5 Automated Business Expense Report & HR Software

For employees, submitting expenses should be simple. For HR and finance, tracking and approving them should be even simpler. 

Integrated expense report and HR software makes both sides of the process smoother, replacing manual work with clear workflows and real-time visibility.

In this list, we highlight leading business expense report HR software platforms that bring automation, accuracy, and ease into everyday expense management.

Integrated expense report and HR software

When expense reporting is connected directly to your HR system, the process stops being a back-and-forth chase between employees, managers, and finance. 

Instead, it becomes a streamlined flow where employee data, approval rules, and expense categories all “speak” to each other.

How the integration works in practice:

• An employee submits a reimbursement, for example, a health insurance claim or a business trip expense.
• The system automatically checks their HR data (like grade, role, or benefit entitlement) to validate the claim.
• Approval routing is triggered based on predefined policies, ensuring the request lands on the right manager without extra emails.
• Once approved, the expense is synced with payroll, so employees receive reimbursement faster and without manual data entry.

Why companies should consider this type of software:

• Shorter processing time: What used to take weeks of back-and-forth can be completed in days or even hours.
• Better accuracy: Employee details and expense rules are pulled directly from HRIS, reducing human error.
• Transparent workflows: Both employees and managers can track the claim status in real time, minimizing frustration.
• Compliance-ready: Built-in rules ensure expenses align with company policies and regulatory standards.

In short, integration bridges two critical functions, HR and finance, into one system. This not only reduces administrative burden but also creates a better experience for employees who just want their claims handled quickly and fairly.

Below are several recommended business expense report HR software for your business efficiency. 

1. Mekari Expense

Mekari Expense is an integrated business expense tracking HR software designed to help companies manage all types of employee-related expenses through a single, centralized dashboard. 

A unified system for every type of expense:

• Submit and approve business trip reimbursements with clear, auditable workflows.
• Manage multi-vendor payments directly from the dashboard, eliminating the need to switch between systems.
• Enable and track corporate card transactions in real time for better budget visibility and control.
• Customize approval layers, spending limits, and policies based on employee grade, department, or project.

But what truly sets Mekari Expense apart is its seamless integration with Mekari Talenta, Mekari’s own HRIS platform.

How the integration with Mekari Talenta works:

• Employee data (such as job title, department, and benefit eligibility) is synced in real time from Talenta to Mekari Expense.
• When an employee submits a reimbursement or travel claim, the system cross-checks their grade and role to apply the correct limits and policies automatically.
• Approvals are routed to the appropriate manager based on Talenta’s org chart—no need for manual assignments.
• Once approved, the claim can be directly linked to payroll or paid through connected disbursement systems, reducing administrative work.

Benefits of using HRIS-powered expense tracking:

• No duplicate data entry: HR and finance teams work from the same employee source of truth.
• Faster reimbursements: Claims are processed quickly using pre-mapped data and auto-approvals.
• Better compliance: Built-in policies tied to employee roles reduce the risk of overclaiming.
• Real-time visibility: Managers can view expense summaries, outstanding claims, and budget allocations from one place.

If you’re looking for a fully integrated business expense tracking HR software that’s built for Indonesian business operations, Mekari Expense is the best solution to centralize your workflows, cut down manual tasks, and support scalable growth.

2. Ramp

Ramp is a spend management platform that connects directly to your HR system, helping automate employee onboarding, expense approvals, and card issuance.

HRIS integration features:

• Sync employee data such as department, location, role, and manager from your HRIS.
• Auto-provision users and manage access based on HR records.
• Trigger approval workflows using real-time org chart and department structure.
• Issue corporate cards automatically to new hires during onboarding.
• Compatible with ADP, BambooHR, HiBob, Gusto, TriNet, and more.

3. Expensify

Expensify simplifies expense reports and reimbursements, with strong HR integrations to automate user setup, approvals, and payroll syncing.

HRIS integration features:

• Auto-create user accounts and import approval workflows from Gusto.
• Sync employee data and manage user provisioning via Workday.
• Export expense report payouts directly to ADP for payroll processing.
• Connect with Rippling to automate employee access and expense reporting.

4. FreshBooks

FreshBooks offers invoicing and expense tracking, and it integrates with HR and payroll tools to automate how employee expenses are recorded and categorized.

HRIS integration features:

• Sync payroll data from Gusto into FreshBooks without manual entries.
• Automatically create categorized expenses after each Gusto payroll run.
• Integrate with Employment Hero Payroll to post pay-run journal entries.
• Use built-in leave and expense management through connected HR platforms.

5. Rydoo

Rydoo provides end-to-end travel and expense management with HRIS connectors that help streamline user provisioning and maintain data consistency.

HRIS integration features:

• Sync employee records directly from your HR system with automatic updates.
• Use BambooHR integration to auto-create users and sync supervisors and cost centers.
• Run daily updates to keep employee data and org structure aligned.
• Integrate via HR platforms like Personio to streamline approvals and reporting.

Best expense report HR software

If you’re looking for the best business expense report HR software, Mekari Expense is a top choice. 

It offers complete features for managing all types of employee expenses, from travel claims to multi-vendor payments and corporate card tracking, all in one integrated dashboard.

Integrated with Mekari Talenta, your HR data is automatically synced, enabling custom policies and approval layers based on employee roles and structure. This makes expense reporting faster, more accurate, and fully compliant for both HR and finance teams.

See how Mekari Expense can simplify expense management for your HR division!