UK expense management software splits into card first tools that control spending before it happens, such as Pleo (from £9.50 a month) and Soldo, and receipt management tools that handle spend afterwards, such as Zoho Expense (from around £2.50 a user) and Expensify. Moss is free for up to three users; Payhawk targets multi entity businesses from £149 a month.
TL;DR · LAST REVIEWED 1 SEPTEMBER 2026
- Pleo publishes pricing from £9.50 a month; Zoho Expense from around £2.50 a user.
- Card first tools (Pleo, Soldo, Moss) control spend before it happens.
- Receipt management tools (Zoho Expense, Expensify, Webexpenses) handle spend afterwards.
UK expense management providers, pricing and model
| Provider | UK price | Model | Best for |
| Pleo | from £9.50/mo | Card first | Small card first teams; published pricing |
| Soldo | Prepaid cards | Card first | Budget controls per card |
| Moss | Free up to 3 users | Card first | No per user fee as you scale |
| Zoho Expense | from ~£2.50/user/mo | Receipt management | Budget; Zoho ecosystem |
| Expensify | Free for individuals | Receipt management | SmartScan receipt capture |
| Webexpenses | Quote based | Receipt management | UK focused; strong mileage handling |
| Payhawk | from £149/mo | Card and spend | Multi entity; ERP sync (NetSuite, SAP) |
| SAP Concur | Quote based | Enterprise T and E | Complex travel and expense |
Source: Provider published pricing, mid-2026
KEY FACTS
- Pleo publishes pricing from £9.50/mo; Zoho Expense from around £2.50 a user.
- Moss is free for up to three users with unlimited cards; Payhawk starts from £149/mo.
- Card first tools (Pleo, Soldo) control spend before it happens; receipt tools (Expensify, Zoho) after.
- UK finance teams should check HMRC AMAP mileage compliance, VAT receipt capture and UK data storage.
- Most platforms integrate with Xero, QuickBooks and Sage.
The two expense models and what to check
| Aspect | Detail | Note |
| Card first model | Pleo, Soldo, Moss, Payhawk | Company cards; spend controlled before it happens |
| Receipt management model | Zoho Expense, Expensify, Webexpenses | Reimburse and capture after spend |
| UK compliance to check | HMRC AMAP mileage, VAT receipt capture, UK data storage | Applies to all |
| Accounting integrations | Xero, QuickBooks, Sage | Supported by most platforms |
Source: Provider information and GOV.UK, 2026
Two different models
UK expense software splits cleanly in two. Card first platforms such as Pleo, Soldo, Moss and Payhawk issue company cards and control spending before it happens: finance sets a limit, staff capture receipts in the app, and transactions match automatically, closing the gap between spend and visibility. Receipt management platforms such as Zoho Expense, Expensify and Webexpenses instead handle spend after it occurs, capturing receipts and processing reimbursements. Which fits depends on where your process currently breaks down.
The named providers and pricing
Pleo is the card first pick with published pricing from £9.50 a month, popular across Europe. Moss is free for up to three users with unlimited cards and no per user fee as you scale. On the receipt side, Zoho Expense is the budget option from around £2.50 a user and Expensify is free for individuals with its SmartScan receipt capture. Payhawk, from £149 a month, targets multi entity businesses needing two way ERP sync, while SAP Concur and Moss are quote only for larger deployments.
UK compliance and integrations
For a UK finance team, three compliance points matter more than the feature list: HMRC approved mileage allowance payment rates for reclaimed travel, VAT receipt capture that stands up to inspection, and UK GDPR compliant data storage. Confirm each before signing. Integration is the other deciding factor: most platforms connect to Xero, QuickBooks and Sage, but test the sync with real transactions, because the depth of the integration varies and a shallow one leaves manual work at month end.
How to choose
If you want to eliminate reimbursements entirely, a card first tool such as Pleo or Soldo is the transformative option. If you prefer traditional reimbursement workflows, Expensify offers strong features at a reasonable price and Webexpenses is the UK focused alternative with good mileage handling. If budget is the main concern, Zoho Expense or your accounting platform's built in receipt capture cover the basics. For multi entity, multi currency operations, Payhawk handles complexity better, at a higher price.
DISCLAIMER
This article is editorial information, not financial advice. Kael Tripton Ltd is not authorised or regulated by the Financial Conduct Authority. Figures were correct at the last review date shown above; verify current rates and rules with the primary sources listed below before acting.
Frequently asked questions
What is the cheapest expense management software in the UK
Zoho Expense starts from around £2.50 a user and Moss is free for up to three users. Pleo publishes card first pricing from £9.50 a month.
What is the difference between card first and receipt management
Card first tools (Pleo, Soldo) issue company cards and control spend before it happens. Receipt management tools (Expensify, Zoho Expense) capture receipts and process reimbursements after the spend.
Do expense tools integrate with Xero and QuickBooks
Yes, most do, including Pleo, Expensify, Soldo and Zoho Expense. Test the integration with real transactions before committing, as the depth of sync varies.
What UK compliance should I check
Check HMRC approved mileage allowance rates, VAT receipt capture that stands up to inspection, and UK GDPR compliant data storage.
Do I need a company card to use expense software
No. Receipt management tools such as Expensify, Webexpenses and Zoho Expense work with personal card spending and reimbursements.
SOURCES
- GOV.UK: expenses and benefits – accessed 1 September 2026
- GOV.UK: mileage allowance payments – accessed 1 September 2026
