Stop chasing clients for receipts.

“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

Read Laura’s full workflow →

A client who arrives months behind, or whose bank will not connect, still has the one record that cannot miss a transaction: their statements. You can import those yourself. Choose Sign in to client in the accountant dashboard, open that client’s Add Income page or the Bank activity card in their Year-End, and click Upload statements. ExpenseBot reads bank, credit-card and line-of-credit statements uploaded as PDF or CSV files and proposes income and expense rows for review inside the client’s own workspace.

1. Pick the client first. Every upload, review and save happens in the selected client’s workspace, under their settings and subscription; the banner at the top shows whose account you are in.
2. Upload one or several statements from one account. ExpenseBot detects whether a file is a bank, credit-card or line-of-credit statement and asks when it cannot tell. Review is paged, and choosing the same files again resumes an upload you stopped part-way.
3. Confirm each outcome. Add income, add expense, or mark a transfer or card repayment as other activity. Anything already in the books is skipped and possible duplicates are set aside for you to check. Nothing is written until you confirm.
4. Generate the handoff. When the rows are in, the client’s Year-End workbook picks them up with category summaries, receipts and an Income Statement.

Two boundaries. Statement upload is the downloaded-file path: it does not replace the client’s own Plaid connection, and bank deposit reconciliation and card receipt matching keep their own jobs. And ExpenseBot proposes and records; it does not reconcile account balances, close a ledger, or file the return. The exact buttons are in manual bank and card statements.

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 evidence layer. It gathers each client’s receipts, inbox documents, and bank activity, turns them into accountant-ready evidence, then delivers the reviewed result to QuickBooks Online, Xero, Sage, or whatever ledger and workflow 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

1. 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.
2. 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.
3. 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. At year-end, the client's Year-End workbook hands you category summaries, receipts and an Income Statement in one file.
4. 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.
5. 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.

Frequently Asked Questions