Best Tools for Receipt Capture, Spend Management, and Seamless Finance Integration

Hi all,

I’d be interested to hear how others are managing receipt capture, automation, and spend approvals within their finance functions.

There’s no shortage of tools out there, but some of the most effective we’ve seen in use include:

📥 Receipt Capture & Automation Tools
AutoEntry
Dext
Hubdoc
Datamolino

💳 Spend & Approval Management
Spendesk
Payhawk
Pleo
ApprovalMax

Each platform offers something slightly different depending on the needs of the business. Some are great for growing teams that need layered approval workflows, while others are more suited to SMEs wanting to cut down on manual entry and paperwork.

One thing that’s become clear over time is that the approach matters just as much as the technology. A platform-agnostic but process-focused mindset tends to deliver the best results. Rather than forcing a tool into the workflow, the goal should be to improve clarity and consistency across finance operations.

The best outcomes usually come from setups where:
No unnecessary system changes are made
Data stays in place, avoiding risky migrations
Teams can keep using familiar tools
Clients retain full access and oversight

It should feel like an extension of the finance team, not a disruption to it.

At Ratiobox, we work with all of the above platforms and more. We always aim to fit in with the client’s existing software where possible, rather than asking them to change what already works. The focus is on building stable, streamlined processes around the tools they already know and trust.

Would be good to hear what others are using, especially in multi-entity or fast-growing environments.