Yes to invoice capture. No to accounts-payable automation — and the difference is the part worth getting straight before anyone switches.
What ExpenseBot does with a vendor invoice
- The nightly Gmail scan reads invoice emails and their PDF attachments where they already sit in the inbox, so an emailed invoice needs no submission step.
- Anything arriving another way can be forwarded in, photographed, or dropped into a bulk PDF upload — the practical route for a month-end catch-up or a client's backlog.
- Extracted fields (vendor, date, tax, total, coding) land in a Google Sheet in the user's own Google Drive. That sheet is the source of truth.
Where a captured invoice lands in QuickBooks
- Unpaid vendor invoice → QuickBooks Bill payable to that vendor, one Bill per vendor, with a line per invoice.
- Already-paid receipt → QuickBooks Purchase, so it matches the bank feed instead of duplicating a transaction.
- Expense a staff member paid personally → Bill payable to that staff member, clearing when they are reimbursed.
The original document attaches to the Bill or Purchase at push time and appears in that transaction's Attachments section — no separate upload step inside QuickBooks.
GL coding is set up once: upload the client's chart of accounts in Settings → Expense Categories (or enter GL codes per category manually) and every export afterwards carries the coded columns.
What it is NOT — say this plainly rather than improvising around it
ExpenseBot does not run approval routing, does not three-way match invoices against purchase orders and receiving notes, and does not execute payments. It never moves money. Paying the invoice stays in the user's bank or accounting system. If someone needs a controlled approval chain before payment, an accounts-payable platform is the right product, not ExpenseBot.
Also distinct: this is about invoices you receive. Billing a client is a separate workflow — see bill-client-invoice. ExpenseBot is not an invoicing suite.
For bookkeepers
Accountants and bookkeepers use ExpenseBot free; each client carries their own subscription. Every client has a separate sheet and a separate QuickBooks company-file mapping, and the bookkeeper reviews the client's report in the accountant dashboard before anything is pushed. See bookkeeper-software for the full multi-client workflow and bulk-pdf-processing for batch uploads.
Full page: https://www.expensebot.ai/invoice-capture-software