CostTracker review
A broad purchase-control system for project businesses that can justify a paid, web-only workflow.
Reviewed by iTechGuides Editors · Editorial team · Updated Oct 2026
CostTracker is cloud-based procurement software for small and medium-sized, project-based businesses. It brings purchase requisitions, purchase orders, approval workflows, budget control, supplier and delivery management, invoice processing, reporting, and cash-flow forecasting into one system. Requests can move through single- or multi-step approvals, with routing based on project or amount. It is suited to teams that need purchasing decisions tied closely to project budgets and accounting processes.
The published plans show four annual-billing tiers. Basic costs $159 per month and includes the Budget module, Approval flow, Full support, Unlimited POs, and Integration. Plus costs $275 per month and adds Multi-company. Gold costs $409 per month, while Diamond costs $689 per month; both list the same highlighted capabilities as Plus. Monthly payments cost an additional 20%. A 14-day trial provides a short evaluation period, while the paid structure and starting price make CostTracker a stronger fit for organizations with an established purchasing process than for teams seeking a free or lightweight request tool.
CostTracker’s breadth is its main differentiator. Beyond requisitions and approvals, it supports purchase planning, bill-of-materials uploads, invoice processing, three-way matching, delivery notes, reports, exports, API access, and optional machine-learning invoice OCR. Accounting connections include Xero, QuickBooks Online, Sage, Tripletex, PowerOffice Go, and 24SevenOffice. The trade-off is a web-only experience and a Basic package designed for 1–5 users, so organizations needing mobile access or a simpler entry point should consider an alternative. Teams that prioritize budget controls, accounting integration, and multi-stage purchasing should find the feature coverage more relevant.
CostTracker pros and cons
- Where it wins
- Approval routing by project, amount, and defined limits
- Real-time budgets, commitments, forecasting, and delivery tracking
- Integrations with Xero, QuickBooks Online, Sage, and more
- Where it doesn't
- Starts at $159 per month with annual billing
- Web-only platform
- Basic is a flat package for 1–5 users
CostTracker fact sheet, pricing and score →
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