Photo par iMin Technology via PexelsAn expense report forgotten at the bottom of a drawer, an unreadable receipt, a reimbursement that drags on for three weeks: manual expense management wastes time for everyone, from the employee to the accounting team. Expense report software automates this chain, from photographing the receipt to reimbursement, while respecting the caps set by the administration.
What is expense report software?
Expense report software is a tool that lets an employee declare business expenses (meals, transport, accommodation, various purchases) without going through a spreadsheet. The employee photographs the receipt with a smartphone, optical character recognition (OCR) automatically extracts the amount, date and expense type, then the expense report is submitted to a manager for approval before reimbursement.
This automation reduces reimbursement time, which typically drops from several weeks with manual processing to a few days with dedicated software, and reduces entry errors linked to manual re-keying of amounts.
The three families of solutions on the market
The expense report software market splits into three distinct families.
- Expense report specialists (Expensya, N2F, Jenji, Mooncard, Rydoo): focused on the capture, approval and accounting export chain, with OCR as the flagship feature.
- Expense management suites (Spendesk, Pleo): add a virtual or physical payment card, team-level budget management and sometimes vendor invoice payment.
- Modules integrated into an ERP or HR suite (Notilus at Cegid, Cleemy at Lucca): a less specialised experience, but already connected to the company’s existing payroll or accounting.
The legal framework for expense reports in France
Reimbursing business expenses follows precise rules set by tax and social security administrations, which determine the portion exempt from social contributions.
| Situation | Indicative 2026 cap | Regime |
|---|---|---|
| Restaurant meal, required business trip | About 21.40 euros | Exempt from contributions within this limit |
| Meal away from home, not required | About 10.40 euros | Exempt from contributions within this limit |
| Meal at the workplace | About 7.50 euros | Exempt from contributions within this limit |
| Accommodation, extended business trip, Paris and inner suburbs | About 76.70 euros for the first 3 months | Exempt from contributions within this limit |
| Accommodation, extended business trip, other areas | About 57.80 euros for the first 3 months | Exempt from contributions within this limit |
These amounts are reassessed each year and should be checked against the official scales at the time they are applied. Beyond these caps, the excess portion of the allowance is added back to gross salary and subject to social contributions.
The special case of mileage allowances
Mileage allowances follow a separate scale, based on the vehicle’s fiscal power and the distance travelled for business purposes during the year. This scale, published by the DGFiP and applied by convention for social contribution exemption, also distinguishes combustion-engine vehicles from electric vehicles, the latter benefiting from a 20 percent increase.
The mileage scale is not published by URSSAF itself, but by the Direction générale des finances publiques (DGFiP), with URSSAF applying it by convention to determine the portion exempt from social contributions. Source: DGFiP, 2026 mileage scale
How to choose your expense report software?
Choosing expense report software depends on four main criteria.
The volume and frequency of expense reports
A company with sales or field teams that travel regularly should prioritise a tool with strong OCR and a smooth mobile app. A company with a low volume of expense reports can make do with a simpler, usually cheaper solution.
Whether an integrated payment card is needed
Expense management suites with a virtual professional card save employees from having to advance their own money, simplifying the personal cash flow of teams. This feature comes at an additional cost and is not essential for every organisation, particularly those where expenses remain occasional.
Integration with existing accounting and payroll
Expense report software isolated from the rest of the information system creates manual re-entry work when the reimbursement is added to the payslip. This integration logic mirrors the one described in our guide to choosing an ERP, where fitting with the other software components determines the tool’s real adoption. It also complements the criteria in our comparison of the best payroll software, with which the expense report tool must connect for a smooth reimbursement process.
The pricing model
| Solution family | Indicative pricing | Examples cited by the market |
|---|---|---|
| Expense report specialist, entry level | About 5 to 7 euros excl. tax per user per month | N2F, Expensya, Cleemy |
| Expense report specialist, advanced plan | About 8 to 12 euros excl. tax per user per month | Jenji, Rydoo, Mooncard |
| Expense management suite with card | On quote, generally above 12 euros per user | Spendesk, Pleo |
Pricing changes regularly and varies by number of users and selected modules, so it should be checked directly with each vendor before any decision. For a company already using accounting software, our comparison of the best accounting software for small businesses helps check connector compatibility before choosing an expense report solution.
Common uses in business
- Sales and field teams: frequent travel, client meals, mileage expenses, with a high volume of expense reports that justifies a strong mobile tool.
- Support and administrative functions: occasional expense reports, often linked to sporadic business trips or supply purchases.
- Executives and managers: approving their teams’ expense reports, with multi-level approval workflows depending on the amount involved.
Mistakes to avoid
- Choosing a complete expense management suite with an integrated card when the volume of expense reports does not justify it, unnecessarily increasing the cost per user.
- Overlooking the verification of exemption caps during initial setup, exposing the company to the risk of a reassessment in the event of a social security audit.
- Ignoring compatibility with existing accounting and payroll software, which recreates manual re-entry and cancels out part of the expected time savings.
Frequently asked questions
What is expense report software and what is it used for?
Expense report software lets an employee photograph proof of business expenses, automatically generate an expense report using OCR, then submit it for approval before reimbursement. It replaces spreadsheets and manual entry, reduces calculation errors and speeds up reimbursement, which typically drops from several weeks with manual processing to a few days with dedicated software.
What are the expense reimbursement caps in France in 2026?
The social security exemption caps set by the French administration in 2026 distinguish several cases: around 21.40 euros for a restaurant meal during a required business trip, around 10.40 euros for a meal away from home when not required, and around 7.50 euros for a meal at the workplace. Beyond these caps, the excess amount is added back to gross salary and subject to social contributions.
How much does expense report software cost?
Pricing generally ranges from 5 to 12 euros excluding tax per user per month. Solutions specialised in expense reports start at around 5 to 7 euros per user on annual billing. Expense management suites with an integrated professional card sit closer to 12 euros per user. The most complete offerings work on a quote basis depending on volume and selected features.
What is the difference between expense report software and an expense management suite?
Specialised expense report software focuses on the capture, approval and accounting export chain, with automatic receipt recognition through OCR as a key feature. An expense management, or spend management, suite adds a virtual or physical payment card, budget management by team and sometimes vendor invoice payment, covering the company’s full spending beyond expense reports alone.
Does expense report software integrate with accounting and payroll?
Yes, most expense report software on the market offers connectors to accounting and payroll software, avoiding manual re-entry of reimbursements. Some vendors offer modules directly integrated into an existing HR suite or ERP, with an automatic summary of expenses added to the relevant month’s payslip.