Yes! You can connect multiple Gmail accounts to ExpenseBot and scan each one for historical receipts. Up to 3 connected Gmail accounts is included in the subscription, and historical scan range applies independently per connected account.
🔑 Forwarding emails vs. linked Gmail accounts — common confusion: Adding an email in Settings as a Forwarding Email is NOT the same as connecting a second Gmail account. A forwarding email only lets you forward receipts from that address to receipts@expensebot.ai — nothing in that inbox is read automatically.
To have a second inbox auto-scanned (every receipt picked up without forwarding), you need to connect it as a Gmail account using the + Add Gmail button on the Gmail Processor page. That's what this article is about.
📧 How it works:
✅ Connect up to 3 Gmail accounts (subscription feature)
✅ ExpenseBot scans each account for receipts
✅ All receipts are organized together in your one master ExpenseBot spreadsheet
✅ Each receipt's Notes column is tagged Inbox: <email>, so you can always tell which connected account a receipt came from (filter or sort on it)
✅ Each account runs its own overnight scan
✅ Historical scan range applies per account — each connected account can be scanned for the current year with a subscription, or for completed prior years with one-time historical unlocks
📅 Historical Scanning — one inbox at a time: When you connect a second account, you can run a historical scan to pull a prior year's receipts — perfect for tax time or backfills. The year-scan runs on whichever inbox is selected, so to backfill more than one inbox you select each and run its own scan.
- Go to Process from Gmail and connect the new account
- Select that account from the dropdown — the scan applies to whichever inbox is selected
- Choose a time period (e.g., a completed prior year)
- Click Scan — it runs in the background; repeat for each inbox you want backfilled
- You'll receive an email notification when the scan is complete with a summary of what was found
The scan processes in the background, so you can close the page and come back later. When it finishes, you'll get an email showing how many receipts were processed and how many need your review.
💡 Perfect for:
- Pulling a full year of receipts from a work email for taxes
- Separate work and personal email accounts
- Multiple business email addresses
- Catching up on receipts from a newly connected account
Do I need to manually label emails? No — ExpenseBot scans everything in your inbox automatically. Any receipts you've manually labeled "ExpenseBot" will be included, but you don't need to label anything for the automatic scan to work. Labels are optional and useful when you want to guarantee a specific email gets picked up, but the scanner finds the vast majority of receipts on its own.
Getting all your old receipts: If you have historical receipts you want pulled in (e.g. a prior tax year), use the historical scan option — just connect the account and select a time period. Don't manually forward or label old emails one by one; the historical scan covers them all in one pass.
Accountants: If you manage clients, the "scan a year" button on your accountant dashboard covers the client's primary inbox only. To backfill a client's additional connected inbox, open the client's account (act-as / manage their account), select that inbox from the dropdown, and run the year-scan there. See Gmail receipts for accountants for the full accountant workflow.
Pricing — what you'll see when you click "+ Add Gmail": Multiple connected Gmail accounts (up to 3) is a subscription feature. Clicking + Add Gmail prompts you to subscribe if you aren't already. The subscription is $10/month or $100/year per seat — roughly 2 months free annually.
For historical scanning beyond the current year:
- $20 one-time unlock — last completed calendar year
- $40 one-time unlock — any older or custom historical year, one year at a time
- Annual subscription gift — annual billing includes the last completed calendar year after the first annual payment
Each historical unlock applies across all your connected accounts, so if you have 3 inboxes connected and unlock 2023, you can run the 2023 historical scan on each of them.
Free trial users: During the free trial, the +Add Gmail button won't appear — it shows up once you subscribe.