Finding The Right Enterprise Expense Solution: What to Ask

When it comes to managing business expenses and spend, our aim is to ensure that you stop leaving money on the table, no matter what solution you select.

• Automate tasks and workflows
• Scan receipts
• Reconcile corporate credit cards

A system with this basic functionality reduces manual work and ensures internal and external policies are followed.

This guide will walk you through the essential questions to ask when looking for in enterprise spend management software, helping you find the best fit for your large business.

What should you look for in an expense management solution?

No matter how complex your enterprise needs are, your expense management system should simplify operations and enhance compliance. Here’s what to consider:

Can it handle local tax and compliance rules?

Different countries have different regulations, and your expense management software needs to keep up. Look for a system that supports expense compliance VAT rates and per diem rates, ensuring everything is in line with local and global legislation.

Does it support VAT recovery?

Value Added Tax (VAT) is a tax that is added to the price of goods and services in many countries.

If your business operates in a country with VAT, choose a solution with invoice data capture and VAT rate processing. This will make reclaiming VAT much easier. This is a sure way to save you money in the long run.

Can it manage mileage rates and per diems?

For teams that travel, the solution should calculate mileage rates for 2025 and automatically apply the right reimbursement rates.

For a global instance: Any good expense management solution should also support per diem allowances. This ensures employees get the right daily allowance whether they’re in the UK, Germany, or elsewhere.

Is it fully paperless?

Paperless expense management is the way forward. In 2025, we see a huge shift towards digital transformation and e-invoicing.

A system with an (OCR/AI-powered) receipt scanner mobile and desktop app makes submitting expenses faster, eliminates lost receipts, and keeps everything digital.

Does it enforce company policies?

Whether it’s corporate card management or setting up approval workflows, the right system keeps things running smoothly.

In discovery stages, you should ensure you can set or define business rules within an approval flow. What this means is that when an expense submission is 'over the limit' or contains a rejected rule, the employee must revise their claim. 

Solid spend management software should apply your expense policies automatically, flagging anything out of policy and ensuring transactions are classified under the right expense categories.

Automatic workflows and pre-defined rules within an expense solution saves time for managers and finance controllers. It means less manual work checking every receipt and quicker reimbursement cycles.

Discover more about how to master expense management with 0% FX business credit cards here.

What about travel management and enterprise solutions?

Business travel is a significant expense for many organisations, and managing it effectively requires the right tools.

A good travel management software or corporate travel platform can streamline bookings, expenses, and compliance for business trips by updating data in real time. This way, you can instantly see insights about employee spending patterns and make data-driven decisions. 

We know tech migration is a pain. An enterprise software tool should integrate with your existing tech-stack. This will gives you a centralised view of travel and expense data while reducing costs and improving efficiency.

What else should you consider when choosing a solution?

Beyond core features, here are some key things to think about:

Can it handle multiple languages and currencies?

If your business operates globally, your system should support different languages and currencies. This ensures employees can submit expense claims easily, and reimbursements happen in the correct currency.

Is it built for complex business needs?

For companies with multiple cost centres, project codes, or layered approval processes, the right corporate travel software should be flexible.

Knauf, a global leader in the building materials industry, recognised the need for a travel expense tool that could streamline its finance operations across multiple regions. Discover how Knauf improved efficiency, cost savings, and enhanced global operational alignment in this case study. 

Does it integrate with your existing finance tools?

Your corporate expense tracking system should work seamlessly with credit card reconciliation software, and invoice management tools, reducing manual data entry and making accounting easier.

Discover more about expense software integrations here.

How does the right expense management software help cut costs?

A well-chosen enterprise expense management helps businesses:

• Reduce manual data entry, freeing up time for what really matters
• Avoid lost receipt headaches with receipt scanning
• Improve corporate card reconciliation and prevent errors
• Streamline invoice management and credit card reconciliation software integration
• Support travel cost reduction strategies through better tracking and reporting
• Prevent fraud and improve compliance with local and global regulations

Conclusion

Choosing the right expense management solution means smoother processes, cost savings, and compliance peace of mind.

While Mobilexpense might not always be the perfect fit for every business, we’re here to help you find the right solution for yours. We created an e-book that helps you determine what could be the right solution for your business.