11 Helpful Money Management Apps for Businesses

October 19th, 2025

Money management is a critical part of owning a small business. However, unless you left a career as a CFO or accountant to create your company, chances are you don’t necessarily have the financial background to fully deal with this side of the business yourself.

That’s just fine. Because thanks to a growing universe of money management apps, business owners can access much of the help they’ll need at the push of a button – or the tap of a touchscreen.

Software developers have long recognized the plight of many small business owners. Money is usually tight early on, making it difficult to fully staff for every need. Salespeople, marketers and front-line workers clearly contribute to the bottom line, so hiring those positions is a high priority. That often leaves CEOs DIY-ing their accounting duties.

The answer? Money management apps that help simplify complex business financial duties.

But which apps are worth a download, and what can they do for your company? Read on as we delve into 11 such programs.

Editor’s note: Money management apps frequently change pricing tiers and promotions. All prices listed do not include promotions and are accurate as of the publishing date. Some prices reflect monthly cost when billed annually. Check the provider websites to learn about pricing depending on payment frequency as well as any current promotions. Money management apps are listed alphabetically.

11 Money Management Apps

1. Expensify

• Type: Expense management
• Pricing: Individuals: Free. Companies: Starting at $5.

We’ll start with Expensify, which is an expense-management app that allows your team to report their expenses, then turns that data into an expense report. Features include one-click receipt scanning, credit card transaction importing, corporate credit card reconciliation, multi-level approving workflows (when your business scales, you can implement multiple levels of authorization), and audit and compliance.

This is a flexible program that allow you to either bring your own corporate cards or provides cash-back Expensify cards, and that offers more than 45 integrations with programs such as QuickBooks, NetSuite and more.

The app is free for individuals and self-employed business owners. Business use starts at $5 per month.

2. FreshBooks

• Type: Accounting
• Pricing: Lite: $21/month. Plus: $38/month. Premium: $65/month. Select: Custom.

FreshBooks is an invoice and accounting app with a wide number of uses. You can track your employees’ timesheets, generate financial reports, create ready-to-pay invoices, manage your bills with accounts payable, and much more. Better still, you can perform most of these functions on your desktop or via FreshBooks’ mobile app.

Features vary widely by plan type, however. For instance, more expensive plans allow for greater numbers of invoices to clients, customized email templates, client retainers, double-entry accounting reports, accountant access and project profitability, among other features.

3. Gusto

• Type: Payroll
• Pricing: Solo and Simple: $49/month (+$6/month per person). Plus: $80/month (+$12/month per person). Premium: $180/month (+$22/month per person).

Gusto is a payroll solutions program that can be helpful from the very start of expanding your workforce, offering help with hiring and onboarding.

But it’s every bit as useful for well-established companies thanks to features such as performance reviews and development, insights and reporting, time tracking and benefits management, and workers’ compensation. Gusto Money, which comes with your subscription, is a platform for bills, invoices, credit, and more, and even offers a payroll line of credit when you need it.

4. Patriot Software

• Type: Accounting and Payroll
• Pricing: Accounting Basic: $20/month. Accounting Premium: $30/month. Basic Payroll: $17/month plus $4/worker. Full Service Payroll: $37/month plus $5/worker.

Patriot Software is really two offerings: accounting software, and payroll software, both with their own individual plans.

On the accounting side, the Basic plan provides unlimited customers, vendors, contractors, invoices, and payments; automatic bank imports; income and expense tracking; accepting credit card payments; and account reconciliation. Premium adds on creating and sending estimates, recurring invoices, payment reminders, receipt management, and more. Bookkeeping is also available as an add-on at $100/month with a one-time onboarding fee.

For payroll, Basic comes with free direct deposit and employee portals, unlimited payrolls, contractor payment, 401(k) integration, workers’ comp integration and payroll reports. Full Service adds federal, state and local tax filings and deposits; year-end payroll tax filings; and guaranteed tax filing reliability. Paid add-ons include time and attendance and HR software.

5. Payroll4Free

• Type: Payroll
• Pricing: Most features: Free. Payroll Tax Service, Direct Deposit Service: Maximum $40/month for both services

Like many online programs that purport to be free, Payroll4Free isn’t exactly free, depending on which services you need. But it’s close!

The software provides a variety of free services, including paying employees and contractors, vacation time tracking payroll reporting and customer service. The product even offers integration with many outside accounting software programs, banks, and benefit platforms. Payroll4Free also provides an employee portal.

However, Payroll4Free does charge a fee for depositing and filing all of your payroll taxes (rather than doing it yourself), and for using Payroll4Free’s bank to transfer direct deposit funds to employees (rather than your own bank). But the company says “the most you will ever pay us for both services is $40 per month.”

6. QuickBooks Online

• Type: Accounting
• Pricing: Free 30-day trial. Simple Start: $38/month. Essentials: $75/month. Plus: $115/month. Advanced: $275/ month.

QuickBooks has a number of capabilities, including entering transactions, recording expenses, invoicing customers, processing credit cards, scanning receipts, run P&L reports and more. For instance, you can use the app to create professional estimates with photos, plans, or contracts, then either send the estimates via email or let customers agree to them and sign right on your phone. Or you can use the QuickBooks mobile card reader to let a customer swipe, insert or tap a credit card, and QuickBooks will record the transaction and send the money to your bank account.

QuickBooks Online isn’t a separate service, but instead an app that comes with any QuickBooks subscription. However, potential users should take note of something QuickBooks itself says: “QuickBooks Online Simple Start works best with the mobile app because all its features are available,” whereas many features available in the other plans are only available on the web.

You should still get whatever plan best fits your business’s needs. Just understand that you won’t necessarily be able to do everything you need to away from your desk.

7. RUN Powered by ADP

• Type: Payroll
• Pricing: Essential: $79/month (plus $4/month per employee). Enhanced, Complete and HR Pro: Custom.

If you’ve worked at a large firm, you’re probably familiar with Automatic Data Processing, better known as ADP. This mega-brand in employer tools offers a special solution for small businesses (with up to 49 employees) called RUN. This app provides everything from basic payroll to background checks to human resources support.

The Essential package, which offers payroll processing, tax filing and compliance, among other things, is best for startups and small businesses. Additional features in upgraded packages include HR tools, state unemployment insurance management, background checks, jobs posting and more.

8. Rydoo

• Type: Expense management
• Pricing: Essentials: $9/user/month. Pro: $11/user/month. Business: Custom. Enterprise: Custom.

Rydoo is a smart expense management platform. Rydoo’s tiers are divided by “online self-service” and “personalized guidance.” Essentials and Pro, each of which start at five users, include features such as a mobile app with a receipt scanner, unlimited expenses, mileage expenses, local legal and tax compliance, per diems (Pro only), automated transaction reconciliation (Pro only) and more.

Business and Enterprise, which start at 30 active users, enjoy Rydoo corporate expense cards, API access, custom bank transactions feed, priority ticket support service, advanced approval workflows (Enterprise only), an Insights Management dashboard (Enterprise only) and more.

Its artificial intelligence platform will then extract all the pertinent details and turn it into an expense report. Rydoo isn’t a full-service accounting app, but it can integrate with other accounting software and enterprise resource planning systems. The company claims its app reduces time spent on expenses by 50%, and it boasts a 95% employee satisfaction rate. Plans start at $12/month.

9. SAP Concur

• Type: Expense management
• Pricing: Not openly listed. You must request a quote.

SAP Concur is another expense management app with plenty under the hood. The app allows businesses to submit, review and approve expense reports on the go; integrate with your enterprise resource planning software to provide an accurate financial picture of your business; and even help you improve your own budgeting and forecasting. However, Concur is one of the few money management apps that does not openly provide pricing tiers; prospective customers must contact Concur for a quote.

10. Wave

• Type: Accounting
• Pricing: Starter: No monthly fee. Pro: $190/year.

Wave is an exceptionally easy-to-use small-business accounting app that’s best for extremely small businesses given its (relatively) limited feature list.

The Starter plan allows you to send invoices, estimates and other documents, invoice and estimate in the mobile app, create unlimited bookkeeping records, get insights via your dashboards, and more. However, the Starter plan requires you to pay for different add-ons to unlock several features. The Pro plan includes many more features, including auto-import of bank transactions, auto-merging and categorizing transactions, adding users to your account and third-party integrations, among others.

If you want to accept online payments, you’ll pay 2.9% (or 3.4% for Amex) plus 60 cents per credit card transaction in the Starter plan, or 2.9% (or 3.4% for Amex) in the Pro plan. Payroll is an add-on at $40 per month. Unlimited digital receipt capture comes with Pro but is $8/month or $72/year with Starter.

11. Xero

• Type: Accounting
• Pricing: Free 30-day trial. Early: $20/month. Growing: $47/month. Established: $80/month.

Xero is another well-rounded accounting app with a focus on small businesses. It lets companies pay bills, claim expenses, make bank connections, accept payments and more. And regardless of your plan, it allows unlimited users at no additional charge.

Features vary by subscription tier. Xero Early allows users to send quotes and 20 invoices, enter bills, reconcile bank transactions, capture bills and receipts with Hubdoc, and includes other features such as W-9 and 1099 management, sales tax, 30-day cash-flow forecast and more. Higher-tiered plans offer additional features, such as unlimited invoicing, custom graphs and dashboards, project tracking, expense claiming, advanced KPI analysis, use of multiple currencies and more.

Xero also offers an optional inventory software add-on that lets you track stock levels, see what’s selling, add items to invoices, and more.

When You’re Ready to Take a Step Up …

At some point, you’re probably going to need to hand off your accounting and financial duties. We get it – you have products and services to develop, investors to pitch and teams to inspire.

When money management apps won’t cut it anymore, consider reaching out to McManamon & Co., which specializes in supporting small and midsize businesses. We not only offer a wide range of accounting services — we even provide outsourced CFO, accounting and bill pay duties.

Grow your business without growing your accounting headaches. Call us at 440.892.8900 or contact us online today.

Tags:  accounting, budget, financial literacy, McManamon, McManamon & Co., payroll, small business, small business accounting, small business finances, small business taxes, taxes | Posted in accounting, McManamon & Co., small business, Small business finances