ExpenseBot is free forever for accountants and bookkeepers. This is the train-the-trainer reference — the non-obvious setup, plus the answers your clients will ask. Hand the client-facing parts straight to them.
👥 Run every client from one login — "acting for"
Use the client switcher to act as any client. You see exactly what they see — create reports, fix tags, run scans — without logging in and out.
Nuance: it's a full identity swap. Anything you do applies to the client's account, not yours. The banner at the top always shows whose account you're in.
✉️ Inviting clients — free or sponsored
Send an invite that carries a unique link / token. You can invite a client to their own account, or sponsor (pay for) them.
Nuance: the invite must be opened from the link — a client who signs up from the bare homepage instead won't be connected to you. Always send the link.
🎓 What your clients always ask (and the answer)
| Client says | What's actually happening | Tell them |
|---|---|---|
| "It only goes back ~2 months" | The nightly scan reads only recent mail | Run a historical scan — pick the period (how far back depends on their plan) |
| "I can't add my other Gmail accounts" | Auto-scanning extra inboxes is a paid add-on | Connecting inboxes is an upgrade; forwarding from them is free |
| "Forwarding vs. connecting Gmail?" | Two different features | Forwarding = manual, one email at a time; connecting = whole inbox, automatic |
Hand clients the user cheat sheet so they can self-serve these.
📊 Reports & exports
Create per-client reports by date or by tag, then export to QuickBooks or Xero — receipts attach to the exported transactions.
Nuance: if a client's ExpenseBot files live in a company Google Shared Drive, everything still works — but if "Create Report" ever seems to do nothing, that's the tell; flag it to us.
🏷️ Tags = each client's structure
Use client / project tags to partition a client's data; tags drive both reports and tax forms. Consistent tags during the year = clean exports at year-end.
💳 Plans, in one breath
Clients pick Single User (one person) or Multi-User (a team); optional add-ons extend inbox count and historical reach. You're free regardless. Exact limits live on the pricing page.
📚 Go deeper
- The user cheat sheet — hand this to clients
- Forwarding vs. connected Gmail
- Multiple Gmail accounts + historical scans