ExpenseBot is designed for the outsourced bookkeeping model, where the person collecting receipts (the client) and the person pushing to QuickBooks (the bookkeeper) are different people.
The recommended multi-client workflow:
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Client setup — The bookkeeper creates an ExpenseBot account under a shared email address for the client (e.g., finance@clientdomain.org) or uses the existing client Gmail. Connect QuickBooks during setup.
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Client collects receipts — Clients forward receipts to ExpenseBot or connect Gmail for automatic scanning. A subscribed workspace can connect up to 3 managed Gmail inboxes for automatic scanning and up to 6 forwarding addresses for forwarded receipts.
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Auto-generated reports — ExpenseBot automatically generates expense reports weekly (or on demand) in the client's Google Sheet. No bookkeeper involvement needed at this stage.
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Client reviews and recodes — The client reviews the report and adjusts category codes directly in the spreadsheet. The spreadsheet is the source of truth — any recoding should happen here before pushing to QuickBooks.
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Client notifies bookkeeper — When the report is ready, the client lets the bookkeeper know.
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Bookkeeper sends to QuickBooks — The bookkeeper logs into the ExpenseBot accountant dashboard, switches to the client's workspace, reviews the report, and selects Send to QuickBooks. The confirmation step shows the accountant's connected QuickBooks company, payment accounts, vendors, Class, and Customer. Recognized card sources and previously confirmed vendors are filled in; unresolved items require a choice. Already-paid expenses become QBO Purchases and unpaid invoices become QBO Bills.
Account structure options:
- Client owns the account — bookkeeper has view/push access via the accountant dashboard. Client can see their own data.
- Bookkeeper owns the account — create under a shared client domain email (finance@clientdomain.org). Up to 3 managed Gmail inboxes can be connected for automatic scanning, and up to 6 forwarding addresses can send receipts into the workspace.
The QuickBooks connection and remembered account/vendor choices belong to the logged-in bookkeeper and the selected QuickBooks company. The report and spreadsheet remain the client's. This separation lets one accountant work across clients without copying one client's QuickBooks preferences into another client's ExpenseBot data.
The accountant dashboard:
The accountant dashboard is free forever — no per-client seat fees, no tier upgrades. One bookkeeper login connects to unlimited client workspaces. See /accountant for the full accountant feature overview.