How we make this list: we compare pricing pages, product documentation and public user reviews. Rankite is independent; if a vendor ever pays for a featured spot, that listing is clearly labeled Partner.
Key takeaways
- Expensify and Zoho Expense are the classic receipt-plus-expense combos for small teams.
- Ramp's free spend management platform includes expense tracking with corporate cards.
- FreshBooks suits freelancers who want mileage, expenses, and invoicing in one accounting app.
- Dext and Shoeboxed specialize in receipt capture with mileage tracking attached.
- Navan combines travel booking with automated expense capture, free for the first 5 users.
Quick comparison
| Tool | Best for | Starting price | Free plan |
|---|
 Expensify | classic expense management | $5/user/mo (reported) | Yes |
 Zoho Expense | affordable team expenses | $5/user/mo (reported) | Yes |
 Ramp | free spend management | $15/user/mo (reported) | Yes |
 FreshBooks | freelancer accounting | $21/mo (reported) | Free trial |
 Dext | receipt capture accuracy | $24/mo (reported) | Free trial |
 Shoeboxed | receipts plus mileage | $9/mo | Free trial |
 Navan | travel and expense together | $15/user/mo (reported) | Yes |
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We review this list regularly. Vendors can request a listing, send updated pricing or ask about featured placement.
The best mileage and expense tracker apps
Starting price$5/user/mo (reported)
Free planYes
Expensify is the best-known expense management app, and its free Track plan gives individuals receipt scanning, payments, and basic expense tracking at no cost. The Collect plan at $5 per member per month adds team expense management, travel booking, invoicing, and bill pay. Control from $9 per member per month adds approval workflows and policy enforcement.
The SmartScan feature is the star: photograph a receipt and the app extracts the amount, date, and merchant automatically. Mileage tracking with GPS logs business drives alongside receipts, so your expense report covers the whole trip. Integrations with QuickBooks, Xero, NetSuite, and Sage sync everything to accounting.
The honest catch is per-user pricing. At $5 to $9 per member monthly, a 20-person team pays real money, and the admin dashboard has a learning curve. Expensify Card users get up to 50% off subscriptions, which changes the math if you adopt their card. For teams that want the industry standard, Expensify remains the default.
What we like- SmartScan receipt capture is fast and accurate
- Free Track plan for individuals
- Deep accounting integrations
Watch out for- Per-user pricing adds up for teams
- Admin setup can be confusing
- Mileage GPS tracking is basic
Starting price$5/user/mo (reported)
Free planYes
Zoho Expense is the budget-friendly expense platform with a genuinely useful free plan: up to 3 users, 5GB receipt storage, multi-currency expenses, mileage expense tracking, and accounting integration. The Standard plan at $5 per active user per month billed annually adds unlimited users, corporate card reconciliation, cash advances, and multi-level approvals.
The feature set punches above the price. Receipt autoscan reads receipts in 14 languages. Mileage claims flow through the same approval workflows as other expenses. Per diem automation, travel requests, and purchase requests arrive on the Premium plan. For Zoho Books users, the integration is smooth.
The limits are the usual freemium constraints. The free plan caps receipt autoscans at 20 per month and support at email only. Paid plans require minimum user counts. But for small teams that want real expense management without Expensify's per-user cost, Zoho Expense is the value leader.
What we like- Free plan covers up to 3 users
- Mileage expenses included on all plans
- Receipt autoscan in 14 languages
Watch out for- Minimum user counts on paid plans
- Free plan limits autoscan to 20 a month
- Support is email-only on free
Starting price$15/user/mo (reported)
Free planYes
Ramp flipped expense management pricing by making the core platform free. Unlimited corporate cards, expense management, travel booking, and bill pay cost $0 per user per month. The Plus plan at $15 per user per month adds advanced workflows, deeper ERP integrations, and procurement features. Cashback on purchases sweetens the deal.
The automation is excellent. Receipts forwarded to Ramp's inbox get matched to transactions automatically. Policy enforcement happens at the point of purchase, so fewer reports get rejected. Real-time spend controls with per-card limits and merchant restrictions give finance teams control without paperwork.
The honest catch is the ecosystem lock-in. The free model works because you use Ramp's corporate cards, and availability is primarily US-focused. Mileage tracking exists but is not the product's strength: Ramp is a spend platform first. For startups and small businesses that want expenses, cards, and bill pay free, it is unmatched.
What we like- Core platform genuinely free with unlimited cards
- AI receipt matching and policy enforcement
- Travel booking included
Watch out for- Free plan is US-focused
- Advanced workflows require Plus
- You adopt their corporate card ecosystem
Starting price$21/mo (reported)
Free planFree trial
FreshBooks is accounting software for freelancers and small businesses that happens to track mileage and expenses well. The Lite plan at $21 a month covers invoicing for 5 clients, unlimited expense tracking, and time tracking. Plus at $38 a month adds mobile mileage tracking, receipt scanning, bank reconciliation, and double-entry reports.
The all-in-one appeal is strong for solo operators. Invoice clients, track expenses with receipt capture, log business miles from the mobile app, and hand your accountant access at tax time. Everything flows into tax-time reports. The interface is famously easy for non-accountants.
The limits are pricing structure and scope. There is no free plan, only a trial. Plans price by billable client count, so growing freelancers upgrade quickly. And mobile mileage tracking requires the Plus plan or higher. For freelancers who want one app for money in, money out, and miles driven, FreshBooks is the most complete package.
What we like- Invoicing, expenses, and time tracking in one app
- Mobile mileage tracking on Plus and Premium
- Accountant access built in
Watch out for- No free plan
- Pricing scales by billable clients
- Mileage tracking requires Plus or higher
Starting price$24/mo (reported)
Free planFree trial
Dext, formerly Receipt Bank, is the gold standard for receipt and invoice data capture. The AI extracts supplier, date, amounts, and tax details from receipts photographed, emailed, or auto-fetched from 1,400+ suppliers. Annual plans start around $24 a month, with business and practice tiers above. A 14-day free trial lets you test accuracy on your own receipts.
The mileage tracking is a real bonus: GPS-based drive logging sits alongside receipt capture, so one app covers the two biggest deduction categories. Integrations with QuickBooks, Xero, and Sage sync extracted data directly into accounting. Supplier rules automate recurring expenses.
The honest catch is the audience. Dext prices for businesses and accountants, not individuals tracking personal expenses. There is no free tier. But if your receipt volume is high and accuracy matters, Dext's extraction quality justifies the cost. Over 700,000 businesses trust it with their financial data.
What we like- Industry-leading OCR accuracy
- Automatic receipt fetch from suppliers
- GPS mileage tracking included
Watch out for- Priced for businesses, not individuals
- No permanent free plan
- Interface has grown complex
Starting price$9/mo
Free planFree trial
Shoeboxed has helped small businesses organize receipts since 2007, and every plan includes unlimited mileage tracking. The Starter plan at $9 a month offers digital receipt scans, one Magic Envelope mail-in per year, and IRS-ready reports. Pro at $29 and Plus at $79 add more scans, Gmail sync, and QuickBooks and Xero integrations. All plans carry a 30-day money-back guarantee.
The Magic Envelope is the signature feature: stuff paper receipts in a prepaid envelope, mail it, and real people in Durham, North Carolina scan them into your account. For business owners drowning in paper, it is a genuine relief. The mobile app adds receipt scanning, one-tap mileage tracking, and instant expense reports.
The limits are the scan caps and the price of paper features. If you are fully digital, the Magic Envelope is dead weight, and the digital scan limits on Starter run out fast. But for self-employed owners who want receipts and mileage handled by one service with human support that answers the phone, Shoeboxed is a proven choice.
What we like- Unlimited mileage tracking on every plan
- Magic Envelope mail-in scanning
- IRS-ready expense reports in one tap
Watch out for- No free plan
- Scan limits on lower tiers
- Paper-focused features you may not need
Starting price$15/user/mo (reported)
Free planYes
Navan, formerly TripActions, combines travel booking with expense management so trips and their costs live in one system. Expense management is free for the first 5 monthly expensing users, then $15 per user per month. Travel booking is free, funded by commissions. The platform automates expense capture at booking and purchase.
The integration is the selling point. Book a flight in Navan and the expense appears automatically, categorized and receipt-matched. Policy controls apply at booking time, preventing out-of-policy spend before it happens. Mileage claims fit into the same reimbursement workflow as flights and hotels.
The honest catch is the travel focus. If your team rarely travels, you are paying for integration you do not need, and standalone expense tools may be cheaper. Mileage tracking is functional but not the product's heart. For companies with traveling employees who drive to airports and client sites, Navan unifies the whole trip.
What we like- Travel booking and expenses in one platform
- First 5 expensing users free
- Automated expense capture
Watch out for- Mileage tracking is secondary
- Best value requires using Navan travel
- Enterprise features cost more
How we chose
We selected seven apps that combine mileage tracking with expense management: dedicated expense platforms, accounting software with mileage, and receipt capture tools. We required real mileage functionality, not just expense categories, plus current availability. Pricing is vendor-published or third-party reported. We did not test any app hands-on.
Choosing a mileage and expense app
Start with your biggest pain. If receipts are the problem, Dext and Shoeboxed lead on capture. If expense reports and approvals are the problem, Expensify and Zoho Expense lead on workflow. If company spending is the problem, Ramp leads on control. If you are a freelancer, FreshBooks covers everything including invoicing.
Count the users honestly. Per-user pricing at $5 to $15 a month is cheap for five people and expensive for fifty. Zoho Expense's free plan covers three users. Navan's free tier covers five expensing users. Ramp's core is free at any size. Model your actual headcount, not your aspirational one.
Test the mileage feature specifically. Expense apps add mileage as a secondary feature, and quality varies. Log a week of real drives, check the GPS accuracy, and export a report. If the mileage log is unreliable, you will end up running a separate mileage app anyway, which defeats the purpose.
One app or two?
The honest question is whether a combined app serves you better than a dedicated mileage tracker plus a dedicated expense tool. Combined apps win on simplicity: one login, one report, one subscription. Dedicated apps win on depth: MileIQ's mileage tracking beats every expense app's mileage feature.
For most small businesses, one app is the right answer. The convenience of a single expense report outweighs the marginal quality difference. For heavy drivers logging thousands of miles a month, consider the hybrid: a dedicated mileage tracker for drives plus an expense app for receipts. The IRS does not care how many apps you used.
The tax deduction angle
Mileage and expenses are the two biggest deductions for most self-employed people and small businesses. The IRS standard mileage rate covers vehicle costs, while receipts document everything else: meals, supplies, software, travel. An app that tracks both gives you one export at tax time instead of a shoebox and a spreadsheet.
Consistency beats features. The best deduction is the one you actually recorded. Set up automatic tracking, photograph receipts the day you get them, and reconcile monthly. No app rescues a December scramble. The tools here make consistency easy, but they cannot make it automatic.
Keep records for at least three years. The IRS can audit returns up to three years back, six in some cases. Export your annual reports to PDF and store them with your tax files. Cloud storage in these apps is convenient, but your own backup is the one you control.
Frequently asked questions
What is the best app for tracking mileage and expenses together?
Expensify and Zoho Expense are the most balanced choices for teams. Ramp is the best free option. FreshBooks suits freelancers who also invoice. Shoeboxed and Dext lead on receipt capture. Choose based on whether receipts, approvals, or spending control is your main problem.
Is there a free mileage and expense tracker?
Yes. Zoho Expense is free for up to 3 users with mileage tracking included. Ramp's core platform is free with expense management. Expensify's Track plan is free for individuals. Navan is free for the first 5 expensing users. All have limits, so check the caps against your usage.
How does Ramp make money if it is free?
Ramp earns interchange revenue from its corporate cards, like a credit card company. The free plan includes unlimited cards, expense management, travel, and bill pay. Paid Plus plans at $15 per user per month add advanced workflows and ERP integrations for larger teams.
Can FreshBooks track mileage?
Yes, on the Plus plan ($38 a month) and Premium plan ($65 a month). The Lite plan does not include mobile mileage tracking. Logged miles flow into expense reports alongside receipts, which suits freelancers who want one app for invoicing, expenses, and mileage.
What is the difference between Dext and Shoeboxed?
Both capture receipts and track mileage. Dext leads on AI extraction accuracy and accounting integrations, priced for businesses from around $24 a month. Shoeboxed leads on simplicity and the Magic Envelope mail-in service, from $9 a month, with human support. Dext suits accountants; Shoeboxed suits solo owners.
Do these apps integrate with QuickBooks?
Yes. Expensify, Zoho Expense, Ramp, Dext, and Shoeboxed all integrate with QuickBooks Online. FreshBooks is itself accounting software and can export to accountants. Navan integrates with major ERPs and accounting systems. Check the specific integration depth for your QuickBooks version before committing.
Sources we checked (18)
- https://envoice.eu/en/blog/expensify-vs-quickbooks/
- https://costbench.com/software/expense-management/expensify/
- https://www.fahimai.com/expensify
- https://www.expenseondemand.com/blog-posts/ramp-vs-expensify
- https://comparisons.financesonline.com/airbase-vs-zoho-books-vs-zoho-expense
- https://www.g2.com/products/zoho-expense/pricing
- https://www.techrepublic.com/article/zoho-expense-review/
- https://github.com/ishandutta2007/awesome-expense-management-platform/blob/HEAD/README.md
- https://ramp.com/blog/expensify-vs-navan-vs-ramp
- https://www.selecthub.com/expense-management-software/ramp-com-vs-concur-expense/
- https://www.capterra.com/p/142390/FreshBooks/pricing/
- https://www.business.com/reviews/freshbooks-accounting-software-and-invoice-generators/
- https://www.top10.com/accounting-software/reviews/freshbooks
- https://www.fahimai.com/de/dext
- https://smartsmssolutions.com/resources/blog/uk/receipt-capture-app-comparison-uk?highlight=WzIwMjVd
- https://www.shoeboxed.com/pricing
- https://softwarefinder.com/accounting-software/shoeboxed
- https://github.com/dmpzpo/shoeboxed
Is your product missing or out of date?
We review this list regularly. Vendors can request a listing, send updated pricing or ask about featured placement.
Shihab Mia · Founder, Rankite
Shihab has spent more than a decade helping SaaS and e-commerce brands grow through search. He writes Rankite's software buying guides from pricing pages, documentation and public user reviews. More about Shihab.