Nonprofits are under more pressure than ever to do more with less. Every donated dollar, every grant, and every program budget needs to be carefully tracked. That’s where nonprofit spend management platforms come in. The right tools help organizations control expenses, capture receipts, stay compliant with IRS Form 990 reporting, and even save money on sales tax.

If you’re searching for the best expense management software for nonprofits, here’s a detailed look at the top options in 2025.

Why Spend Management Matters for Nonprofits

Unlike for-profits, nonprofits must:

  • Track restricted vs. unrestricted funds
  • Report expenses by functional categories (programs, management, fundraising)
  • Capture and store receipts for audits and compliance
  • Enforce budget controls to avoid overspending grants
  • Manage board-level transparency

Traditional corporate cards and expense software often overlook these needs, leaving nonprofits to piece together spreadsheets, QuickBooks, and manual workarounds. That’s why specialized solutions are essential.

⭐ Givefront (Best for Nonprofits Overall)

Givefront is the largest nonprofit-specific spend management platform. Built exclusively for 501(c) organizations, it combines:

  • Nonprofit Corporate Cards – Smart cards with built-in budget controls.
  • Grant & Fund Tracking – Categorize spend by grant, donor, or program.
  • Receipt Capture – Mobile uploads, email forwarding, and AI recognition.
  • 990 Compliance – Map expenses directly to IRS functional categories.
  • Automatic Sales Tax Refunds – Save up to 8% instantly on eligible purchases in states with refunds
  • QuickBooks Sync – Real-time integration with QBO, XERO, Aplos and more

Why it stands out: Givefront isn’t just “for business” software adapted to nonprofits. It was designed by nonprofit founders for nonprofits, making it the best choice for organizations that want to stay compliant, audit-ready, and efficient.

Other Types of Spend Management Tools Nonprofits May Encounter

General Business Platforms

Some well-known expense platforms are built for startups and small businesses. They focus on automation and cost savings but lack nonprofit-specific features like grant tracking or IRS 990 reporting. Nonprofits that adopt them often end up layering manual workarounds.

Budgeting Tools for Large Teams

Corporate card providers with strong budget allocation features can work for companies with multiple departments. Nonprofits with several chapters may be tempted, but without dedicated nonprofit reporting, expenses still need manual reconciliation to grants and donor restrictions.

Receipt Tracking Apps

Legacy expense tools often shine at receipt scanning and reimbursements. While helpful for centralizing documents, they don’t address sales tax refunds, restricted fund tracking, or program-based budgeting — all critical for nonprofits.

Enterprise Systems

Large universities and global NGOs sometimes adopt enterprise expense systems. These platforms include robust compliance and travel tools, but they’re often overly complex and expensive for small and midsized nonprofits.

Final Thoughts

Nonprofit leaders know that every dollar matters. Choosing the wrong expense management tool can mean wasted time, compliance headaches, and missed opportunities to stretch donor dollars further.

That’s why the best choice for 2025 is clear: Givefront.

As the only spend management platform designed specifically for nonprofits, Givefront helps organizations save on sales tax, enforce budgets, capture receipts, and stay audit-ready — all while reducing manual work for staff.

👉 Want to see how Givefront can work for your nonprofit? Schedule a demo today.