Tags let you group expenses across categories — for example, a "Las Vegas Trip" tag would include meals, flights, hotels, and Uber rides all under one tag. You can create unlimited tags — there's no cap.
How tags work:
-
AI auto-suggests tags overnight — Our AI analyzes your expenses and suggests tags automatically. For example, if you had expenses in Las Vegas, it'll suggest a "Las Vegas Trip" tag and group them together.
-
For project or client tagging — Go to Settings > Tags and add tags like "Project: Website Redesign" or "Client: Johnson & Co". Then open your spreadsheet, find the Tag column, and use the dropdown to assign them. The AI can't know which project or client an expense belongs to, so this part is up to you.
-
Tag as you go — When you take a photo of a receipt, there's an option to select a tag before processing. You can also write tag:tagname directly on the receipt (e.g. "tag:Vegas Trip") and it'll be tagged automatically.
-
Create your report — Choose "Report by Tag" and select the tag. It pulls all expenses with that tag into the report.
Tag prefix conventions
ExpenseBot recognizes several prefix conventions in tag names. The prefix tells the system how to interpret the tag and which specialized reports to surface. The separator is an en-dash with a space on each side: Prefix – Name.
| Prefix | Meaning | Example | Specialized report |
|---|---|---|---|
Realtor – | Realtor 5-bundle category | Realtor – Gifts | Realtor Commission P&L, Schedule C / T2125 Preview, Gift Limit Checker |
Wedding – | Wedding 5-bundle category | Wedding – Vendors | Wedding Budget Report |
Prop – | Rental property | Prop – Brooklyn duplex | Schedule E (USA) / T776 (Canada) |
Client – | Agency client | Client – Acme Corp | Per-Client P&L, Passthrough Reconciliation, Schedule C / T2125 Preview |
Project – | Project tracking | Project – Website Redesign | Report by Tag |
Trip – | Trip or travel cluster | Trip – Las Vegas | Report by Tag (auto-suggested overnight) |
Why prefixes: they let you have multiple tag families without ambiguity. Acme could be a client, a project, or a trip — but Client – Acme is unambiguous. The persona-specific reports (Realtor, Wedding, Rental Property, Agency) gate on the prefix being present.
Sub-names within a prefix: you can go one level deeper by adding another – separator. Realtor – Gifts – Alice Johnson means "a Realtor Gifts receipt for Alice Johnson". The Realtor Gift Limit Checker uses the sub-name as the recipient.
Custom prefixes: you can invent your own (Region – , Department – , Crew – ) — they show up the same way in reports and in the spreadsheet, they just don't trigger any specialized report.