The Automation Hub controls two different kinds of automation: collecting new activity and emailing scheduled reports. Their schedules are independent.
Receipt and income collection
Gmail Auto Scanning checks your connected Gmail accounts once each day for new receipts and income. You can turn Smart Scanning on or off, choose Gmail labels to include, and choose which additional linked Gmail accounts participate in the daily scan.
The daily scanner does not send an email when nothing new was found. Use Scan result emails in the Gmail Scanner card to choose:
- After scans with new activity (default): receive a summary soon after a productive automatic scan.
- Weekly digest: combine routine successful results into one Monday email.
Gmail still scans daily in both modes. Problems, items needing review, and manual or historical scans are emailed right away. Step-by-step, plus what still emails immediately: one weekly email instead of daily.
Need to collect receipts or income from another inbox? Open Scan Gmail for receipts & income → Add Gmail. Subscribers can connect up to 3 Gmail accounts. See Multiple Gmail accounts.
Scheduled email reports
The report cards below Gmail scanning control reports that ExpenseBot creates and emails on the schedule you choose. Examples include:
- Scheduled Expense Reports
- Scheduled Income Reports
- Profit & Loss reports
- Cash Radar / Pulse updates
- Other enabled specialist reports shown for your account and role
Choosing Weekly, Monthly, Quarterly, or Yearly on one of these cards changes that report email only. It does not change how often Gmail is scanned or the separate Scan result emails choice in the Gmail Scanner card.
Reminders to tag ongoing work (opt-in)
If you track expenses against an ongoing project, trip, or client, the Automation Hub can remind you when expenses are sitting untagged, so you tag them while the work is fresh instead of reconstructing it later. The reminder is off until you turn it on, and you choose which tags it watches.
Tagging itself stays yours: the reminder points you at the expenses that need attention, and you apply or confirm the tag.
Monthly report for a tag (opt-in)
You can also have ExpenseBot build a report for one tag every month. Pick the tag and a day of the month; on that day ExpenseBot creates the report covering the previous month for that tag and notifies you. The notification deep-links straight into the report.
From that report you can continue in the usual ways — bill the client, or send it to your accounting integration. Nothing is sent to a client or an accountant automatically; the schedule creates the report and tells you it is ready, and every outbound step remains a decision you make.
Add one schedule per tag you want covered. Like every other card here, this is off until you enable it.
Email preferences
Optional deadline reminders and feature tips are managed separately in Settings → Email Preferences. Account, billing, security, requested scan results, and reports you scheduled remain on.
AI assistant access
AI Assistant Tokens are configured in Settings → AI Assistant Tokens, not in the Automation Hub. They let a supported AI assistant submit receipts, search expenses, scan Gmail, and create reports on your request.