As of 13 August 2026, AI can compare expense management software for your UK business.

What to actually do

1. Hand it to a person

   The route this page recommends

   A person who owns the outcome does this end to end, worth it when the failure is dear.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, chat-fluent skill, and roughly 1 hour until you can act on the result.

   How to actually do it

   1. Write your requirements in a document, including users, expense types, approval routes, current accounting software, card provider, UK VAT needs, integrations, budget and implementation deadline.
   2. Open the official product, pricing, support and security pages for each candidate and save the relevant text or links.
   3. Ask your accountant, finance lead or IT lead for any non-negotiable requirements covering VAT records, accounting exports, access controls, retention and data protection.
   4. Paste the requirements and the collected vendor evidence into a chatbot with the copyable prompt above.
   5. Turn the response into a comparison sheet with one row per requirement and a source link for every claimed feature, price or integration.
   6. Check each row against the current official vendor page and send the unanswered supplier questions before selecting a product.
   7. Give the verified shortlist and contract terms to the person responsible for finance and IT approval, then record the reasons for the final decision.

   Prompt

   Compare the expense management software options in the material below for a UK business. Do not use general reputation or invent missing features, prices, integrations, security claims or accounting treatment. Separate verified facts from assumptions and unknowns.
   
   My business requirements:
   - Business type: [type]
   - Number of employees and likely users: [number and roles]
   - Current accounting software: [name]
   - Current banking or card provider: [name]
   - Expense types: [travel, mileage, meals, purchases, other]
   - Approval process: [describe]
   - Receipt and invoice needs: [describe]
   - UK VAT requirements: [describe]
   - Required integrations: [list]
   - Data residency, retention or security requirements: [list]
   - Budget and contract constraints: [describe]
   - Implementation deadline: [date]
   - Must-have features: [list]
   - Nice-to-have features: [list]
   
   Software evidence and links:
   [paste official product pages, pricing pages, support documentation, security documentation and any supplier responses here]
   
   Produce:
   1. A plain-English comparison table covering each requirement, with a source beside every factual claim.
   2. A separate table for price, contract terms, user limits and likely additional charges, marking anything not supplied as unknown.
   3. A UK-specific check covering VAT receipts, mileage, approval controls, accounting integration and audit records.
   4. The main implementation, data protection and supplier-dependency risks.
   5. A shortlist of up to three options, explaining which requirements each meets, misses or needs confirmation for.
   6. A list of questions to send to each supplier before buying.
   7. A recommendation only if the evidence supports one. If the evidence is insufficient, say that no recommendation can yet be made.
   
   Do not treat marketing language as proof. Do not give tax, legal or security certification advice. End with the exact facts I must verify myself before signing a contract.

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.