ExpenseBotChoose your path

For automation builders and technical operators

Give your accounting automation the receipts it is missing.

ExpenseBot finds receipts, invoices, and payment notices in Gmail, turns them into structured records in Google Sheets and Drive, and makes them available to ChatGPT, Claude, Viktor, and custom agents.

See the workflow
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  • Your Google Drive

Your AI accounting agent can reconcile transactions.

But can it find the receipt?

The purchase evidence is often buried in Gmail before your automation ever sees it.

The missing first mile

Start with evidence, then automate the accounting work.

01

Capture the evidence

Scan Gmail now or historically, then fill gaps with receipt photos and PDFs.

02

Review and organize

Apply categories, G/L mappings, client or project tags, and review exceptions.

03

Connect your agent

Let ChatGPT, Claude, Viktor, or a custom agent search, report, and prepare the next step.

04

Keep accounting in charge

Send reviewed records to your accounting package or create a clean import file.

A real accounting automation

Receipt capture, firm rules, and the ledger each stay in their lane.

"The MCP connection itself is working well, and it gives us a practical way to combine ExpenseBot's receipt capture with Viktor's access to Zoho and our accounting rules."

From an accounting workflow built with ExpenseBot, Viktor, and Zoho Books.

Read the workflow details
ExpenseBotFinds and structures receipt evidence
Your agentApplies workflow and reconciliation rules
Your accounting systemRemains the source of truth

Two useful starting points

Use it yourself, or make it a component in a client workflow.

For an owner or operator

Automate my own expenses

Connect Gmail, recover historical receipts, review the records, then work with them from ExpenseBot, ChatGPT, or Claude.

For a builder or consultant

Build accounting automations for clients

Use ExpenseBot as the receipt and expense layer, then let your agent and accounting platform handle the workflow you design.

Explore the MCP connection

Work from the conversation

Ask for the outcome, not the filing steps.

Connect ExpenseBot to ChatGPT, Claude, Viktor, or another agent that supports MCP, then run the expense workflow directly from that agent. See more copy-and-paste prompts

Capture receipts and expenses

Get the evidence in without leaving the conversation — the step most accounting automations skip.

  • Drop a receipt image or PDF into the chat. The agent sends it to ExpenseBot, which extracts the vendor, date, amount, tax, and category and adds the structured record.
  • Describe an expense in ordinary language — “Add the $48 client lunch at Baro from yesterday.” The agent structures the details, asks you to confirm them, and submits the completed expense.
  • Ask the agent to scan Gmail for receipts and income notices, including historical years.
  • Check the scan's progress and see exactly what was added, skipped, or identified as a duplicate.

Find, organize, and correct the records

The agent can search merchants, dates, amounts, categories, locations, receipt details, clients, projects, and trips.

  • “What did I spend on software last month?”
  • “Find the Uber receipts from my Las Vegas trip.”
  • “Show me every expense for the Acme project.”
  • “Group these expenses under Client – Acme.” — when a change affects existing records, the agent shows the proposed changes and asks for confirmation before applying them.

Create the finished report

The agent finds the matching records, creates the report, and can share it with the people you name.

  • “Create a report from all my Uber receipts during last month's Las Vegas trip.”
  • “Create an August expense report for Acme and share it with my accountant.”
  • “Build a report for this project and prepare it for client billing.” — rebillable reports can be prepared as client invoices for your review.

Review the financial picture

From the same conversation, ask for:

  • Income, expenses, and profit — P&L by month, client, project, property, or event.
  • Monthly books checkups and spending comparisons.
  • Subscription and recurring-charge audits.
  • Mileage summaries.

Move the reviewed work into accounting

Your accounting package stays the source of truth at every step.

  • For Zoho Books, the agent prepares the posting, shows the complete proposal, and submits it only after your approval.
  • For QuickBooks Online, Xero, Wave, and FreeAgent, the agent creates the report and opens its exact accounting handoff — ready for you to review mappings and complete the submission.

Not a chat person?

Prefer workflow automation instead of chat?

ExpenseBot is also live in the Zapier App Directory, with triggers for new expenses and reports and actions including uploading receipts, creating expenses, starting Gmail scans, and generating expense reports. The same ExpenseBot capabilities can be used from an AI agent, a Zap, or the ExpenseBot app.

Clear boundaries

Automation without pretending the agent is the accountant.

You review before submission. Unclear records and exceptions remain visible for a person to check.

Your files stay yours. Primary expense records and receipt documents live in Google Sheets and Drive you own.

Your accounting package stays authoritative. Send reviewed output to QuickBooks, Xero, Zoho Books, FreeAgent, or an import file.

Give the automation something trustworthy to work with.

Start with your own Gmail history. Add the agent after the evidence is organized.

Common questions

Does ExpenseBot replace my accounting system?

No. ExpenseBot captures and organizes the receipt evidence that accounting workflows often lack. QuickBooks, Xero, Zoho Books, FreeAgent, or your existing package remains the accounting source of truth.

Do I need to be a developer?

No. Owners can connect Gmail and use ExpenseBot directly. ChatGPT and Claude are listed connections. Builders can use the same ExpenseBot account through its remote MCP connection in a larger automation.

Can the agent submit expenses into my accounting package?

In two tiers. For Zoho Books, the agent prepares the posting, shows you the complete proposal, and submits it only after you approve. For QuickBooks Online, Xero, Wave, and FreeAgent, the agent creates the reviewed report and opens its exact accounting handoff, ready for you to check the mappings and complete the submission yourself. Nothing posts without a person approving it.

Where are my receipts and records stored?

Your primary expense records and receipt documents are stored in Google Sheets and Drive that you own. ExpenseBot stores the limited account, authorization, audit, and duplicate-prevention metadata needed to operate the service securely.