Yes — ExpenseBot is built for the workflow office managers and personal assistants deal with every month: tracking down receipts from teammates who keep forgetting to send them, reconciling the company card, and making sure nothing goes missing before month-end close. The Office Manager Expense Tracker turns the monthly receipt-chasing scramble into a short weekly review.
Two ways to run it
- One account, teammates forward receipts (small offices). You run a single ExpenseBot account. Add each teammate's email under Settings → Forwarding Addresses; each of them clicks the verification link ExpenseBot emails them. From then on they forward receipts, including photos and PDFs, to receipts@expensebot.ai, and every receipt lands in your one Google Sheet. Forwarded receipt activity on the Add Expense tab shows what arrived and who forwarded it. The free trial allows 2 forwarding addresses and a subscription 6, so this suits small offices.
- Team plan, one seat per person (larger teams). Each teammate gets a license, connects their own Gmail, and keeps their own ExpenseBot Google Sheet. From Team Management you push G/L accounts, project tags, the mileage rate and the email address where completed reports go, and completed expense reports arrive there. If the company has cards, Push Settings → Corporate Card lets you assign each card to its holder and follow missing receipts on one dashboard. See what a team admin can do.
What happens to each receipt
Gemini extracts vendor, date, amount, payment method, sales tax such as GST/HST, and suggests an expense category for review before writing the record to the appropriate Google Sheet. The same receipt forwarded twice isn't added twice. BYOC team card reconciliation through a supported bank connection or statement upload shows which card charges have receipts and which don't. Reviewed reports use supported direct accounting integrations or file-based handoffs.
Who it's for
Office managers, personal assistants, EAs, and admin staff running expenses at small offices (3-20 people). Typical customers: a law firm with 8 attorneys, a dental practice with 12 staff, a marketing agency with 15 people, a family office PA covering two principals and their households.
What it replaces
The usual stack: a shared Google Sheet that nobody updates, a folder of paper receipts in a drawer, three Slack reminders per week asking Mark for the Home Depot receipt, and a monthly panic export to QuickBooks. ExpenseBot collapses that into one tool.
Pricing
$10/user/month with a 60-day free trial. No per-report fees, no approval-workflow surcharges, no onboarding minimum. Annual billing available via ExpenseBot pricing.
Exports
QuickBooks Online, Xero, and Zoho Books (owner-only public beta with review-before-post) use direct connections. Sage 50 (US and Canada), Sage Intacct, FreshBooks, NetSuite, and Business Central use reviewed file workflows with package-specific preview instructions — and a reviewed Zoho CSV remains available as that platform's file alternative. QuickBooks Desktop IIF is not currently supported.
Not for
Companies with 100+ employees needing formal approval workflows, policy enforcement, corporate-card issuance, or virtual-card controls. SAP Concur, Ramp, and Coupa serve those better. ExpenseBot is built for the office manager who just needs everyone's receipts in one place without an IT project.