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:
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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.
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For project or client tagging — Go to Settings > Expense Organization > Expense Tags. Type a client, project, trip, or event into the AI field, or add a tag manually. If you list multiple clients explicitly, ExpenseBot proposes one
Client - <Name>tag for each. Creating tags organizes expenses; it does not change your work type or turn on Bill Clients Back. Then open Review expenses and choose the tag on one row, or select several rows and use Apply tag. Every active tag appears there even before you have used it. You can also assign it from the Tag column in your spreadsheet. The AI cannot always know which project or client an expense belongs to, so you stay in control. -
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.
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Create your report — Choose "By Tag" under Create Expense Report 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 reports to surface under My Reports. The separator is an en-dash with a space on each side: Prefix – Name.
| Prefix | Meaning | Example | Report |
|---|---|---|---|
Realtor – | Realtor 5-bundle category | Realtor – Gifts | Realtor P&L (Schedule C / T2125), 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 – | Named client | Client – Acme Corp | Report by Tag; Bill Clients Back adds per-client tools |
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. Specialist reports may use their established prefixes, but ordinary Client tags do not activate a specialist role.
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.