Managing your travel costs can be tricky, especially during a busy work trip. From airport taxis to meal receipts, it’s easy to lose track of your spending. That’s where the best apps for managing travel expenses come in. These tools help you stay organized, track your purchases, and even scan receipts right from your smartphone. Whether you’re a freelancer, a business traveler, or part of a finance team, the right app can make expense tracking simple and stress-free. With features like mileage reports, automatic approval workflows, and multi-currency support, managing your business travel has never been easier. Let’s explore the top apps that help keep your budget under control.
Why You Need an Expense Tracking App for Work Travel
When you’re on a business trip, your mind is already busy with meetings, schedules, and goals. The last thing you need is to worry about where you put that one receipt from lunch.
Using a travel expense app solves this problem. You just snap a picture of your receipt, and the app stores it for you. No need to carry papers or remember tiny details.
These apps also help with:
- Mileage tracking when you’re using your car for work.
- Currency conversion if you’re traveling abroad.
- Creating expense reports to send to your boss or team.
Whether you’re a freelancer traveling for a conference, or an accountant managing reports for a company, having the right app makes a huge difference.
What to Look for in a Great Travel Expense App
Not every app is the same. Some are good for big companies, others are better for solo professionals. So, how do you choose?
A good expense app should let you:
- Scan and store receipts
- Track distance and mileage
- Create and send reports
- Use it on your smartphone
- Link with your credit cards
Some apps even have extra features like AI tools that automatically analyse expenses, or support for multiple currencies, which is useful for international business travelers.
Also, look at whether the app has a free version, a premium plan, or fits your organization’s policies and workflow.
The Top Travel Expense Management Apps in 2025
Here are the top 8 apps recommended by travel and tech experts at WIRED and Condé Nast Traveler. These apps are tested and trusted by many professionals, including those from India.
Expensify – Best All-Rounder for All Types of Users
Expensify is great whether you’re a solo user or part of a team. It’s simple to use and full of helpful features.
You can scan receipts, track mileage, and manage your approval process in one app. It connects with tools like Uber, Delta, and Workday, which makes it a good choice for business travel.
Even if it’s not flashy, it gets the job done. The app is smooth, fast, and saves your time.
SAP Concur – Best for Large Enterprises and Companies
If you work in a big company, there’s a good chance you’re already using SAP Concur.
It has everything you need for travel management—from scanning receipts to automatic mileage tracking. Even though the app isn’t perfect (the UI feels a bit old), it’s still powerful.
It helps with employee reimbursements, and the app follows your company’s expense protocol. It’s made for finance teams and is trusted worldwide.
Zoho Expense – Budget-Friendly and Great for Indian Users
Zoho Expense is made by an Indian company, and it’s perfect for small businesses and freelancers.
It lets you store your corporate credit card, scan receipts, and categorize expenses easily. You can also track petty cash, manage daily allowances, and handle per diem.
One reason people love it: it’s very budget-friendly. The free plan works well for up to three users, and the premium plan is just ₹580/month (about $7).
It’s simple, smart, and ideal for Indian companies looking for a powerful local tool.
Rydoo – Best for International Business Travelers
Rydoo shines if you’re always on the go—especially to other countries.
When you scan a receipt, it automatically fills in the tax rate, currency, and country info with up to 95% accuracy. You don’t have to enter things manually.
The app also checks if your expenses match your company policies, and it flags any problems for your finance team. You also get reports on CO2 emissions and real-time approvals with AI support.
If you’re going to a conference abroad, this app can make your life easier.
QuickBooks – Ideal for Small Business Accounting in India
QuickBooks is more than just an expense app—it’s also a full accounting software.
It tracks income, cash flow, and expenses, and it helps you manage employee reimbursements and see the invoice status.
Starting at just ₹290/month (about $3.50), it’s a great deal for small businesses. You can even invite your accountant to work with you on the app.
And yes, it connects with tools like Mailchimp, Excel, and Shopify, so your business workflow becomes super smooth.
Everlance – Best for Freelancers and the Self-Employed
If you’re working alone—like a freelancer or self-employed consultant—then Everlance is your new best friend.
It automatically tracks mileage, scans receipts, and creates IRS-compliant reports. Even better, it includes a deduction finder to help you save on taxes.
One standout feature: It separates personal expenses from business expenses, so you’re always organized.
Even though it may not have features for large enterprises, it’s perfect for solo workers who want to manage everything in one app.
Expensya – Great for Multiple Currencies and Languages
Expensya is amazing for companies dealing with multiple currencies or teams in different countries.
It can translate foreign language receipts, manage expenses in different currencies, and even generate reports based on what’s best for each user.
It connects with apps like banking software, payroll tools, and travel apps, making it easy to follow specific travel policies and track budget limits.
It’s a powerful choice if your work takes you beyond borders.
Comparison Table: Best Travel Expense Apps in 2025
| App | Best For | Price (Monthly) | Top Features | Platforms |
|---|---|---|---|---|
| Expensify | All-round users | Free/Paid | Receipt scanning, mileage, reports | iOS, Android |
| SAP Concur | Large enterprises | Enterprise Pricing | Expense protocol, receipt capture, approvals | iOS, Android |
| Zoho Expense | Small businesses in India | Free – ₹580 | Local pricing, per diem, petty cash, integrations | iOS, Android, Web |
| Rydoo | International business travelers | Custom | Auto currency, AI, real-time approvals | iOS, Android |
| QuickBooks | Small business accounting | ₹290 – ₹2,000 | Accounting + expenses, integrations | iOS, Android, Web |
| Everlance | Freelancers & self-employed | Free – ₹830 | Tax tools, auto mileage, receipt management | iOS, Android |
| Expensya | Multinational companies | Custom | Multi-currency, policies, real-time tracking | iOS, Android, Web |
How to Choose the Right App for You
Still unsure? Start by asking yourself:
Do you travel inside India or internationally?
Do you need help with tax filing, or do you only want to scan receipts?
Are you working alone, or do you need an app for your team or company?
Most apps offer free trials, so you can test one or two before making a final decision.
For example, if you’re a startup founder in India, try Zoho Expense or QuickBooks. If you’re going to Dubai for a business event, try Rydoo or Expensya for currency and language support.
Bonus Tips for Managing Travel Expenses Like a Pro
Even with the best apps, there are a few simple habits that help:
Always scan your receipts as soon as you get them.
Record expenses daily, not weekly.
Keep personal and business spending separate.
Set reminders for employee reimbursements.
Use tools that match your company policies.
These small steps can save you hours of work and lots of stress later.
Conclusion: Travel Smarter and Spend Smarter
Managing travel expenses doesn’t have to be hard. With these smart, easy-to-use apps, you can focus more on your work and less on finding lost receipts.
From Expensify to Zoho Expense, there’s something here for everyone in India—whether you’re a freelancer, a business owner, or part of a large enterprise.
Try one today, and make your next work trip worry-free.
