We're evaluating expense reporting software for a sales- and service-focused company whose employees travel frequently. Employees should be able to photograph receipts with their phones, extract details such as vendor, amount, line items, and date, code the expense, and submit it with a digital receipt for accounting review. Most expenses are for fuel, restaurants, rental cars, travel, and occasional invoices. Ideally, the system would also generate an expense document and place the supporting receipts in a SharePoint folder. We're considering Power Apps, Zoho Expense, and Expensify, but we'd like to hear about real-world deployments, pricing, integrations, and other products worth evaluating. Our accounting team's existing ERP or accounting platform will also be an important factor.
5 Answers
We use Dext. Employees photograph the receipt on their phones, add a few notes, and submit it for review. The system extracts the main fields automatically, and it’s been straightforward for users. I can’t speak much to the administration side, but our accountant hasn’t had any complaints.
This sounds more like an expense-reporting workflow than a standalone receipt-scanning problem. Nearly every modern expense platform lets employees photograph receipts, attach them to expenses, route submissions for approval, and export the data to accounting. I’d avoid building the whole system yourself in Power Apps unless you have unusual requirements; compare purchased platforms based on approval workflows, accounting integration, SharePoint support, pricing, and how well they handle poor-quality or handwritten receipts. Power Automate and Microsoft document services can work, but AI processing credits and ongoing maintenance should be included in the cost calculation.
Ramp is worth looking at if you’re open to combining cards and expense reporting. Employees can upload receipts through the mobile app, code them to the general ledger, and sync the information with accounting software. It can also help assign expenses to the right grant or program before finance has to review them, and the card program may include rebates.
I’ve used Concur, Expensify, and another large enterprise platform. From an end-user perspective, both Concur and Expensify worked, but I preferred Expensify. Someone who has administered both also found Expensify easier to manage. The important thing is checking how well the product integrates with your ERP and credit-card reconciliation process.
We paired Expensify with Sage Intacct, and the integration made credit-card reconciliation much faster despite a few quirks.
If you already use Xero or Zoho Books, start with their expense tools before buying a separate platform. Xero has a companion mobile app for expense claims, and Zoho Expense is a natural fit for organizations already using Zoho Books. Familiar integrations usually matter more than the scanning feature itself.
Honestly, having neither users nor accounting complain is a pretty strong endorsement.