Stop chasing clients for receipts.
ExpenseBot is the expense tracker built for accountants and bookkeepers — and the accountant workspace is free forever. Each client connects Gmail once — receipts and income are captured automatically into a Google Sheet in the client’s own Drive. You review every client from one dashboard and export to QuickBooks, Sage, Xero, and more. A clean spreadsheet, not a shoebox.
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No credit card · Unlimited clients · 4.7/5 across 21 verified G2 & Trustpilot reviews
“As an accountant juggling a dozen clients’ books, ExpenseBot is the first tool that fits how I actually work — I move between each client’s account, their receipts land straight in their own Google Sheet, and it all exports cleanly into QuickBooks. It’s taken the receipt-chasing out of my month.”
— Laura Ciotti, Owner, Ciotti Consulting Services, LLC · Minnesota, US
How it works
Your client connects Gmail once
Emailed receipts and income — software subscriptions, supplier invoices, Stripe and Square payouts — are captured automatically from then on. Paper receipts get photographed; anything that arrives elsewhere can be forwarded to the client’s ExpenseBot address. There is no monthly upload ritual for the client to forget, which is why the chasing actually stops.
Records land in the client’s own Google Sheet
Every receipt is categorized and written to a Google Sheet in the client’s own Drive, with the source receipt filed beside it. The client can see and correct their own data, nothing is pooled across your book, and if an engagement ends the records are already in the client’s possession.
You review and export — from one dashboard
Switch between clients without signing in and out, review, create reports, and send them to the client’s accounting software: direct API for QuickBooks Online, formatted exports for Sage 50, Xero, NetSuite, Zoho Books, FreshBooks, and Business Central. Upload each client’s chart of accounts once and expenses arrive coded to your GL.
Built for a multi-client practice
Free forever — really
The accountant workspace costs nothing: unlimited clients, plus its review, report, and export tools. Clients pay $10/month after a 60-day trial — or you sponsor a client at invite and bundle it into your fee.
Client-owned data
Receipts and spreadsheets live in each client’s own Google Drive — not on a vendor’s server. Clients keep everything if an engagement ends, and access can be revoked at any time.
GL coding per client
Upload each client’s chart of accounts once. Expenses are coded to that GL structure before they reach your export — clients never see a GL code.
Income + expenses in one Sheet
1099s, payout emails, and paid-invoice notifications are captured alongside expenses, so each client’s Sheet holds both halves of the tax return.
Mileage without another app
Trips import from Google Calendar with distance calculated via Google Maps — mileage logs included in the same expense reports. Learn more →
Audit-ready trail
Every export line links back to the original receipt in the client’s Drive — from submission to approval, documented.
Teaching this to a class or a client book
If you train QuickBooks or Xero users, run a ProAdvisor practice, build courses, or review accounting tech, the useful framing is this: ExpenseBot is a pre-accounting layer. It handles the work that happens before the ledger — getting receipts, source documents, and income notifications out of a client’s inbox and into clean, coded records — and then feeds those records into QuickBooks Online, Xero, Sage, or whatever the practice already runs. It does not replace an accounting system, and nothing below should be taught as if it does.
What to demo in ten minutes
- Connect Gmail once. Show the one-time connection, then the receipts and income notifications landing categorized in a Google Sheet in the client’s own Drive. The point that lands with an audience is that there is no monthly client task and no portal to log into.
- Show the source document behind a row. Every line links back to the original receipt in the client’s Drive. This is the difference between a categorized number and a defensible one, and it is the part most demos skip.
- Add the reconciliation pass. Card reconciliation and bank deposit reconciliation surface the charges and deposits with nothing attached — the gaps a client would never think to mention.
- Open the free accountant dashboard. Unlimited clients, no seat fees, no credit card on your side. Clients run a 60-day free trial and then pay $10/month, or you sponsor them at invite time and bundle it into your fee.
- Finish in an assistant. ExpenseBot connects with ChatGPT, Claude, and Gemini, so you can ask for a client’s spending by category, run a per-tag P&L, or build a report without leaving the assistant — see the connector list and the install options on our FAQ. Expect this segment to draw the most questions.
Assets you can hand out
- The prompt guide — copy-paste questions for receipt capture, spending queries, Gmail scans, grouping, and client billing. Public and linkable; no login required to read it.
- The 30-minute client setup walkthrough — the same sequence as the demo above, written so a client can follow it unattended.
- The shoebox-onboarding piece — for the client who arrives with a year of unsorted receipts, which is the case most classes actually ask about.
- The line worth repeating verbatim: clients get 60 days free with no credit card, so a class can try the whole workflow before anyone is asked to pay.
Two boundaries to teach honestly, because they will come up in Q&A. Some connections are owner-only: the client connects their own Gmail, and certain direct accounting connections — the Zoho Books connection and the Wave API push among them — are made by the account owner, with the reviewed-export path available to you instead. And ExpenseBot does no double-entry bookkeeping and files nothing: it produces documented, coded records and hands them to the system that does. Presenting it as a QuickBooks or Xero replacement will not survive a demo.
Exports built for your stack
Direct API integration with QuickBooks Online, and formatted exports for Sage 50 Canada, Sage 50 US, Sage Intacct, Xero, NetSuite, Zoho Books, FreshBooks, and Business Central — plus a universal CSV for anything else. Each export is formatted for the target system, with receipt links intact.
Ready to stop chasing?
Set up your free accountant dashboard in about 30 seconds — unlimited clients included.
Get My Free Accountant Dashboard →Frequently Asked Questions
How do I collect receipts from clients without chasing them?
Remove the client's monthly task instead of automating the reminder. Each client connects Gmail once, and emailed receipts and income are captured automatically from then on. Receipts that never touch the inbox get photographed or sent to the client's forwarding address. Everything lands categorized in a Google Sheet in the client's own Drive, and you review it from a free accountant dashboard. This works where portals fail because a one-time Gmail connection keeps paying out — it does not depend on the client remembering anything each month.
Is ExpenseBot really free for accountants? Who pays?
Yes — the accountant workspace is free forever: unlimited clients, the multi-client dashboard, and its review, report, and export tools, with no seat fees and no credit card. Clients get a 60-day free trial, then pay $10/month — or you can sponsor a client's subscription at invite time and bundle it into your fee. Revenue comes from client subscriptions, which is why the practitioner side stays free instead of becoming a paid tier later. Tracking your own firm's expenses uses a regular account with the same trial and $10/month pricing.
Which accounting software does ExpenseBot export to?
QuickBooks Online (US & Canada) via direct API integration, plus formatted exports for Sage 50 (US & Canada), Sage Intacct, Xero, NetSuite, Zoho Books, FreshBooks, and Business Central. A universal CSV covers anything else, and every export line links back to the source receipt in the client's Drive.
How does the GL code mapping work?
Upload each client's chart of accounts once. From then on, expenses are coded to that client's GL structure before they reach your export — whether the client uses 4-digit QuickBooks codes or a 6-digit Sage 50 structure. Clients never see or touch GL codes.
Can I manage many clients from one login?
Yes. One accountant dashboard links to every client, so reviewing five clients is five context switches, not five login cycles. Each client's data stays in that client's own Google Sheet and Drive — nothing is pooled or commingled across your book.
Do my clients need to learn a new app?
No. The client's side is a one-time Gmail connection plus the Google Sheet they already know how to read. There is no client portal to log into every month — the step where most receipt-collection systems fail.
Stop chasing receipts. Start reviewing them.
The accountant workspace is free forever — unlimited clients, with the dashboard, review, and export tools included. No credit card, no seat fees, no trial clock on your side.
Get My Free Accountant Dashboard →You'll sign in with Google next — it takes about 30 seconds.