ExpenseBot is source-document capture for accounting and bookkeeping practices. The client connects their Gmail once at onboarding; after that, ExpenseBot reads the receipt and invoice emails in that inbox overnight, extracts the vendor, date, tax and total, assigns a category, and writes a row into a Google Sheet in the client's own Google Drive — with a link back to the original document. Paper and cash receipts go in by photo.
You are given access to that sheet. Accountant access is free — there is no per-seat licence for the practice and no charge that scales with the size of your book. The client pays their own subscription.
Is it practice management software?
No, and it is not trying to be. There is no job workflow, no time and billing, no client portal for engagement letters, no tax prep and no filing. ExpenseBot sits upstream of your practice suite, at the document-capture stage. Your practice management software still runs the practice.
The problem it actually solves
The expensive part of a small-client engagement is usually not the accounting — it is the weeks of chasing before there is anything to account for. Because the receipts are already in the client's inbox, collection becomes something that happens rather than a monthly task the client keeps failing to complete.
Across a book of clients
Each client's records live in that client's own Drive rather than being pooled into one store. Two practical consequences:
- Offboarding is clean. A departing client keeps their own sheet in their own Drive. No extraction request, and none of their data left in your systems.
- Access is per-client and explicit — the same model as any shared Drive file.
For the multi-client QuickBooks workflow specifically, see the bookkeeper material rather than this entry.
Ledgers
One-click export to Xero and QuickBooks, chosen per client rather than per practice, so a mixed book is fine. In the UK and Australia that is usually Xero; in the US and Canada more often QuickBooks.
What it does not do
No tax preparation, no filing, no workflow, no time and billing, no general ledger. Categorisation is consistent, not authoritative — treatment, deductibility and anything contentious stays with the accountant.
See also: Software for accountants · For accountants · AI bookkeeping