Top 7 Expense Management Platforms with Integrated Corporate Cards

Effective expense management is essential for UK-based small to medium-sized enterprises (SMEs), to maintain financial health and ensure compliance.

Integrating corporate cards with expense management platforms allows businesses to streamline their accounting processes, eliminate manual tasks, and liberate their finance teams for more strategic activities. These platforms automate expense tracking, provide real-time cash flow visibility, and significantly reduce administrative burdens.

This article examines the leading platforms that combine these crucial features, helping you make informed decisions that enhance financial operations and improve overall business efficiency.

Best Overall

Moss

Monthly Fee

Custom

Quote-based. Depends on the modules and add-ons you opt for

Card Purchases

Custom

Based on the volume of transactions each month

Bank Transfers

Custom

Based on the volume of transactions each month

see deal

Best For Small Businesses

Tide Free Business Account

Monthly Fee

£0

Get £100 when you sign up with code BCA100

Card Purchases

£0

Bank Transfers

20p

see deal

Best For Expense Management

Wallester Business Account

Monthly Fee

£0

Card Purchases

£0

Bank Transfers

£0

see deal

What is the Best Expense Management Platform for Your Business?

Each platform offers unique benefits tailored to different business needs, making it essential to consider your specific requirements when choosing the right tool for expense management and corporate card integration.

Top Expense Management Platforms with Integrated Corporate Cards At A Glance

This table concisely overviews the top expense management platforms with integrated corporate cards, highlighting their standout features, pricing models, and ideal user scenarios.

Provider	Best For	Standout Features	Prices From	Learn More
Moss	SMEs seeking flexible growth and proactive spend control	Modular design, high credit limits, real-time control	Custom Pricing	Visit Moss
Wallester	Startups and SMEs with international operations	Generous free plan, multi-currency support	Free plan available	Visit Wallester
Soldo	Compliance-focused businesses needing stringent controls	Robust spend control, FCA regulated	£21 + Vat per month	Visit Soldo
Pleo	Businesses prioritising ease of use and employee autonomy	Intuitive UI, employee empowerment	From £9.50 per month	Visit Pleo
Expensya	Mid-to-large enterprises with complex international needs	Advanced automation, multi-country support	Custom Pricing	Visit Expensya
Payhawk	Large enterprises needing comprehensive financial control	Extensive regulatory compliance, enterprise features	Custom Pricing	Visit Payhawk
Zoho Expense	Businesses within the Zoho ecosystem or seeking customisation	Feature-rich, UK-specific compliance	Free plan available	Visit Zoho Expense

Best Expense Management Platforms with Integrated Corporate Cards Reviewed

Key Features

• Automation: Moss leverages AI to automate receipt capture and reconciliation, categorising expenses and streamlining month-end processes.

• Corporate Cards: Provides unlimited physical and virtual Mastercard corporate cards, which are instantly issued and can be easily managed to meet diverse payment needs

• User-Friendliness: The platform features an intuitive dashboard that offers real-time spending visibility, aiding finance teams in monitoring expenses and adhering to company policies.

• Integration Capabilities: Moss integrates seamlessly with popular accounting software such as Xero and QuickBooks, ensuring smooth data flow and precise financial reporting.

Pros & Cons

Pros

• Modular Pricing: Utilises a “pay as you grow” pricing model, allowing businesses to add features as they expand and align costs with growth.
• High Credit Limits: Provides credit limits up to £2.5 million, accommodating larger financial operations.
• Real-Time Control: Offers immediate oversight of expenses, enhancing financial discipline throughout the organisation.

Cons

• FX Fee Clarity: There have been reports of confusion regarding foreign exchange fees, highlighting a need for more transparent communication.
• Sales Approach: Some feedback indicates that the assertive nature of the sales team might deter potential users.

Pricing

Moss offers a flexible pricing structure, starting with a complimentary package with unlimited corporate cards and basic expense management for up to three users.

Custom packages with additional features like employee reimbursements and advanced accounting are available.

Payments made in foreign currencies incur a 2% foreign transaction fee, and a £20 refund handling fee may be incurred under certain conditions.

This modular pricing strategy ensures that businesses only pay for the required features, making Moss an economical option for growing UK SMEs.

Key Features

• Immediate issuance of both virtual and physical Visa corporate cards, ensuring quick access to payment solutions

• Real-time expense monitoring, which allows users to track expenditures, set custom limits, and receive alerts for improved financial oversight

• Detailed analytics that provide insights into spending habits

• Instant payroll cards enable rapid employee payments and batch transactions

Pros & Cons

Pros

• Generous Free Plan: This plan provides 300 virtual and unlimited physical cards, which is highly advantageous for small businesses.
• Multi-Currency Support: Facilitates seamless international transactions with minimal currency conversion fees.
• Excellent Customer Service: Renowned for its responsive and supportive customer care team.

Cons

• Mobile App Ratings: Lower user ratings indicate potential issues with app usability.
• Tiered Virtual Card Fees: Costs for additional virtual cards beyond the free allowance could add up for businesses with extensive needs.

Pricing

Wallester’s pricing structure includes a free plan and two premium options.

The Free Plan, priced at £0 per month, offers 300 virtual cards and unlimited issuance of physical cards. The Premium Plan, costing approximately £169.95 per month, includes 3,000 virtual cards and features such as accounting integrations. The Platinum Plan, priced at about £859.95 monthly, provides 18,000 virtual cards and a dedicated client relationship manager.

For all plans, additional virtual cards beyond the included quota are charged at 30p each on the Free Plan, 18p on the Premium, and 9p on the Platinum. This pricing strategy underscores Wallester’s commitment to transparency and maintaining low transaction fees, even on international purchases.

Key Features

• Expense Policy Controls: Soldo allows businesses to create tailored spending policy profiles, set daily allowances, and enforce custom spending limits to prevent financial oversights. This proactive approach ensures that expenditures align seamlessly with company policies.

• Integrations: The platform effortlessly integrates with leading accounting systems like Xero and QuickBooks, facilitating automated reconciliation and reducing the need for manual data entry.

• Analytics: Soldo provides a user-friendly dashboard offering real-time insights into spending. This supports finance teams in managing funds more effectively and simplifies the process of closing accounts at the end of each month.

Pros & Cons

Pros

• Comprehensive Spend Control: This feature enhances financial control by offering extensive budgeting tools and the ability to freeze cards instantly.
• Employee Empowerment: Distributes pre-paid cards to employees, maintaining central oversight and minimising the need for reimbursements.
• Regulatory Compliance: Complies with FCA regulations and possesses high-level security certifications (PCI DSS Level 1, ISO 27001), ensuring stringent data protection.

Cons

• App Stability Issues: Some users have experienced bugs and crashes in the mobile app, which could disrupt daily operations.
• Complex Fee Structure: While the subscription model is straightforward, additional charges for services such as card issuance and cash withdrawals require careful consideration.

Pricing

Soldo offers a structured pricing model:

• Standard Plan: Begins at £21 per month + VAT for three users/approvers; additional users are charged at £7 per month + VAT.
• Plus Plan: Three users/approvers cost £33 per month + VAT, and extra users cost £11 per month + VAT.
• Unlimited/Enterprise Plan: Pricing is available upon request and tailored to the business’s needs.

All plans include core features like Soldo Mastercard® cards, seamless accounting integration, and complimentary domestic transactions. An additional fee of 1.5% is applied to foreign transactions. Businesses should thoroughly review the terms of financial services to understand all associated costs fully.

Key Features

• Corporate Cards: Pleo provides both physical and virtual cards that can be issued instantly. These cards are compatible with Apple Pay and Google Pay, offering flexibility while ensuring compliance with spending policies.

• Automated Receipt Capture: Employees receive instant notifications to capture receipts right after making a purchase. Pleo’s OCR technology simplifies data entry, significantly reducing the workload for finance teams.

• Real-Time Spend Visibility: Pleo offers immediate insights into spending, enabling effective monitoring and management of expenses.

• Custom Approval Workflows: These features are available in higher-tier plans, including advanced budgeting tools and customisable approval processes, which enhance control over expenditures by company policies.

Pros & Cons

Pros

• User-Friendly Interface: Pleo is acclaimed for its intuitive design, particularly on iOS devices, which facilitates user adoption and increases satisfaction.
• Employee Empowerment: Pleo fosters financial independence and reduces dependence on manual reimbursements by providing individual cards.

Cons

• Android App Issues: Some performance issues with the Android app may impact its functionality across teams that use various devices.
• Tiered Transaction Fees: The transaction fees on lower-tier plans may increase costs for businesses that engage in frequent transactions.

Pricing

Pleo employs a tiered pricing model

• Starter Plan: £9.50 per month (billed annually) for up to 3 users. This plan includes basic features such as receipt capture and accounting exports.
• Essential Plan: £39 per month (billed annually) for 3 users, with added functionalities like reimbursements and mileage tracking.
• Advanced Plan: £89 per month (billed annually), offering features like multi-entity management and HRIS integrations.
• Beyond Plan: £179 per month (billed annually), which includes premium support and additional integrations.

Transaction fees vary according to the plan, with foreign exchange fees ranging from 1.49% to 2.49%. Businesses must consider these fees carefully to avoid unexpected expenses.

Key Features

• Expense Recognition: Leveraging advanced OCR+ technology, Expensya efficiently scans and recognises receipts, drastically reducing the need for manual data entry and minimising errors.

• AI-driven Receipt Management: The platform uses AI to identify discrepancies and potential fraud, enhancing security and ensuring compliance.

• Corporate Card Integration: Expensya supports both virtual and physical corporate cards, enabling businesses to manage employee spending and set budget limits centrally.

Pros & Cons

Pros

• Usability: The platform’s mobile app and user interface are intuitively designed, making it straightforward for employees to capture expenses on the move.
• Compliance Support: Expensya provides robust compliance support across multiple countries, including legal archiving that meets various legislative requirements.

Cons

• Potential Hurdles: Users may experience occasional glitches following updates, which can disrupt integration with accounting systems. Additionally, accessing certain features might require extra purchases, potentially increasing overall costs.

Pricing

Expensya offers a tiered pricing structure designed to accommodate businesses of varying sizes. Prices are available on request.

Silver and Gold plans are available for small businesses with up to 100 users. The Silver plan features unlimited OCR+ recognition and basic functionalities, whereas the Gold plan adds legal archiving and integration with accounting tools.

For larger enterprises, the Premium Package includes advanced functionalities like monitoring dashboards and multi-subsidiary management.

Optional add-ons include “Expensya Payment” and Microsoft Teams integration. This tiered pricing strategy encourages businesses to evaluate their needs and carefully understand the cost implications.

Key Features

• Budgeting Tools: Payhawk offers sophisticated budgeting tools that enable proactive spending controls and monthly limits tailored to your company’s financial strategies.

• Automated Data Capture: Leveraging OCR technology, Payhawk automates the capture and processing of receipts and invoices, significantly reducing manual data entry and boosting accuracy.

• Multi-Currency Support: Perfect for businesses with an international footprint, the platform supports transactions in multiple currencies, making the management of global expenses more streamlined and efficient.

Pros & Cons

Pros

• Comprehensive Integration: Payhawk seamlessly integrates with major accounting systems, ensuring smooth data flow and simplifying reconciliation processes.
• Strong Compliance: With certifications like ISO 27001 and GDPR compliance, Payhawk provides high security and trust for businesses operating in regulated industries.
• Real-Time Visibility: The platform offers instant access to expense reports, which enhances informed decision-making and financial oversight.

Cons

• Complex Pricing: The custom pricing model can be somewhat opaque, particularly for smaller businesses, and may lead to unexpected costs.
• Learning Curve: Some users have noted a need for customisation and an adjustment period to utilise the platform’s extensive capabilities.

Pricing

Payhawk’s Enterprise Plan features custom pricing to meet each business’s requirements. This approach offers flexibility regarding features and support, but can pose challenges for smaller companies due to the potential lack of transparency in pricing details.

The platform facilitates free local payments in EUR, GBP, and USD for employee reimbursements. Direct engagement with Payhawk is advised for a comprehensive breakdown of the costs.

Key Features

• Multi-Currency Reporting: Crucial for businesses with international operations, Zoho Expense supports multiple currencies, ensuring accurate and compliant financial reporting.

• Corporate Card Matching: This feature automates the matching of corporate card transactions with receipts, significantly reducing manual input and increasing the accuracy of financial reports.

• Mobile App: The mobile apps for Android and iOS facilitate management on the move. They feature Optical Character Recognition (OCR) for scanning receipts and GPS functionality for tracking mileage.

Pros & Cons

Pros

• Ecosystem Integration: Zoho Expense integrates seamlessly with other Zoho applications, providing a cohesive and efficient management platform.
• Comprehensive Compliance: Tailored to meet UK-specific tax and per diem regulations, ensuring compliance with local financial laws.

Cons

• Interface Complexity: Some users report challenges with the interface, particularly when generating reports and charts.
• Freemium Model Limitations: The free version may lack certain features, potentially leading to unexpected costs.

Pricing

Zoho Expense employs a tiered pricing model:

• Free Plan: Suitable for businesses with annual revenues under £35,000, supporting up to 3 users. It includes basic features but limits some functionalities, such as Autoscan credits.
• Standard Plan: Priced at £5 per active user per month, billed annually, this plan encompasses features like corporate card management and multi-level approval workflows.
• Premium Plan: This plan, priced at £7 per active user per month if billed annually, introduces additional features such as online travel booking and live budget tracking.
• Custom Plan: Designed for enterprises with a minimum of 100 users, offering personalised support and integrations.

Additional services, such as Premium Support and Jumpstart for onboarding, are available, and pricing depends on the number of active users.

Types of Expense Management Platforms

Expense management platforms are designed to cater to various business needs and complexities. Here’s a breakdown of the different types available:

1. Card-Based Solutions: Platforms like Pleo and Soldo combine corporate cards with expense tracking software, providing real-time visibility and control over spending. These solutions are ideal for businesses of any size looking to streamline employee expenses and reduce the need for manual reimbursements.
   
2. Software-Only Tools: Previously exemplified by the now-discontinued Fluidly, these platforms automate expense reporting without needing physical cards. They are particularly suitable for smaller businesses or those with minimal card usage, offering a cost-effective digital tool for managing expenses.
   
3. ERP-Integrated Systems: Systems like Zoho Expense integrate effortlessly with existing enterprise systems, enhancing the flow of financial data and improving reporting accuracy. These platforms are best suited for larger organisations with complex financial systems that require robust integration capabilities.
   
4. Industry-Specific Platforms: These platforms offer customised features tailored to the unique challenges of specific industries. For instance, Expensya is renowned for its multi-country capabilities, making it an excellent choice for internationally-operated businesses.

Specialised Platforms vs Broader Tools vs Traditional Methods

UK SMEs evaluating expense management solutions often compare specialised platforms with broader financial management tools and traditional manual methods.

Traditional methods, such as spreadsheets or basic accounting software, are time-consuming and prone to errors from manual data entry. They lack the real-time visibility and automation of dedicated platforms like Moss, Soldo, and Pleo. These platforms feature automated receipt capture and real-time spend tracking, significantly reducing administrative burdens and increasing accuracy.

Conversely, while broader financial tools offer a wide range of functionalities, they typically require extensive customisation to manage expenses effectively, resulting in higher costs and longer implementation times.

Dedicated platforms, designed specifically for expense management, include bespoke features such as virtual corporate cards and automated reconciliation. These streamline processes and enhance financial control.

For most UK SMEs, choosing a specialised platform leads to considerable time savings and improved financial oversight, making it a more attractive option than generic financial tools or manual methods.

Pros & Cons of Using Expense Management Platforms

Expense management platforms offer significant time savings and enhanced financial transparency for UK businesses.

They automate receipt capture and reconciliation tasks, reducing manual errors and streamlining the month-end close process. This is particularly advantageous for finance teams. Leading platforms like Pleo and Zoho Expense provide user-friendly interfaces that enable employees to manage their expenses effectively, thereby increasing productivity.

Pros

• Time Efficiency: Automates repetitive tasks like receipt capture, reducing the need for manual input.
• Enhanced Accuracy: Minimises errors in financial records by automating reconciliation processes.
• User-Friendly Interfaces: Platforms such as Pleo and Zoho Expense are designed for ease of use, boosting employee productivity.
• Improved Financial Transparency: Provides clear visibility of expenses, aiding better financial management.

Cons

• Cost Considerations: Subscription costs can increase, especially if advanced features are needed or usage exceeds the limits of free plans. For example, Wallester offers a comprehensive free tier, but charges for additional virtual cards can strain your budget.
• Setup and Training Challenges: Initial setup and employee training can be complex, particularly for businesses lacking dedicated IT support.
• Integration Issues: Software updates can lead to integration problems, disrupting data synchronisation with accounting systems

When selecting an expense management platform, businesses must carefully evaluate their needs and potential hidden costs. This ensures the chosen tool aligns with their financial strategies and operational requirements.

Who Should Use Expense Management Platforms

Expense Management Platforms are best suited to:

• Rapidly scaling SMEs and startups: These businesses often face the complex challenge of managing escalating expenses efficiently. Such platforms offer crucial real-time financial oversight essential for sustained growth.
• Distributed teams: They are highly beneficial for teams that require purchasing autonomy while adhering to strict company policies. Key features like receipt capture and automated reconciliation substantially reduce administrative burdens, making these tools highly appealing to finance teams focused on streamlining operations.
  

The following business types may find expense management platforms less suitable:

• Small businesses with straightforward financial needs: These businesses might find these platforms excessively complex. For companies that handle only a few monthly transactions, the costs and complexity of an all-in-one tool may not provide sufficient value.
• Large enterprises with well-established financial systems: They might not benefit significantly from these additional features unless they overhaul or enhance their current setups. In such cases, integration and transition costs could outweigh the marginal benefits.

Key Features and Benefits of Expense Management Platforms

An expense management platform is a digital tool designed to streamline business expenses’ management, reporting, and oversight. It automates key tasks such as transaction capturing and categorisation, reducing the need for manual data entry. Here are the main features and benefits of using an expense management platform:

• Automated Receipt Capture: Automatically captures and categorises receipts, simplifying record-keeping.
• Seamless Integration: Works with existing accounting systems to ease month-end reconciliations.
• Expenditure Limits and Approval Workflows: Helps enforce spending policies by setting limits and requiring pre-approval for expenses.
• Real-Time Reporting: Provides immediate insights into spending trends, enabling data-driven decision-making.
• Corporate Card Integration: Enhances control over company spending and reduces administrative tasks.

For UK businesses, an expense management platform can significantly save time and improve cost management by enhancing financial accuracy and compliance with spending policies.

How to Select the Right Expense Management Platform for Your Business

Selecting the right expense management platform is crucial for optimising your financial operations and managing business expenditures effectively. Here are the key steps to choose the most suitable platform:

1. Assess Your Budget

Determine what you can afford. Some platforms, like Wallester, offer comprehensive free plans, while others might require a substantial investment for more advanced features.

2. Evaluate Key Features

Look for essential features that meet your business needs, such as:

•  Support for virtual corporate cards
•  Automated reporting capabilities
•  Robust spending controls

3. Check for Integration Compatibility

Ensure the platform integrates seamlessly with your existing accounting software, such as Xero or QuickBooks, to reduce administrative burdens.

4. Consider User-Friendliness

Choose platforms known for intuitive interfaces, like Pleo, which ensure quick employee adoption and minimal training.

5. Assess Customer Support Quality

To enhance the user experience, opt for providers with reliable customer support, such as Soldo.

6. Plan for Scalability

Select a platform that can grow with your business. Platforms like Moss offer scalable solutions that can adapt to increasing needs.

Common Questions About Expense Management Platforms

How easy is it to set up an expense management platform?

Setting up an expense management platform like Moss or Pleo is straightforward. These platforms offer intuitive interfaces, step-by-step guidance, and free trials or demos for businesses to explore their features without any financial commitment.

Are these platforms compliant with UK regulations?

Expense management platforms such as Soldo and Payhawk comply fully with UK financial regulations. They are regulated by the Financial Conduct Authority (FCA) and adhere to General Data Protection Regulation (GDPR) standards. It is essential to ensure that specific features, like VAT reclaim, comply with HM Revenue and Customs (HMRC) guidelines for full compliance.

How secure is the data on these platforms?

Data security is a priority for expense management platforms, which implement robust security measures. These include certification under the Payment Card Industry Data Security Standard (PCI DSS) and multi-factor authentication to protect user data. For instance, Payhawk enhances its security through regular security audits and penetration testing to prevent breaches.

What are common pitfalls to avoid?

When using expense management platforms, be aware of potential pitfalls like hidden charges, especially for foreign transactions or additional card issuance fees. Read reviews for performance issues with the platform’s mobile app, particularly on Android devices. You should also research unexpected costs or technical challenges due to unclear pricing structures and integration capabilities.