ExpenseBot has five main work modes. Pick the one that matches who you are, not what features sound nice — the wrong one at signup means a different default layout, different reports, and (for Accountant) a different pricing tier.
| Role | Who picks it |
|---|---|
| Freelancer | Sole proprietor, self-employed, or contractor. You file your own taxes — Schedule C in the US, T2125 in Canada, equivalent year-end summaries elsewhere. Most ExpenseBot users start here. |
| Standard | Employee. You use ExpenseBot just to track expenses for reimbursement from your employer. No tax forms, no deduction categorization, no specialized reports — pure receipt capture and reimbursement export. |
| Incorporated | Owner of a small corporation (Inc., LLC, Ltd., Corp.). Behaves like Freelancer — same deduction tracking, same Suggested Reports — minus the Schedule C / T2125 worksheet (because your corporation files Form 1120 / T2, not personal returns). Output is clean G/L data your accountant uses. |
| Teams (Team Admin) | Multi-user — your company has employees who all use ExpenseBot together. You pay one bill that covers everyone's licenses, manage team-wide settings (categories, approval workflows), and add/remove team members. You and every team member also track personal expenses on individual sheets. |
| Accountant / Bookkeeper | You manage other people's books — invite your clients, review and approve their expense reports, check compliance, and one-click export to QuickBooks / Xero / Sage / Wave. You also keep your own personal expense tracking alongside, and act as manager/accountant/bookkeeper across all your client accounts. Free tier. |
The most common mix-up
"I want to invite my team and pay for their licenses" → that's Teams (Team Admin), not Accountant. Accountant is for managing clients outside your own organization (each client has their own ExpenseBot account; you get the free tier for managing them, approving their reports, and exporting to your accounting software).
Switching after signup
If you picked the wrong one, email support@expensebot.ai with your current and intended role — we'll flip it manually. Self-serve switching isn't available because it would create data-tagging confusion in your existing reports and spreadsheet structure.
Other specialized starting points
ExpenseBot also offers narrower starting points for Realtors (mileage-heavy), Agencies (bill-back to clients), and Executive Assistants (manage another person's expenses on their behalf). These all live in the same picker at signup.