Affordable Expense Management: Why You Shouldn't Have to Pay for Gold-Plated Software
Published 25 July 2025
By Tim Hopson
When it comes to managing expenses, there's no shortage of apps on the market — and many of them are seriously impressive. They’re packed with features that can automate complex workflows, integrate with major accounting tools, and scale for multinational operations. If you’re managing the finances of a global enterprise, those tools might be exactly what you need.
But what if you’re not?
What if you're a local club, a community organisation, or a small business with part-time staff or volunteers?
That’s where the expense management landscape starts to feel… expensive.
💸 The Problem with "Premium Everything"
Many expense tools assume you're happy to pay per user — typically in the range of £5–£10/month, depending on the provider and features. While that might sound manageable, it adds up fast. A team of 25 could be paying £125–£250 every single month just to track expenses.
That pricing might make sense if you need approval hierarchies, multi-entity rollups, and corporate card management for 50 offices. But many teams just need something simple, reliable, and accessible.
Instead, they often end up in one of two traps:
- Overpaying for features they never use — funding the “gold plating” someone else might need
- Or worse, cobbling together DIY systems with spreadsheets, email threads, and receipts stuffed in drawers
And let’s be honest — those workarounds often waste more time than they save.
👥 Why Per-User Pricing Fails for Many Groups
Plenty of organisations rely on volunteers, casual helpers, or rotating event staff. These people may only submit one or two expense claims a month.It makes no sense to pay a monthly charge for someone who is just going to upload a bus receipt.
That’s where most traditional expense apps fall down — they’re built for businesses, not real-world communities.
✅ gogo‑Expenses: Simple and Affordable
We built gogo‑Expenses to solve this exact problem.
- It’s free to use for eligible groups (including all who sign up before October 1, 2025)
- It supports sports clubs, festivals, nonprofits, and small businesses
- It offers the essential features, without unnecessary extras that drive up costs
- It’s designed to make life easier for treasurers, coordinators, and claimants
You get a clean, mobile-friendly interface, approval workflows, and the ability to track mileage, card payments, and out-of-pocket expenses — all in one place.
📊 Expense App Comparison (Monthly, incl. VAT)
| App | 10 Users | 25 Users | 50 Users |
|---|---|---|---|
| gogo‑Expenses (free tier) | £0 | £0 | £0 |
| gogo‑Expenses (after 1 Aug) | £5 | £10 | £15 |
| Zoho Expense | £48–£72 | £120–£180 | £240–£360 |
| QuickBooks Expenses | £75 | £187.50 | £375 |
| Xero Expenses | £30 | £75 | £150 |
| Expensify | £60 | £150 | £300 |
| Rydoo | £96 | £240 | £480 |
These prices are inclusive of VAT where applicable, and assume basic plans suitable for team-based expense tracking.
🧭 The Choice Is Yours
Expense tracking shouldn’t be a luxury. It should be a basic tool that helps teams stay organised, reimburse fairly, and keep a transparent record of spending.
Whether you're managing a cricket club, a village festival, or a regional nonprofit — you deserve a solution that fits your budget and your needs.
That's exactly what gogo‑Expenses delivers.