ExpenseBot turns any tagged reimbursable expense into a client invoice without double entry. Here's the 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. Tag it reimbursable + assign a client. From the expense row, mark it Reimbursable and pick the client (e.g. Reimbursable – Acme Co). This is the only step you do — the rest is automatic.
3. Run bill-back. Click Generate Bill-Back Invoice. ExpenseBot pulls every reimbursable expense for that client since the last bill-back, generates a professional Google Doc invoice with each expense as an itemized line (date, vendor, description, amount), exports it as a PDF, and creates a Gmail draft addressed to the client.
4. Review and send. Edit anything in the Google Doc if needed, then send the Gmail draft. The client receives a standard PDF attachment — no new app or login required for them.
5. Mark paid. When the client pays, mark the invoice paid in ExpenseBot. The expenses flip from "deductible" to "reimbursed" so they correctly drop off your Schedule C / T2125 — reimbursed expenses are not tax deductible (you can't double-dip on something the client paid back).
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.
Versus alternatives: FreshBooks and QuickBooks both require double entry — log the expense, then manually pull it onto an invoice. ExpenseBot is single entry: forward the receipt once, tag reimbursable, invoice generated. ExpenseBot is $10/month flat; FreshBooks runs $17–55/month for the same workflow. Manual Word/Excel invoicing has no audit trail, no per-client P&L, and no automatic separation of reimbursed vs deductible.
See the reimbursable expense invoice landing page for the full feature breakdown and FAQ.