Expense management: requirements checklist
From the guide at bestfinancesoftware.com/guides/expense-management, published 29 October 2026. Use your browser's print command; the site header and footer are left off the page.
| Requirement | Vendor A | Vendor B | Vendor C |
|---|
| Must have |
|---|
| Receipt capture by phone, email and forwarding, with the image stored against the transaction. | | | |
| Policy rules by category, amount, role and location, applied before approval. | | | |
| Approval chains with delegation, and a log of each decision. | | | |
| Card feeds from the cards you use, matched to receipts automatically. | | | |
| Sync to your ledger with categories, departments and tax codes. | | | |
| Depends on you |
|---|
| Reimbursement by direct deposit or payroll, if employees pay with their own cards. | | | |
| Mileage and per diem, if staff drive or travel often. | | | |
| Travel booking in the same product, if you want travel policy enforced at booking. | | | |
| Multiple currencies and VAT reclaim, if staff spend abroad. | | | |
Questions to ask in the demo
- Show a receipt captured on a phone, matched to a card transaction, coded and posted to our ledger.
- Configure one of our policy rules live and show what the employee sees when they break it.
- Show the approver's view on a phone, and what happens when the approver is away.
- How are receipts stored, and can we export them with their images?
- What happens to an expense in a foreign currency, from capture to reimbursement?
- What does pricing count as a user: anyone invited, or anyone who submits?
Back to the guide, with the reasons behind each item and the vendors described from their own pages.