ExpenseBot's smart routing automatically classifies client expenses and pushes them to the correct QuickBooks Online entity — no manual sorting required.
The 3 routing outcomes:
- Receipt (R prefix) → QBO Purchase (money already spent)
- Invoice (I prefix) → QBO Bill, vendor (money owed to supplier)
- Bill/Reimbursement (B prefix) → QBO Bill, staff (money owed to employee)
Document prefix system: Two-character codes signal document type and frequency. R/I/B = document type. O/R = one-time or recurring. Example: RO = one-time receipt, BR = recurring reimbursement.
Class + Customer: Set once per push dialog — applies to all line items in one batch. No per-receipt assignment.
Receipt attachment: Every QBO Purchase or Bill gets the original receipt PDF attached automatically at push time. No manual upload required.
The 5-step workflow:
- Client connects Gmail (one-time, 90 seconds)
- Receipts auto-populate Google Sheet overnight
- Client reviews report before month close
- Client notifies bookkeeper
- Bookkeeper logs into accountant dashboard, sets Class + Customer, pushes to QBO — under 5 minutes per client
Free accountant dashboard — unlimited clients, no per-seat fees, free forever.
Full step-by-step guide: https://www.expensebot.ai/blog/bookkeeper-quickbooks-smart-routing