, and tracks compliance documentation.
• Contract lifecycle management: Digitizes contract creation, approvals, storage, renewals, and compliance checks.
• Invoice and expense automation: Includes e-invoicing, three-way matching, OCR capture, mobile expense reporting, policy enforcement, and automated reimbursements.
• Payments & treasury management: Allows supplier payments, cash flow optimization, working capital management, and payment tracking.
• Real-time visibility benchmarking: Offers real-time dashboards, granular spend insights, supplier performance metrics, and comparisons using Coupa’s aggregated community data.
• Inventory management: Tracks goods, monitors stock levels, and ensures purchasing aligns with supply chain needs.
• Advanced approval workflows: Customize and automate approval processes based on specific organizational needs for timely and compliant purchasing.
• Integrations: Integrates with ERP and finance systems, allowing clean data flow across platforms.
• Strategic sourcing tools: Supports RFP creation, bid analysis, supplier selection, and strategic negotiation.

Coupa Pricing

Coupa offers custom pricing plans based on your business size and feature needs. According to users, plans may start from $2,500 per month.

Airbase

Airbase, now acquired by Paylocity, is a comprehensive spend management platform designed for small to mid-sized businesses. It offers solutions for expense tracking, approvals, and payments.

See also: Airbase Alternatives

Airbase Notable Features

Here are the key features of Airbase:

• Purchase order management: Create and approve POs, tie them to budgets, and match them with invoices and receipts.
• Invoice processing: Use OCR to capture invoices, route approvals, and automate two-way and three-way matching before payment.
• Expense management: Capture receipts, categorize automatically, submit via mobile, enforce policies, and maintain a complete audit trail.
• Corporate cards: Issue cards with controls, track transactions in real-time, link receipts, and reduce fraud risk.
• Bill payments: Automate invoice capture, approvals, and payments via ACH or check with GL (general ledger) syncing.
• Guided procurement: Enforce custom workflows, compliance checks, and approval routing integrated into the spend request process.
• Spend analytics: Access dashboards and custom reports to monitor trends, budgets, and departmental spend.
• Accounting automation and integration: AI-powered transaction categorization, syncing with major accounting platforms.

Airbase Pricing

Airbase offers custom pricing based on your business size, feature needs, and user types. According to third-party sources, the median buyer pays them USD 27,000 per year.

Jaggaer

Jaggaer offers an extensive procurement software solution focused on spend management, supplier management, and sourcing. 

It’s built for large enterprises and organizations, like healthcare, manufacturing, financial services, and elite and pro sports.

Jaggaer Notable Features

Here are the key features of Jaggaer:

• E-procurement: Automate requisitions, guided buying, catalogs, and multi-level approvals for indirect and direct spend.
• Supplier management: Centralize onboarding, risk assessments, certifications, and performance tracking in one system.
• Sourcing optimization: Run RFPs, auctions, complex bids, and category management with advanced modeling tools.
• Category management: Plan and optimize categories with insights, sourcing events, and supplier alignment.
• Contract lifecycle management: Digitize contract creation, approvals, renewals, and compliance monitoring.
• Inventory and supply chain collaboration: Track materials, manage demand planning, and collaborate with suppliers in real-time.
• Invoice automation: Enable electronic invoicing, three-way matching, and AP workflow automation.
• Spend analytics: Consolidate spend data across categories with dashboards, benchmarking, and actionable insights.
• AI and embedded intelligence: Apply AI-powered insights, predictive analytics, and automation to improve procurement and finance decisions.
• ERP integration: Connect seamlessly with systems like SAP, Oracle, and Workday to unify procurement and finance data.

Jaggaer Pricing

Jaggaer offers custom pricing plans. But according to sources, it can cost $45,000 per year. 

SAP Ariba

SAP Ariba is a procurement and supply chain solution that connects businesses to a vast network of suppliers. It provides robust tools for sourcing, procurement, and supplier collaboration.

SAP Ariba Notable Features

Here are the key features of SAP Ariba:

• Procure-to-pay automation: Streamline requisitions, guided buying, catalogs, purchase orders, and approvals in one platform.
• Supplier management: Centralize onboarding, qualification, risk monitoring, and performance tracking for suppliers.
• Sourcing and auctions: Run RFPs, RFQs, e-auctions, and complex sourcing events to drive competitive supplier bids.
• Contract lifecycle management: Digitize drafting, approvals, renewals, and compliance checks in a centralized repository.
• Invoice and payment automation: Enable e-invoicing, automate three-way matching, and process supplier payments efficiently.
• Spend analysis: Consolidate and classify spend data with dashboards and reporting for cost-saving opportunities.
• Supplier risk and compliance: Monitor financial, operational, and ESG risks with integrated compliance controls.
• Supply chain collaboration: Manage forecasts, orders, shipments, and inventory visibility with suppliers in real-time.
• Ariba Network access: Connect with millions of suppliers worldwide for sourcing, collaboration, and e-commerce transactions.
• ERP integration: Integrate with SAP ERP, S/4HANA, and non-SAP systems to unify procurement and finance data.

SAP Ariba Pricing

SAP Ariba charges custom pricing plans. According to user feedback, the Spend Management Suite pricing may start around $15,000 annually.

Ramp

Ramp is a corporate card and spend management platform focused on helping businesses save money through smart expense controls and automation.

Ramp Notable Features

Here are the key features of Ramp:

• Corporate cards: Issue virtual and physical cards with tailored spending limits for employees or teams.
• Spend requests: Employees can request funds or card access directly within the platform.
• Approval workflows: Set up multi-level approval flows for card issuance, reimbursements, or spend requests.
• Policy enforcement: Require receipts for specific transactions and flag out-of-policy or overspend activity in real-time.
• Spend programs: Create project-based budgets or per diem programs, assign cards in bulk, and monitor usage.
• Vendor and procurement management: Manage vendor payments, track purchase orders, and streamline procurement workflows.
• Travel and expense management: Capture receipts, automate reimbursements, and ensure compliance with company travel policies.
• Real-time visibility: Dashboards provide instant insights into spending trends, budget health, and liabilities.
• Accounting integrations: Sync with ERP and accounting systems to automate reconciliation and accelerate month-end close.

Ramp Pricing

Ramp offers three pricing plans: Free, Plus, and Enterprise, starting from $15 per month per user. 

Brex

Brex offers an all-in-one finance platform tailored for startups and scaling companies, combining corporate cards, spend management, and business banking.

Brex Notable Features

Here are the key features of Brex:

• AI-powered receipt automation: Automatically captures receipts, fills memo fields, and categorizes expenses using OCR across languages and currencies.
• Live Budgets™: Create departmental or project budgets, allocate spend to teams, and monitor usage in real-time with anomaly detection.
• Expense compliance: Enforce company policies at the point of purchase to make sure transactions are within rules.
• Fast global reimbursements: Reimburse employees in local currency and bank accounts in under three days with policy enforcement.
• Corporate cards and payments: Issue cards instantly with custom limits and manage global payments across multiple entities and currencies.
• Continuous month-end close: Automate daily accounting with AI-driven GL coding and ERP integration for faster closing cycles.
• ERP and accounting integration: Sync directly with QuickBooks, NetSuite, and other ERPs to reduce manual reconciliation.
• Unified spend visibility: Real-time dashboards give insights into spend across cards, reimbursements, travel, and payments.
• Brex AI insights and automation: Use AI for approval routing, spend forecasting, anomaly detection, and natural-language queries.
• Global spend management: Manage multi-entity and multi-currency workflows with centralized control and visibility.

Brex Pricing

Brex’s pricing plans start from $12 per user per month.

Expensify

Expensify is an expense management tool known for its user-friendly interface and automation features. It helps you track receipts, submit expenses, and reimburse employees.

Expensify Notable Features

Here are the key features of Expensify:

• Expense management: Automate expense creation, submission, approval, and reimbursement with accounting sync.
• Receipt scanning: Use SmartScan to capture and record details from photos or emailed receipts.
• Corporate and virtual cards: Issue physical or virtual cards with spend controls and real-time tracking.
• Global reimbursement: Reimburse employees and contractors worldwide in local currencies.
• Bill pay and invoicing: Capture, approve, and pay vendor bills or issue invoices directly.
• AI-powered automation: Enforce policies, auto-categorize expenses, and flag violations with AI.
• Travel booking: Book flights, hotels, and cars with expenses automatically recorded.
• Accounting integrations: Connect with QuickBooks, NetSuite, Xero, and other major systems.

Expensify Pricing

Expensify has a small business plan called Collect for $5 per member per month for basic expense management. For any advanced features like multiple expense approvals and custom rules, you’ll need to contact them for custom pricing. 

Comparison Table of Top Spend Management Software in 2025

Software	Starting Price	Key Features	Best For
ProcureDesk	Starts from $598/month	Procure-to-pay features, flexible hierarchical workflows, vendor management, real-time budget visibility, 2-/3-way invoice matching, AP automation, and spend analytics	SMBs managing 50+ POs or 100+ invoices per month
Procurify	Custom	Purchase requests, PO management, budgets, and credit card expenses	Mid-market teams needing spend visibility
Precoro	Starts from $499/month	Budget visibility, 3-way invoice matching, vendor management, and AP automation	SMBs moving off spreadsheets
Kissflow	Starts from $2,500/month	Purchase requisitions, PO automation, 3-way matching, and invoice automation	Teams needing customizable workflows
Coupa	Custom	Guided buying, supplier management, invoice & expense automation, and spend benchmarking	Mid-to-large enterprises
Airbase (Paylocity)	Custom	Corporate cards, expense management, invoice processing, and PO management	SMBs wanting unified cards + AP
Jaggaer	Custom	E-procurement, sourcing optimization, supplier management, and invoice automation	Large enterprises in regulated industries
SAP Ariba	Custom	Procure-to-pay automation, supplier management, sourcing & auctions, and Ariba Network	Enterprises needing global supplier collaboration
Ramp	Starts from $15/user/month	Corporate cards, approval workflows, policy enforcement, and real-time dashboards	Fast-growing SMBs focused on card spend
Brex	Starts from $12/user/month	Corporate cards, Live Budgets™, global reimbursements, and AI receipt automation	Startups and scaling companies
Expensify	Starts from $5/user/month	Expense management, receipt scanning, corporate & virtual cards, and global reimbursement	SMBs needing simple expense tracking

Benefits of Spend Management Software

Here are the benefits of using spend management software:

Centralizes All Company Spending

All your company spending is consolidated into a single system with real-time spend visibility. Your procurement teams can track, manage, control, and analyze spend by department, project, or vendor.

Enforce Stronger Spend Controls

You can set approval workflows that prevent unauthorized or rogue spending, and every expense follows company policy. With role-based permissions and budget caps, employees can only spend within defined limits. 

Speed Up Approvals and Payments

You can route purchase requests to the right manager instantly. Automated notifications replace email follow-ups and reduce delays. Once approved, invoices sync directly with your accounting system, helping you pay vendors on time and maintain strong supplier relationships.

Improve Vendor Management

With accurate records, you can track performance, identify duplicate suppliers, and negotiate better rates. This also reduces the risk of paying the wrong vendor or missing early payment discounts.

Support Compliance and Audit Readiness

The software creates a digital trail for every purchase with timestamps, approvals, and receipts. Auditors can review spending records quickly without chasing down paper files. This reduces audit costs and makes sure your company meets purchasing compliance.

What Features to Look for When Choosing a Spend Management Software 

Here are some features you should consider when choosing a spend management solution:

Purchase Request Management

The system should simplify for employees to create and submit purchase requests without relying on paper or spreadsheets. It should support vendor catalogs to improve the purchasing experience, while keeping requests organized and trackable.

Budget Management

Look for a tool that enforces budgetary controls directly in the purchasing process. It should provide real-time visibility into available funds and show how actual spending compares to allocated budgets.

Purchase Approvals for Spending Control

Choose software that automates the approval process based on rules like amount, department, or vendor. This makes sure requests are routed to the right approvers quickly.

Expense Reporting (Credit Cards)

The platform should consolidate corporate cards and reimbursable expenses into one place. Your employees should be able to attach receipts and submit reports easily, while finance teams should have visibility into company-wide card usage.

Accounts Payable

Choose a software that combines your purchasing and finance workflows. The best accounts payable software should automate invoice matching, track vendor payments, and improve visibility.

Integration with Accounting Software

Choose a platform that syncs directly with your existing systems to automate accounting tasks. Purchase orders, invoices, and expenses should flow automatically into your books for accurate financial records. 

Mobile Accessibility

The system should include a mobile app that lets employees submit requests, upload receipts, and approve purchases on the go. This keeps workflows moving without delays, even when managers or field staff are away from their desks.

Vendor Management

Look for a platform that centralizes vendor data in one place, including contracts, tax forms, and performance records. This allows you to track supplier reliability, manage renewals, and maintain compliance across departments.

Spend Analytics

Choose a platform with reporting tools for advanced spend analysis. It should highlight trends, forecast future costs, and give real-time insights to make proactive budget decisions.

Scalability

The software should grow with your business needs, offering flexible workflows, approval rules, and budget controls. As you add new locations or departments, the system should adapt without needing a complete overhaul.

Bottom Line

Selecting the right procurement spend management software depends on your business size, number of users, transaction volume, and budget. 

ProcureDesk is the best spend management software solution for SMBs earning $10M – $100M in annual revenue. It offers customizable procure-to-pay features like purchase requisition, multi-level approval workflows, punchout catalogs, invoice matching, and integrations with accounting software.

Our platform helps you control costs through real-time budget tracking, spend analytics, smart reporting, forecasting, and a centralized dashboard.

Book a demo to see how ProcureDesk helps small to mid-sized teams improve spend management, control costs, and scale effectively. 

FAQs about Business Spend Management Software

How do you choose the right spend management software?

Choosing the right spend management software depends on your business size, transaction volume, number of users, and features needed. Start by identifying your business needs. Then compare each tool’s features and pricing to see which best fits your workflows and budget. Features can include budget controls, custom workflows, vendor catalogs, supplier management, or real-time spend visibility. 

ProcureDesk is the best spend management software for SMBs. It offers hierarchical approvals, custom workflows, purchase order management, 200+ punchout catalogs, invoice matching, real-time visibility, spend analytics, strong integrations, and a reporting dashboard. 

What is managed spend in procurement?

Managed spend refers to all company spending that goes through approved procurement processes, contracts, and controls. It gives you visibility, compliance, and cost control. ProcureDesk helps you track and manage your spend with automated approvals, budget controls, and real-time reporting.

What are the categories of spend management?

Spend management is typically divided into two types: Direct spend, which includes materials needed in production, and Indirect spend, which includes goods/services supporting daily operations, such as office supplies, IT, marketing, facilities, and travel.

ProcureDesk supports both direct and indirect procurement by automating procure-to-pay workflows. It enforces budget and approval controls and provides real-time visibility across spend categories.