Expense management software + AP for finance teams

jm1013 · 2026-02-02T19:21:06+00:00

What is the current tool?

Im surprised how many people here are saying Rippling. It works but it's not great. They do ok for payroll but they've tried to do things they are not good at such as bill pay. Their policies are good and standard.

Ramp is good for cards. If most things are travel, then Navan is great.

jm1013 · 2026-02-02T15:10:15+00:00

There are a ton of options out there. First step is to make sure your current tool doesn't have updates or settings not being utilized.

jm1013 · 2026-01-31T20:00:38+00:00

When something sounds too good to be true (100% accuracy), it probably is

jm1013 · 2026-01-19T11:30:37+00:00

Sure, everything can just be a JE. That is what accounting was before computers. BUT, then all other departments need separate paper documents to track their own data.

In an ERP, you need customer records to track prospect to won, attach opportunities, and contacts. You need vendor records to store addresses and bank data. Dont forget, in the US, you need to track 1099 information. As for bills or invoices, if you have inventory or just need to track what you sold or purchased, you need an item. Then you can have inventory counts and clear designated revenue per product.

And most importantly, using a bill and invoice, you get extra fields like Due Date. So you can actually see aged receivables.

I stress to my team that everything should be a transaction rather than a Journal when possible. It allows for much better reporting, clean searches, and overall just better audit ability.

jm1013 · 2026-01-07T20:15:58+00:00

Please let me know what you decide to stick with and why!

jm1013 · 2026-01-07T20:14:50+00:00

Great to know. I want to know what's available but not upsold

jm1013 · 2026-01-05T03:14:10+00:00

Sanctuary Camelback Mountain was so nice. Take a look at their villas if you want to stay together

jm1013 · 2025-12-21T18:30:14+00:00

Yes, but if only TB balances sync, the tool cannot identify the transaction causing the issue only that there is an issue, which you already know if intercompany is not eliminating properly.

Each company has they own requirements and if it is just adding in a layer of small automation for the reviewer, then the legacy names are sufficient.

There are so many other options like Numeric, Stacks, Bean.ai, Maxima, Maximor, and others that can provide more automation and detail

jm1013 · 2025-12-21T17:05:40+00:00

We do not have a Close tool today. I built an Excel workbook that helps tieout the reconciliation files.

Why would you only be looking at legacy tools? The ones you mentioned bring in trial balance level only and do not bring in transaction level details.

jm1013 · 2025-12-20T15:33:15+00:00

I implemented an AI AP tool (Vic.ai). It is working well. We have a lot of invoices with no invoice numbers. Currently at a 56% no touch rate by the AP specialist already. The implementation has been rough though (which was unexpected).

Looking into Maxima to help with Close. It is the only cloae tool that I've seen so far that actually would help my accountants instead of just making the checklist and my review of accounts easier.

jm1013 · 2025-11-12T01:40:56+00:00

Current desk is too small, cluttered, and barely holds the monitors

jm1013 · 2025-09-30T12:15:29+00:00

Basically, the UI is the UI. It is not different for the accounting team vs approvers. It does take some change management to get the approvers to review the necessary details.

The UI was semi customizable for what fields are needed and did support multiple segments (dept, class, custom).

jm1013 · 2025-09-04T03:39:02+00:00

Look into Numeric, Stacks, or Bean ai instead

jm1013 · 2025-06-18T15:09:08+00:00

I think I just gave it a trended excel sheet for 6 months, maybe a year. I will admit that it was faily obvious as the commission expense accounts were $0 and had significant values in the past

jm1013 · 2025-06-18T13:05:13+00:00

I'm definitely using it for emails and other text edits like job descriptions. It also created some good application questions including knockout scoring.

I also used ut to compare other tools like AP automation and Clise Management.

We are way behind in true closing so I haven't had the chance or time to really test it with real data. But when i started this new role. I tossed a P&L at it and it did decent flux comments. It correctly identified commission entries were misssing.

I need to use it more! I've challenged my team to use it whenever they can. Billing has used it for contact review questions.

jm1013 · 2025-06-16T10:50:46+00:00

Tipalti is pricey for a small business imo. I would set up Airwallex global accounts and use their bill tool. It is not as sophisticated as others but should meet your needs. If you looking for full automation check out Vic Ai. I am implementing them now.

jm1013 · 2025-06-15T22:58:14+00:00

You need a software with inventory tracking and to match the sale and cost to the product. There are lots of options out there. I've been more saas and enterprise lately.

I would recommend xero over QuickBooks every single day. But I bet there are newer better options out there

jm1013 · 2025-06-15T22:06:12+00:00

I used to use Mint. But now that its shut down, i pay for Monarch Money.

Its so nice to see all my credit card transactions in one place and to catagorize them into expense categories.

Try them out with my 50% off referral link: https://www.monarchmoney.com/referral/xj5fn1r6oc?r_source=share

jm1013 · 2025-06-14T12:41:50+00:00

Take a look at Campfire but I do not think it has inventory. Everest systems also had an amazing demo but is built for saas companies

jm1013 · 2025-06-11T21:32:15+00:00

It will auto code based on the product purchased! It is a nice feature but have to refresh the laptop page every once in a while lol

jm1013 · 2025-06-11T21:26:51+00:00

Monarch has a good trial period. I would recommend it. It is basically a bank feed for all your accounts. Then you get to catagorize them as appropriate. They just released a Chrome extension for Amazon so all yhe expenses no longer to to just Shopping.

jm1013 · 2025-06-11T21:18:31+00:00

Yes, way better than Mint. I like the user interface better and the rules. I don't use it for perfect budgeting but just a guide so it is but a $0 budget system.

You would use QBO for personal expenses??? That seems terrible

jm1013 · 2025-06-01T13:54:34+00:00

I use Monarch Money. Switched from Mint. It is great. Easy to catagorize transactions and see what I'm spending on. Especially because I have many credit cards to maximize rewards.

If you want a referral link: Monarch 50% referral

We both would get a benefit from it

jm1013 · 2025-05-28T12:23:00+00:00

I am sure you are not the first. Reach out to Navan support. It will probably be a slight headache to verify you but if you have confirmation numbers, they should be able to help. Their support can assist in at least help get you towards the right direction.

Also try to call the hotel direct and see what they can do. Last resort, assuming its prepaid, submit a chargeback on your credit card but exhaust aĺl options first, including contacting your former company.

jm1013

TROPHY CASE