Company cards
Spend on a card
Spend management software companies such as Ramp and Brex give employees cards with preset limits for recurring purchases. Excello reconciles those card feeds in your ledger every day.
Automation · Money in and out
Expense reimbursement software for small business, with each claim booked and reconciled.
Excello pairs expense reimbursement software for small business with accountants: claims are submitted and approved in your own tool, and accountants check each receipt, code it and record it in QuickBooks, Xero or Odoo.
Company card spend from Ramp and Brex is reconciled in the same ledger, so every expense is coded the same way.
Staff keep the app they know. Managers keep approving where they do today.
- Expenses
- Card feeds matched daily
- Claims checked and coded weekly or daily
- Reimbursements matched when paid
- Books closed within five business days
Receipts in wallets, spend in spreadsheets, chaos at month-end
The cost of loose expenses
How expense claims move from your tool into your books
Four steps
-
Step 01
Submitted
Staff submit claims and receipts in the expense tool you already use, such as Ramp or Brex.
-
Step 02
Approved
Your managers approve claims in that tool, using the limits and rules you have set.
-
Step 03
Checked and coded
Accountants check each claim has a valid receipt and code it to the right account, every week or every business day.
-
Step 04
Booked
Claims are recorded, reimbursements matched once paid, and everything reconciles at the close.
Expense reimbursement software comparison: what to look for
Choosing a tool
| Look for | Why it matters for your books |
|---|---|
| Receipt capture on a phone | Receipts photographed at the till are far less likely to go missing before month-end. |
| Approval flow your managers will use | Claims approved in the tool arrive in the books already signed off. |
| A direct link to QuickBooks, Xero or Odoo | Claims flow into the ledger with their receipts attached, with nothing re-typed. |
| Company card support | Card spend and out-of-pocket claims land in one place and get coded the same way. |
| Reimbursement through payroll | Paying claims with the next pay run keeps repayments on one schedule. |
| Clear pricing per user | Most tools charge per active user, so costs grow with headcount. |
Business spend management software and out-of-pocket claims
Cards and claims
Out-of-pocket
Spend on a personal card
Parking, meals and travel emergencies still get paid personally when a card isn't to hand. Those claims are checked, coded and recorded alongside the card spend.
The result is one ledger with every piece of company spend in it, coded consistently, whichever way it was paid.
Expense management software for tax purposes
Records that hold up
Business expense management software pricing
What it costs
Expense reimbursement software best practices
A policy checklist
A clear policy makes claims faster to approve and easier to book.
Set a submission deadline
Ask employees to submit receipts within 30 days, so expenses land in the right month.
Require itemized receipts
A card slip shows a total. An itemized receipt shows what was bought and any tax charged.
Write down spending limits
Clear limits for meals, travel and rideshares settle most arguments before they start.
Keep approvals with managers
Team leads know whether a purchase was needed, so they approve before finance records it.
Put cards and claims in one ledger
Code company card spend and out-of-pocket claims the same way, so reports show all spend together.
Expenses recorded inside your current accounting software
Nothing to migrate
Frequently asked questions
What is expense reimbursement software?
Expense reimbursement software lets employees submit receipts for business purchases they paid for themselves, routes each claim for approval and exports it for repayment. Excello works with the tool you already use and keeps those claims correctly coded in your books.
Do we need to change our expense tool?
No. Staff keep submitting claims in the tool you already use, such as Ramp or Brex, and managers keep approving them there. Excello picks up the approved claims, checks the receipts and records them in your ledger.
What does Excello check on each claim?
That there is a valid, readable receipt and that the claim is coded to the right account, with tax details recorded where they apply. Spending limits and approvals stay with your managers, inside your expense tool.
How are employees paid back?
Through your usual route, whether that is payroll in Gusto, Rippling or Deel or a separate transfer. Excello matches each reimbursement to its claim in the books once it has been paid.
Do you handle company cards as well?
Yes. Ramp and Brex card feeds are reconciled in the same ledger as out-of-pocket claims, so every piece of company spend is coded the same way and shows up in the same reports.
What happens to a claim with no receipt?
It is flagged to your team before it is recorded. Excello asks for the receipt or your approved missing-receipt form, so undocumented spending never slips into the books unexplained.
What does expense management cost?
Recording and reconciling expenses is included in Excello's monthly bookkeeping fee. The fee is fixed and quoted up front, based on your transaction volume, how many claims your team submits and the number of connected accounts.