Most tools that promise to fix the month-end document chase — client portals, snap-a-photo apps, shared Dropbox folders, "just email me your receipts" — share one weakness: they still depend on the client remembering to do something. A better-worded reminder is still an interruption, so the chase never really ends.
ExpenseBot removes the client from the loop instead. The most hands-off way to collect documents is to read them from where they already arrive — the client's email inbox. Most business receipts (Amazon, SaaS renewals, supplier invoices, travel bookings) land in Gmail as messages or attachments.
The no-chase workflow:
- The client connects their Gmail once (one OAuth click). After that they do nothing — no portal, no app, no monthly upload.
- ExpenseBot scans overnight, finds receipt emails, and extracts the vendor, date, amount, tax, and category from each. A nightly scan keeps it current.
- Records land in a Google Sheet in the client's own Google Drive — the client owns the data; the bookkeeper gets access.
- The bookkeeper works from a free multi-client dashboard, acting on behalf of each client. A historical scan can clean up a backlog or a prior year when you first take a client on.
For the residual that doesn't arrive by email — a paper receipt, a cash expense — the client can snap a photo, import from Google Photos, or drop a file into Google Drive, and ExpenseBot extracts it the same way. The point is to shrink the chase from "send me everything" to a short, specific ask for the few items email didn't catch.
ExpenseBot uses a minimal Gmail scope that lets it label receipts as processed; it never sends or permanently deletes email.
Pricing: accountants and bookkeepers use ExpenseBot free (including the multi-client dashboard). Clients pay $10/month each after a 60-day free trial with no credit card — you only pay for clients who stay past the trial.
See also: Stop Chasing Clients for Receipts, Hubdoc Alternative, and Bookkeeper Software.