Expense management software for nonprofits is priced the same way it is for companies, because almost no vendor publishes a nonprofit rate. Of the tools US nonprofits shortlist most, only Zoho Expense states discounted pricing for nonprofits, and you get the number by emailing its sales team. Ramp is $0 on its Free plan and lists nonprofits as eligible, but you need $25,000 in a US bank account and you move card spend to Ramp. Brex reviews nonprofits case by case. Expensify and SAP Concur print no nonprofit discount at all. We read each vendor's own pages between September 29 and October 7, 2026.
So the useful comparison is not "who has the biggest nonprofit discount". It is what each tool costs a typical small nonprofit at list price, what you have to give up to get the cheap options, and which one removes the work your finance person actually does every month.
Expense management software for nonprofits pricing compared
The table prices a nonprofit with 15 staff who spend money or file receipts, one expense report per person a month, at list price. Where a vendor offers a nonprofit program, the last column says what it is and how you apply.
| Tool | Published price | 15 people, a year | Nonprofit offer | What you give up |
|---|---|---|---|---|
| Ramp Free | $0 per user | $0 | None needed; nonprofits listed as eligible | Card spend moves to Ramp cards; $25,000 cash in a US bank account to qualify |
| Brex Essentials | $0 per user | $0 | Case-by-case approval | Card spend moves to Brex; 501(c)(3) letter, bylaws and board details may be requested |
| Zoho Expense Standard | $3 per user a month billed yearly, $4 monthly | $540 before any discount | "Discounted pricing for NPOs" by email to Zoho sales | Discount amount is not published |
| Expensify Collect | $5 per member a month | $900 | No published nonprofit rate | Multi-level approvals and NetSuite need Control at $18 list |
| SAP Concur Base | From $7 per report | About $1,260 | No published nonprofit rate | Price comes from a quote and a monthly commitment |
| Expenditure Starter | $12 per seat a month billed yearly | $2,160 | No nonprofit rate | No card program, no travel booking, does not pay reimbursements |
| Expenditure Growth | $21 per seat a month billed yearly | $3,780 | No nonprofit rate | Same as Starter |
Concur is 180 reports at the published $7 starting price. Expensify is $5 times 15 members times 12. Expenditure bills by seat, and a nonprofit where only five people handle money would pay for five seats: $720 a year on Starter, $1,260 on Growth. We put ourselves at the expensive end of the table because at 15 seats that is where we are.
Is Ramp free for nonprofits?
Yes, the software is. Ramp's Free plan costs $0 per user and Ramp's own qualification page says "nonprofits welcome" next to corporations, LLCs and LPs. The conditions are the ones every Ramp customer meets: at least $25,000 in cash in a US business bank account linked to the application, mostly US operations, and a physical US address that is not a PO box or registered agent. Ramp Plus, at $15 per user a month plus a platform fee, is needed for NetSuite and Sage Intacct, two ledgers larger nonprofits often run.
The trade is the card. Ramp is free because it earns interchange when your staff spend on Ramp cards. If your board has a banking relationship with a local bank that issues your cards, or a restricted grant requires spend through a specific account, Ramp's price only applies once that spend moves.
Does Expensify have a nonprofit discount?
We found no nonprofit rate on Expensify's pricing, help or nonprofit pages. The cheapest Expensify route for a nonprofit is the same as for anyone: Collect at a flat $5 per member a month with no annual commitment, or Control at $18 per member a month on an annual subscription, which drops by up to half when most spend runs on the Expensify Card. Our breakdown of Expensify pricing per member walks through when Collect stops being enough.
Does Zoho Expense offer nonprofit pricing?
Zoho is the one vendor here that says so in writing. Its nonprofit expense page states that Zoho Expense "is available at discounted pricing for NPOs" and sends you to its presales team for the number. Separately, the Zoho for Nonprofits program offers a one-time credit of up to $5,000 across most Zoho products, with Zoho covering half the cost of each purchase, and uses TechSoup to validate nonprofit status. That page does not name Zoho Expense, so ask whether the credit applies before you count on it. List price is $3 per user a month billed yearly on Standard and $5 on Premium, with receipt scans capped at 200 and 1,000 per user a month.
Do Brex and SAP Concur work with nonprofits?
Brex does, on a case-by-case basis. Its account requirements page says it may ask a nonprofit for board and governance details, bylaws, the 501(c)(3) designation and articles of incorporation. Essentials is $0 and Premium $12 per user a month, the same as for a company, and the card is the product, so the same trade as Ramp applies. Our Brex pricing and fees breakdown lists the fees outside the subscription.
SAP Concur prices per report, from $7 on Base and $11 on Plus, with unlimited users and a quote at the end. For a nonprofit where many staff file occasionally, per-report pricing can come in under any per-seat tool. The catch is the contract, which sets a monthly commitment. We priced it for small teams in Concur for small business pricing.
What should a nonprofit look for in expense management software?
Start with how your spend arrives, then price the tool against that, not against a feature grid. Four things decide it for most US nonprofits:
- Grant and program coding. Restricted grants have to be reported against the expenses they paid for. If your chart of accounts tracks grants as separate expense accounts, any tool that codes to your GL works. If you track them as classes, funds or tags, check that the tool carries that field all the way into your ledger export.
- Who can spend, and on what card. Bank-issued cards held by a few staff and a program director's personal card for reimbursement is the most common setup we see. A tool that requires its own card changes your banking, which may need a board vote.
- Approvals and an audit trail. Your auditor will test whether spend was approved under the policy the board adopted. You want the approval, the approver and the date stored next to each expense, not in an email thread.
- Month-end hours. The finance person's time is usually the largest cost. A tool that reads the receipt and the card statement together and codes the line saves more than a cheaper one that only collects reports.
Before the auditor arrives, the operating account still has to match the books, and it is worth having a way to reconcile the bank statement that does not depend on whichever expense tool you pick.
Where Expenditure fits for a nonprofit
Expenditure is for the nonprofit that keeps its own bank and cards and wants the coding done before the books. You import each card or bank statement as CSV, OFX or QFX and upload or forward the receipts and vendor invoices. Every item is read at line level, coded to your QuickBooks Online, Xero or NetSuite chart of accounts, and checked against earlier items so the same receipt is not booked twice. Overlapping software subscriptions, a common leak in small organizations with volunteers buying tools, are flagged.
On Growth, spend over your threshold for a vendor, a GL account or all spend is routed to an admin for approval, and monthly budgets can be set company wide or on one GL account, which works when each grant has its own expense account. Scale adds up to three approval steps, separate entities for an affiliated foundation or chapters, and an audit log of every change. See the expense approval workflow for how routing works.
What we do not do matters as much. Expenditure does not tag expenses by fund or class, so a nonprofit that reports grants as classes in QuickBooks would add the class after import. We do not issue cards, book travel or pay reimbursements, and we never move or hold money. We have no nonprofit discount: pricing is the same $12, $21 and $33 per seat a month billed yearly for everyone, from three seats.
Which is the cheapest expense software for a nonprofit?
In software fees, Ramp and Brex at $0, if your nonprofit qualifies and is willing to move card spend to them. Among tools that work with the cards you already have, Zoho Expense is cheapest at $3 per user a month before its nonprofit discount, then Expensify Collect at $5 per member. Expenditure costs more and is worth it only when the receipt matching, GL coding and duplicate checks are what your finance person spends the month on.
Frequently asked questions
Is there free expense management software for nonprofits?
Ramp Free and Brex Essentials cost $0 in software and both accept nonprofits, subject to approval and moving spend to their cards. Zoho Expense has a free plan capped at three users and 20 receipt scans per user a month. None of them is free in the sense of no trade: the card programs earn from your spend, and the free tiers are small.
Do nonprofits need a 501(c)(3) letter to apply?
For the card programs, expect to show it. Brex says it may request the 501(c)(3) designation, bylaws and board details, and Zoho validates nonprofit status through TechSoup. Software you buy by card, such as Expensify, Zoho Expense or Expenditure at list price, does not ask.
Can expense software track spending by grant?
Most can if each grant is its own GL account, because they code to your chart of accounts. Zoho Expense tags expenses to programs or funds. With Expenditure, a grant held as a GL account gets coded and budgeted directly, while grants tracked as classes need the class added in your ledger after import.