A shared expense tracker built for small teams.
Most expense trackers were built for one person. The moment you add a second user, you discover that "sharing" means "everyone sees everything and can edit everything". That doesn't scale past three people. Expensely Team is built ground-up for 2–50 person companies: real roles, approval workflows over a threshold, a 90-day audit log, and board-ready quarterly exports your CFO can hand to investors without editing.
Roles, properly
| Role | Can view | Can edit | Can approve | Can export | Settings |
|---|---|---|---|---|---|
| Owner | ✓ all | ✓ all | ✓ | ✓ | ✓ |
| Admin | ✓ all | ✓ all | ✓ | ✓ | Limited |
| Member | ✓ assigned | ✓ own | — | ✓ own | — |
| Contributor (accountant) | ✓ all | ✓ all | — | ✓ all | — |
| Read-only (board, auditor) | ✓ all | — | — | ✓ | — |
Owners can promote/demote roles any time. Read-only seats are free for up to 5 external viewers (e.g. board members).
Approval workflows
Set a threshold for each category or globally. Above the threshold, a transaction is flagged "pending approval" and the designated approver (or one of a list) gets a notification. They click once to approve or reject. Approved transactions are marked with the approver's name and timestamp; rejected ones go back to the submitter with a note.
- Global threshold or per-category thresholds (e.g. $500 for travel, $200 for software).
- Single approver or any-of-list (e.g. "either CFO or COO").
- Notifications via in-app, email and optional Slack.
- Auto-approval for sub-threshold transactions; no friction on small spend.
Audit log
Every change to a transaction (edit, delete, approval, category change), every role change, every export — logged with user, timestamp, before/after values. Retained 90 days on Team. Critical for compliance, SOC2 prep and just being able to answer "who changed this?" six weeks later.
Quarterly board-ready exports
On the 1st of each quarter, the workspace produces a structured export: a PDF summary (spend by category, vendor, project) and a CSV (every transaction in the quarter). Designed to be handed to a board, investor or accountant without editing.
Use cases
The seed-stage startup (8 people)
Two founders, four engineers, one ops manager, one designer. Founders have admin roles, ops has admin, others are members. Anything over $500 needs founder approval. Quarterly export goes straight to investors.
The agency (15 people)
Account managers log billable client expenses; designers log software subscriptions; ops logs office costs. Each transaction is tagged with the client project. Quarterly client billing report is one click.
The restaurant group (5 locations, 25 people)
Each location has a manager (Member role) who logs supplier expenses; central ops (Admin) sees everything; the owner (Owner) approves anything above PKR 100,000. Audit log catches every change.
The remote-first startup
Contractors in 6 countries log expenses in their local currency. The workspace is in USD. Each contractor sees only their own expenses; admins see everyone's. Quarterly P&L by country drops out automatically.
How we compare on team features
| Tool | Roles | Approvals | Audit log | Per-seat cost |
|---|---|---|---|---|
| Expensely Team | 5 distinct | ✓ | ✓ 90d | $3.99 / extra after 5 |
| QuickBooks | 3 (paid) | Pro plan | ✓ | $10+ / user |
| Wave | 2 | Limited | Limited | $0–$8 |
| Zoho Books | 4 | ✓ | ✓ | $3+ / user |
Related features
- OCR receipts — every team member can scan.
- Voice entry — fastest team-member adoption.
- AI insights — workspace-level patterns, not just personal.
- Multi-currency — necessary for cross-border teams.
- Security — how we keep workspace data isolated.
Frequently asked
How many people can be on a Team workspace?
Team plan starts with 5 seats included for $14.99/month. Add seats for $3.99 each. Scales comfortably to ~50 users; for larger teams, email [email protected] for custom pricing.
What roles are available?
Owner, Admin, Member, Contributor (e.g. accountant) and Read-only (e.g. board member). Each role has fine-grained permissions on transactions, vendors, exports and settings.
How do approvals work?
You set a threshold (e.g. PKR 50,000 or $500). Anything above triggers a notification to a designated approver. Approver clicks once to approve or reject; the audit log records the decision.
Does the audit log capture everything?
Every transaction edit, delete, approval and role change is logged with user, timestamp and before/after values. Audit log retained for 90 days on Team plan.
Can I invite my accountant or CA?
Yes — invite them as Contributor (can edit) or Read-only (can view and export). External accountants don’t consume a seat for read-only access.
How do board-ready exports work?
On the 1st of each quarter, the workspace exports a structured PDF + CSV summarising the quarter’s spend by category, vendor and project. Two clicks to download.
Start a team workspace
Free trial of Team is 14 days, no credit card. Bring your whole team, set up roles, run a quarter. Then decide.
Start a team — free 14 days