Why We Use Spend and Expense from Bill How it Makes Life Easier for our Clients

Spend and Expense is a solution from BILL, our preferred financial operations platform for our clients. With Spend and Expense, we’re able to streamline expense management for our clients while making it easy for them and their team members to spend (wisely!). 

There are three main components to Spend and Expense:

1. Expense management software (for us)

2. The company card (for you and your team)

3. The app (also for you and your team)

Image via bill.com.

Expense Management Software

With Spend and Expense’s expense management software, we’re able to track out-of-pocket expenses and manage reimbursements all in one place – across your whole team. We can process one-off expenses and mileage reimbursements against specific budgets too, gaining a real-time view into who’s spending on what. 

The software also comes with a handful of features that bookkeeping and accounting fanatics like ourselves absolutely love… 

• Two-Step Approval. Budget owners get a push notification to give initial approval or rejection of a reimbursement request. Admins are then notified to give final approval. This is a great feature that helps prevent internal fraud.

• Flexible Payout Options. Payouts can flow through payroll systems, like our preferred payroll platform, Gusto, or via ACH.

• Automatic Rate Updates. Spend and Expense automatically adjusts the standard, IRS-provided mileage rate for each year. No more Googling “IRS mileage rate 2025.”

The Company Card

With Spend and Expense, you and your team get access to a company card, or line of credit. There are two options: 

1. The BILL Divvy Card. This card is best for businesses focused on optimizing cash flow.

2. The BILL Divvy Reserve Card. This card is ideal for larger businesses that want to maximize cash back.

Both options require no annual fees or interest. (Since they’re interest free, balances must be paid off monthly. Organizations can establish different credit lines for each employee and select categories in which each employee can and cannot spend. 

Virtual cards are also an option. Virtual cards are great for managing subscriptions and making purchases online. With a unique card for every vendor, businesses are better protected from over-charges and fraud.

The App

The Spend and Expense app makes it easy for you and your employees to capture receipts. All you have to do is open the app, snap a picture of your receipts and let the software do the rest. Transactions are automatically categorized and synced to Xero, our preferred accounting platform. Beats having to sift through a wallet or a purse after a business trip, no?

The app also shows team members how much they have available to spend in a given time period while allowing for instant fund requests and approvals. 

Spend and Expenses Makes Everyone’s Life Easier

Whenever we look at a piece of software to address a part of the bookkeeping, accounting and/or payroll universe, we do so with a range of criteria in mind. Does it do what we need it to do? Is it secure? Is it reasonable from a cost perspective? Is it from an established company? But for software solutions in our tech stack that are also client-facing, perhaps the most important question is this: 

Is it easy to use? 

For Spend and Expense, the answer is a resounding yes. 

Want a Second Opinion on Your Current Finance Tech Stack? 

We’re happy to take a look.