How do I track and bill reimbursable client expenses?

When you pay expenses on a client's behalf, ExpenseBot organizes them by client, matches receipts against your card transactions, builds a client-specific report, and turns that report into an invoice. The workflow:

1. Create client tags

1. Open Manage Tags.
2. Choose Create a Tag with AI.
3. Enter your client names.

ExpenseBot creates tags such as Client - Acme — one per client. Tags are what tie an expense to a client, so this step comes first.

2. Bring in expenses

• Existing receipts: upload them manually (photo, PDF, or forward the email).
• New receipts: the monthly subscription scans Gmail daily for new receipts from activation onward.
• Receipts from the last completed calendar year: a one-time historical Gmail scan is available ($20, included free with the annual plan). The monthly plan does not include historical scanning — daily scanning starts when you activate.

3. Connect cards and find missing receipts

Open Card Reconciliation and connect every card you use for client purchases. Card transactions that have no matching receipt are flagged, so you can spot client charges that are missing documentation and add the receipt. Transactions you don't want flagged again can be dismissed.

4. Assign expenses to clients

Select the client tag while submitting a receipt, or add it afterward. The tag determines which expenses appear in that client's report — an untagged expense won't be included.

5. Create the report and invoice

1. Open My Reports.
2. Choose the client tag and the date range.
3. Create the report.

The finished report card shows a Bill Client button that turns the report into a Google Doc invoice with every receipt as a line item — markup, business details, and PDF delivery are covered in the billing guide.

You can also do steps 4-5 conversationally: ask ExpenseBot's assistant to "create a report for Client Acme this quarter" and it will show you the matching set before creating anything.

6. Correct a report

Delete the incorrect report and create it again with the right tag or date range. Deleting a report does not delete or modify any expenses in your spreadsheet — a report is a grouping, not the data itself. The existing report must be deleted before recreating it from the same underlying expenses.