Flexible. Powerful. Installed Fast.

Expense Report Software

Need a customized solution to manage your expense and reimbursement process?

Pick a leader in paperwork automation. Whether your expense reports are simple or complex. Whether your back-end processing is fast or time-consuming and tedious. We're here to automate your paperwork.


‣ Easy Like Paper
Smartphone Receipts
‣ Customized Design
‣ Email Reminders
‣ No Desktop Software
‣ No Training Needed


‣ Easy Administration
‣ Advanced Reporting
‣ Flagging/Policy Validation
‣ Accounting Friendly
‣ Audit and Compliance
‣ 100% Satisfaction Guaranteed

Assembled In California

As a paperwork automation firm we maintain a production facility in California to serve your needs. The facility is used to add special features to your product (see extensions below) and make ongoing changes if and when needed.

Save More

Did you know Aestiva does not have recurring license fees? We provide a perpetual license. See pricing below. Call for details.

See also: Features. FAQs. Reference.

Price Tiers for Aestiva Expense Report Software
One-time (non-recurring) pricing based on number of active named users.
Price below includes setup and installation. Please call for quotation.

EX-15 $2,995 (Up to 15 users)
Plus $125 per additional user.
EX-50 $4,495 (Up to 50 users)
Plus $89 per additional user.
EX-150 $11,495 (Up to 150 users)
Plus $75 per additional user.
Other Call for pricing.
Scaleable to 100,000+ users.

Expense Report Software - Enterprise Systems

Aestiva Expense Report can be installed for the entire enterprise. Aestiva delivers:

  • Multi-Lingual and Multi-Currency Expense Report Systems
  • Distributed Systems (Servers installed around the world)
  • Scaling to Over 100,000 Users
  • Solutions Hosted In-House or 100% Outsourced
  • Deployment Planning and Opportunity Consulting

Aestiva's Expense Report Systems have low-IT overhead and can be deployed quickly. For further information please call Aestiva.

Expense Report Software Extensions

Aestiva Expense Report may be extended with a wide variety of add-ons and extensions. For further information please speak to your Aestiva Account Coordinator.

Partial (alphabetical) list of extensions:

OCR and Auto-Match - Use this module to OCR expense receipts and automatically match them to corporate credit card data. Call for details.

Credit Card Integration - Use this module to save users from having to re-enter corporate credit card expenses. Call for details.

Credit Card Import - If your users use personal cards for their expenses they will benefit from this expense report software tool. It gives them the ability to import credit card expenses directly onto their expense reports.

Multi-Currency Support - Need to support different currencies and different accounting systems? This Expense Report Software product can be provided in single or multiple languages, and configured to support different currencies, perform daily currency conversions, and provide currency calculators. Call for details.

Multi-Language Support - Need to support different languages? This product can be extended to support different languages. Call for details.

Off-line Expense Report - Need to fill out an expense report while you're at 30,000 ft in the air on a plane? Then you want Aestiva's off-line import utility.

Pre-Travel Request Form - Need to automate pre-travel requests too? We have a system for that. See Aestiva Travel and Expense.

Policy Flagging Extensions - The basic expense report software does include a Policy Flagging Module. However, if you need to add custom flagging or validation, the policy module can be extended.

Spot Check Tool - A handy tool to perform compliance checks that can be set up and customized per your requirements.

Comparison with SaaS (Software as a Service)

The chart below provides a cost comparison of Aestiva Expense Report versus a rented expense report system.

Users SaaS Five
Year Cost*
Aestiva One-Time
Product Cost
Five Year
Savings after
Year Five*
15$18,000$2,995$3,010$1,052 Per Year
50$60,000$4,495$42,010$8,952 Per Year
150$144,000$11,495$92,229$20,731 Per Year
250$300,000$16,495$241,629$51,031 Per Year

* This chart compares the total cost of (i) Aestiva Expense Report, (ii) an Aestiva support contract, plus (iii) an Aestiva-compatible hosting provider with the cost of rental service where you pay annually for the software. With Aestiva you get a customized solution at a lower price than a SaaS solution without customization.

General Information Box
About Expense Report Software
Automating an expense reporting process requires expense report software, also known as expense report management software. Your expense process may be a matter of entering expense reports, approving, and sending the expense reports to accounting. Your expense report software may need to take corporate credit card information and pass it along to users. Your expense reporting software may need to act like a reimbursement software system, an expense tracking system, or all of the above. Whatever you do, your expense software needs to fit your needs.

In general, when looking for an Expense Report Software product, you want to split your investigation into two areas; the front-end of the expense reporting system used by end-users of the Expense Report Software product and the back-end used by those who perform expense management functions and/or transfer information to accounting. These two sides of an expense reporting system need to be set up to fit your needs.

The Front-End of Expense Report Software Should Be Easy
The first rule in Expense Report Software is to make it easy to use. The easier the better. After all, using an expense report system is not the highlight of most people's day.

It's why so many Expense Report Software vendors tell you how easy their Expense Report Software is. But ease-of-use in an Expense Report System is not automatic. It comes from designing an on-line system that is minimal and intuitive. The most popular systems want to provide you as many features in their expense report software product as they can. We could too, but we do not.

This leads to the endemic use of tabs which makes the expense report software more difficult to use. We design your expense report to look and feel like paper. No tabs. Minimized complexities. If you like simplicity, you'll love how we assemble Expense Report Software solutions. Free demos of our Expense Report Software products are provided daily.

The Back-End of Expense Report Software Should Be Easy Too
The second rule in Expense Report Software is to streamline how the Expense Report Software product manages back-end tasks. Here too, a simple approach is useful. The Aestiva Expense Report Software system contains a variety of "tools" used to perform specific functions.

When we assemble an Expense Report System for you we'll ask you questions about your expense report process until we understand your process. Then we'll place in your Expense Report Software solution exactly the tools you need. Tools to review GL codes, perform spot-checks on receipts, etc, are available. Aestiva's Expense Report Software has many tools to fit your needs.

An Expense Report Software Product You Can Trust
Aestiva is a leading provider of Business Process Automations. Aestiva sells Expense Report Software systems to small, medium, and large organizations. Whether your Expense Report Software is for five, five hundred, or fifty thousand users, we can help. Aestiva's Expense Report Software systems can be scaled in terms of number of users. The Expense Report Systems can be extended, in terms of adding more modules, such as a pre-travel requests. As a business process automation firm, Aestiva has the capabilities to expand and grow your Expense Report Software product like few others. It's no wonder so many companies have moved systems from well-known Expense Report Software providers to Aestiva

Is SaaS-based Expense Report Software Good Expense Management?
About half of all Expense Report Software systems today are sold under a SaaS pricing model where you pay annually every year for the expense report solution.

The premise of buying an Expense Report Software product as a SaaS is based on the false assumption you get 100% IT outsourcing with a SaaS that you cannot get when you buy an Expense Report Software product.

If you want 100% IT outsourcing of an Expense Report Software solution there is no need for SaaS. Instead, you buy an Expense Report Software product from Aestiva and host it at an Aestiva-approved hosting provider of Expense Report Software. Instead of paying tens of thousands of dollars per year on SaaS you pay for the hosting and Aestiva Support separately. Your costs after year one can go down by 80%. It's usually better spend management not to buy a SaaS-based Expense Report Software product.

Why Your Expense Report Software May Just Be The Beginning
Aestiva sells software other than Expense Report Software systems. Many Aestiva customers, after they invest in automating their expense report process with an Aestiva Expense Reporting system, buy other products from Aestiva. With Aestiva, your investment in an Expense Report Software product may open the door to kinds of automation. Aestiva also sells Purchasing Software systems, Asset and Inventory software, HR Software systems, and much more. Of course, at this time you may want to focus on getting a great Expense Report Software product, but please keep in mind, this is just the tip of the iceberg in terms of what we can do to save you money and get you automated and streamlined.
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More Value
View advanced features provided with all Aestiva products.

   More Value.

  • Products can integrate with non-Aestiva products.
  • Products include dynamic reporting system.
  • Products include executive dashboard module.
  • Products are multi-language ready.
  • Products include detailed audit trail.
  • Products can be extended with special features.
  • Products utilize user-friendly paper-like forms.
  • Products are affordable.
  • Products can be installed on your server.
  • Products can also be installed on the cloud.
  • Products can be scaled across multiple servers.
  • End-user and admin side is 100% browser-based.
  • Products are assembled and delivered fast.
  • Prices on-line include end-to-end customer support.
  • Products require limited or no in-house IT support.
  • Products can be combined with other Aestiva products.


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