Log, categorize and approve team expenses in seconds. Attach receipts, track budgets per project and see exactly where your money goes — no Expensify subscription required.
No Expensify needed
Auto-categorized
Linked to Profit & Loss
Recent expenses
Client visit — flights
Travel
$420
Approved
Ahrefs subscription
Software
$199
Pending
Team lunch — Q2 kickoff
Meals
$86
Approved
Facebook ads — client work
Marketing
$650
Rejected
$4.2K
This month
68%
Budget used
6
Pending review
What you get
Every dollar tracked, nothing lost to spreadsheets
Five features that turn expense tracking from a monthly scramble into a five-minute task.
Receipt Capture & Attachment
Snap a photo or upload a PDF receipt directly against any expense entry. Every claim stays backed by proof — no lost paper receipts at tax time.
Replaces Expensify capture
Smart Auto-Categorization
Expenses are automatically sorted into categories — Travel, Software, Meals, Marketing and more — so monthly reports build themselves without manual tagging.
Approval Workflows
Set spending limits per role. Expenses above threshold route automatically to a manager for approval — nothing gets paid without the right sign-off.
Project & Department Budgets
Set a spending cap per project or department. Get a live visual of how much of the budget is used and an alert before you go over.
Replaces manual budget sheets
Linked to Profit & Loss
Every approved expense flows directly into your P&L reports — by project, employee or company-wide — with zero manual reconciliation.
Linked to Profit & Loss Reports
Spend visibility
See where every dollar goes, live
A real-time breakdown by category, plus a budget ring that shows how close you are to your monthly cap.
Spend by category — May 2026
Software & Tools
$1.4k
Travel
$980
Meals & Entertainment
$560
Marketing & Ads
$1.1k
Office Supplies
$180
68%
of budget used
$4,220 of $6,200 monthly budget spent. $1,980 remaining across all categories.
How it works
From receipt to reconciled — in minutes
Three steps that replace an end-of-month expense scramble.
01
Log an expense & attach the receipt
Any team member logs an expense in seconds — amount, category, project and a photo or PDF of the receipt. No paper trail to lose, no end-of-month pile of crumpled receipts.
Under 30 seconds per entry
Drag receipt here or tap to capture
Amount
$420.00
Category
Travel
Project
SEO Overhaul
02
Manager reviews & approves
Expenses above the set threshold route automatically to the right manager. Approve, reject or request more detail — all from a single queue, no email chains.
Rule-based routing
Approval queue
Client visit flights
$420
✓
Ahrefs subscription
$199
Pending
Facebook ads
$650
✗
03
Reconcile automatically in reports
Approved expenses flow directly into Profit & Loss and budget tracking — no CSV exports, no manual entry into a second tool. Your numbers are always current.
Auto-synced to P&L
Auto-synced to Profit & Loss
Total expenses — May
$4,220
Project: SEO Overhaul
$1,860
Project: PPC Campaign
$1,240
Company overhead
$1,120
Why TopSEOs wins
TopSEOs vs standalone expense apps
Expensify tracks spend in isolation. TopSEOs connects every expense to the project and P&L it affects.
Feature
TopSEOs
Expensify
Ramp
Receipt capture & attachment
✓
✓
✓
Auto-categorization
✓
✓
✓
Approval workflows
✓
✓
✓
Project-level budget tracking
✓
✗
✗
Auto-synced to Profit & Loss
✓
✗
✗
Linked to hiring & HRM
✓
✗
✗
Cost
$100/yr all-in
$5/user/mo+
Custom pricing
FAQ
Common questions
Still have questions?
Our team replies in under 5 minutes during business hours.
See it live
Watch a 2-minute walkthrough of expense management in TopSEOs.
Is expense management free on TopSEOs?
Yes. Expense logging and receipt capture are included on all plans. Paid plans (from $100/year) unlock approval workflows, project-level budgets and automatic P&L syncing.
Can I set different approval limits per role?
Yes. You can define spending thresholds per role or department. Expenses under the limit are auto-approved; anything above routes to the relevant manager for sign-off.
How does budget tracking work per project?
Set a monthly or total budget cap per project or department. TopSEOs tracks approved spend against that cap in real time and alerts you before you go over — no surprise overspend at month end.
Can freelancers submit expenses too?
Yes. Freelancers working on your projects can log reimbursable expenses the same way employees do, with the same approval and receipt-attachment flow.
How is this different from Expensify or Ramp?
Expensify and Ramp track spend in isolation. TopSEOs connects every approved expense directly to the project it belongs to and your Profit & Loss reports — no exporting, no manual reconciliation between tools.
