Airwallex Expense Management Review 2025: Features, Benefits & Drawbacks

Managing business expenses can quickly become overwhelming, especially for companies operating across borders. That’s where Airwallex’s expense management tools can be helpful. Airwallex is a financial platform that provides tools for managing business payments and expenses. It includes corporate and virtual cards, options for tracking transactions in real time, and integrations with accounting platforms such as Xero and QuickBooks. The platform is used by a variety of companies to manage payments and financial operations, though its suitability depends on specific business needs and the regional availability of services.

So with that being said, let’s take a look at how Airwallex expense management works, its key features, and whether it’s the right fit for your business.

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Table of contents

What Is Airwallex Expense Management and How Does It Work? Key Features That Simplify Business Spending Benefits vs Limitations of Using Airwallex for Growing Businesses How Airwallex Integrates With Employee Expense Management Software User Experience: Dashboard, Mobile App, and Accessibility Security and Compliance Measures for Business Funds Comparing Airwallex With Other Expense Management Tools Is Airwallex Expense Management the Right Choice for You? Final Thoughts

What Is Airwallex Expense Management and How Does It Work?

Airwallex Expense Management is a financial platform that provides tools for businesses to manage employee spending and company expenses. It includes features such as physical and virtual cards, spending limits, real-time transaction tracking, and integrations with accounting software like Xero and QuickBooks. The platform also supports multi-currency transactions. How these tools are used and which features are available can vary depending on the business’s location, account type, and operational requirements.

• Card IssuanceBusinesses can issue physical and virtual cards to employees. Some regions or account types may have restrictions on card availability.²
• Spending ControlsCustom spending limits can be set for employees. Limitations may exist depending on card type or verification requirements.²
• Transaction MonitoringTransactions can be tracked in real time via a centralized dashboard. Businesses may still need additional reporting tools for complex expense management.³
• Expense ReconciliationExpenses can be reviewed, categorized, and approved without relying solely on end-of-month reconciliation. Some integration gaps may require manual adjustments.³
• Accounting IntegrationSupports platforms such as Xero and QuickBooks, which can reduce manual work. Integration may vary depending on software version or regional availability.²
• Multi-Currency SupportPayments and reimbursements can be handled in multiple currencies. Certain currencies or regions may not be fully supported, and FX rates may differ from market rates.⁵

Note: Airwallex provides several tools for expense management, but businesses should review feature availability and regional restrictions to determine if it fits their operational needs.

Key Features That Simplify Business Spending

Airwallex Expense Management provides tools for businesses to track and manage company spending, and one of the most popular tools is the ability to issue both physical and virtual employee cards, each with customizable limits and rules.¹ This means managers can decide how, where, and when company funds are used, which reduces the risk of overspending.

However, not all card features are available in every region, and some account types may have restrictions on spending limits or transaction types. Real-time transaction tracking can provide visibility into spending, but the workflow can be complex, and high transaction volumes may still require additional reconciliation or reporting outside the platform.² Some users may also encounter delays or restrictions when using cards for certain international payments.

The platform also supports multi-currency transactions, allowing businesses to pay international suppliers without getting hit with unnecessary FX fees.³ Integrations with major accounting platforms like Xero and QuickBooks keep bookkeeping simple by automatically syncing expense data.⁴

Combined, these features eliminate manual processes, cut down on paperwork, and provide a clear snapshot of company finances in one place.

Benefits vs Limitations of Using Airwallex for Growing Businesses

Airwallex provides tools for business expense management, including real-time reporting, automated approvals, employee cards, and expense tracking, which allow finance teams to monitor transactions and manage spending. However, their usefulness may vary depending on the business’s size, needs, and location. The table below provides an overview of potential advantages and limitations to help businesses evaluate whether the platform aligns with their operational requirements.

Benefits	Challenges
Real-time reporting and automated approvals streamline finance operations.1	Airwallex accounts are not deposit insured and do not include lending or credit facilities.¹
Employee cards with custom limits improve control and visibility over spending.2	Some features or services may not be available in all countries, and certain currencies or payment methods may be restricted.2
Multi-currency support helps cut FX fees for international payments.3	New users may require time to set up accounts, issue cards, and learn the platform’s features.3
No minimum balance or account maintenance fees, lower entry barriers.⁴	The platform is primarily designed for businesses, which may make it less suitable or more complicated for freelancers or very small teams.⁴
Integrations with QuickBooks and Xero reduce errors and keep accounting smooth.2,5	Certain transaction types, payment corridors, or card features may be restricted depending on account type or region.⁵

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How Airwallex Integrates With Employee Expense Management Software

Managing employee expenses can be time-consuming if done manually, and Airwallex provides tools to support this process, including integration with expense management systems. The platform allows businesses to issue employee cards and set role-based permissions for approvals.¹ However, card availability and spending controls may vary by region or account type. As we’ve mentioned before, Airwallex also integrates with accounting software like Xero and QuickBooks to automate categorization and reconciliation, though some complex workflows may still require manual adjustments.²

Multi-currency support allows international expenses to be handled in local currencies, but not all currencies or regions are fully supported, and conversion rates may differ from market rates.³ For growing companies, Airwallex can centralize expense reporting and approvals, though setup and onboarding may take time, and additional training may be needed for staff.⁴

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User Experience: Dashboard, Mobile App, and Accessibility

Airwallex provides a dashboard that centralizes expense management, which provides businesses with clear visibility over spending, approvals, and cash flow. The interface is designed to be intuitive, allowing finance teams to navigate accounts, generate reports, and manage employee cards efficiently.¹ On top of that, the mobile app provides on-the-go access, so users can approve expenses, capture receipts, and monitor transactions from anywhere.²

Accessibility features, including customizable permissions and role-based controls, also help make sure that team members only see relevant data while maintaining oversight for managers.³

Airwallex also provides an easy-to-use platform for managing business finances, with many users noting its accessibility.¹ But some customers have reported issues such as account suspensions, delays in fund transfers, and difficulties in contacting customer support.² Unfortunately, these experiences highlight that the platform can be efficient for many, but it may present challenges for some users.

Security and Compliance Measures for Business Funds

Airwallex emphasizes the protection of business funds through multiple security protocols. Funds are held in segregated accounts, so that client money is separate from company operations.¹ The platform employs encryption, two-factor authentication, and continuous fraud monitoring to safeguard sensitive data.² Regulatory compliance is maintained across multiple jurisdictions to help businesses meet financial reporting standards.³ These measures collectively aim to provide reassurance that transactions and corporate funds are secure.⁴

Comparing Airwallex With Other Expense Management Tools

Airwallex provides multi-currency support, automated reporting, and integration with accounting software.¹ Compared with alternatives such as Revolut, Expensify, or Brex, Airwallex has a broader focus on international business operations.² Its features include real-time transaction tracking, corporate card management, and easy accounting integrations.³ Some competitors, however, may offer specific functionalities like advanced analytics or specialized reimbursement workflows, which aren’t necessarily offered by Airwallex.⁴

Companies should consider their operational requirements and global payment needs when evaluating which platform is the best fit.⁵ Below is a table comparing Airwallex with other platforms so you can make the decision that's best for you.

Feature/Platform	Airwallex1	Revolut	Expensify
Multi-currency support	Yes¹	Yes⁵	Limited⁶
Automated reporting	Yes¹	Yes⁵	Yes⁶
Corporate card management	Yes¹	Yes⁵	No⁶
Accounting software integration	Yes¹	Limited⁵	Yes⁶
Focus on international operations	Strong¹	Moderate⁵	Low⁶
Advanced analytics & reimbursement	Basic¹	Basic⁵	Advanced⁶
Targeted business size	SMBs/enterprise¹	SMBs⁵	SMBs/mid-size⁶

Is Airwallex Expense Management the Right Choice for You?

Whether Airwallex Expense Management is the right solution depends largely on your business’s needs. If your company operates internationally or has employees making frequent expenses, the ability to issue cards, manage spending in real time, and avoid steep FX fees can be good for your business.¹ However, if you’re a very small business or freelancer looking for basic tools, Airwallex may feel more complex than necessary.⁴

For growing companies, the platform’s ability to integrate with accounting software and provide visibility into expenses can make it a strong choice.² It offers automation and transparency that many traditional banking systems simply can’t match.³ However, businesses should weigh whether the lack of deposit insurance or lending options is a dealbreaker.¹

At the end of the day, Airwallex Expense Management is best suited for businesses that want scalability, control, and efficiency in their financial operations.⁵ If those are your priorities, it could be the right fit.

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Final Thoughts

Airwallex Expense Management provides a solution for businesses looking to simplify spending and gain more control over finances. With features like multi-currency support, corporate cards, automated approvals, and real-time reporting, it can help with processes that often slow down finance teams.¹

Overall, for small to mid-sized enterprises and growing international businesses, Airwallex can provide transparency, efficiency, and flexibility, while also helping teams make smarter financial decisions and stay in control of spending.⁵ It’s a solid option for companies prioritizing global operations and more efficient expense management.

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Frequently Asked Questions (FAQs)

Can freelancers or sole proprietors use Airwallex Expense Management?

Yes, freelancers and sole proprietors can use Airwallex Expense Management, provided they register as a business entity.¹ Once registered, they can manage expenses, issue corporate cards, and handle multi-currency accounts.²

Are there limits on how many corporate cards a business can issue?

Airwallex supports multiple employee cards, though exact limits may depend on your account plan and internal approval processes.¹ Businesses can assign cards for individual employees or teams, simplifying expense tracking and reporting.² Each card can be configured with spending limits and category restrictions to prevent unauthorized purchases.³

Is there offline functionality in the mobile app?

Airwallex’s mobile app provides basic offline expense tracking, allowing users to record receipts, notes, and pending transactions without internet access.¹ However, full transaction updates, syncing with the main dashboard, or real-time approvals require connectivity.² Offline capabilities make sure that employees in remote or low-signal areas can continue recording expenses.³ Once the device reconnects, all offline entries sync automatically to maintain accuracy and consistency across accounts.⁴

Does Airwallex integrate with payroll systems?

Yes, Airwallex integrates with certain payroll systems to help with expense reimbursements.¹ Expenses submitted by employees can sync with payroll, reducing manual input and processing errors.² Integration will help with timely reimbursement while maintaining clear records for accounting and tax purposes.³

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Sources:

1. Airwallex – Expense Management Software Tools
2. Statrys – Airwallex Business Account Review
3. WorldFirst – Airwallex Review
4. Noda – Airwallex Review
5. Revolut – Business Expense Management
6. Expensify – Spend Management Software