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 their Gmail for automatic scanning. Client employees can also be connected (up to 5 email addresses per account).
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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 pushes to QuickBooks — The bookkeeper logs into the ExpenseBot accountant dashboard (free forever), switches to the client's workspace, reviews the report, sets Class and Customer in the push dialog (for grant or donor tracking), and pushes. Smart routing handles the rest — already-paid expenses become QBO Purchases, 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 5 employee email addresses can be connected for receipt syncing.
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.