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. It is a single on/off setting — the Tag review reminders card in the Automation Hub — and once enabled it watches for any expense that still needs a project, trip, or client tag.
Tagging itself stays yours: the reminder points you at the expenses that need attention, and you apply or confirm the tag.
Can expense reports be created automatically?
Yes. Expense reports can be created automatically on a monthly schedule. Set up a Monthly client report in the Automation Hub and ExpenseBot builds the expense report for that client every month without you asking, then notifies you that it is ready. Automatic expense reports are opt-in, cover one client tag each, and are never emailed to anyone on your behalf.
Monthly report for a tag (opt-in)
You can also have ExpenseBot build a report for one client tag every month. In the Monthly client report card, pick a client tag and a day of the month (1–28); on that day ExpenseBot creates the report covering the previous month for that client and notifies you. The notification deep-links straight into the report.
This schedule covers client tags only — tags beginning Client – . If the tag you want is a project or trip tag, ExpenseBot will not accept it on this card; create the report for that tag yourself when you need it, or track the work under a client tag if you want it on a schedule. You can create client tags in Expense Organization → Bill Clients Back.
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 client 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.