ExpenseBot turns a client-grouped expense report into a client invoice without re-entering the receipts. Here's the current flow:
1. Capture the receipt. Forward it to receipts@expensebot.ai or snap a photo. ExpenseBot extracts vendor, date, total, tax, and currency automatically and stores the original in your Google Drive.
2. Assign it to the client. Choose the Client – Acme Co group while adding the expense, or open Assign existing expenses to clients. That view includes blank and default-Business rows while keeping Personal and already-specific groups out of the way.
3. Create the exact client report. Open Create a client report, choose the client group and date range, and review the included expenses. ExpenseBot does not silently collect every client expense since a previous invoice; the report is the exact reviewed scope you will bill.
4. Open Bill Client. On the finished report card, choose Bill Client, review the From and Bill To details and any markup, then generate the private Google Doc invoice. Edit it if needed, download a PDF or stage a Gmail draft, and send from your own address.
5. Track the invoice. The client invoice appears in ExpenseBot's income workspace so you can review its status. Billing a client and deciding the expense's tax treatment are separate jobs; ExpenseBot does not automatically change the original expense's deductibility when an invoice is created or paid.
This works for any audience that pays out of pocket and bills clients back: freelancers and consultants, agencies passing through ad spend or contractor costs, photographers billing venue fees and equipment rental, and travel-heavy contractors itemizing flights, hotels, meals, and mileage. Mileage logged in ExpenseBot can also be tagged reimbursable and converted to dollars at the client's agreed rate or the IRS standard rate.
You can also ask ExpenseBot to do the preparation with you: “Group my July Acme travel expenses under Client Acme and create a report.” It searches for the exact rows, shows a preview, and waits for approval before changing anything. Once the report exists, ask “Take me to bill the client for this report” for the reviewed Bill Client handoff.
Need to add or rename a client first? Open Set up or manage clients.
See the reimbursable expense invoice landing page for the full feature breakdown and FAQ.