Invoice + Contract Compliance for RIAs — Every Invoice Paired to Its Contract
Upload vendor invoices alongside their governing contracts. ExpenseBot extracts the signatory page from each contract, tracks expiry dates so you never miss a cancellation window, and runs Form ADV compliance on every invoice with SEC citations. Every invoice has a contract. Every contract has a signatory. Every allocation is documented.
Join 50+ RIAs automating Form ADV compliance with ExpenseBot
🎯 NEW: Form ADV Auto-Retrieval - Enter your firm name and we'll pull your Form ADV directly from the SEC database
💡 Vendor Contract Magic: Upload contracts once. ExpenseBot automatically matches every invoice to its governing contract or engagement letter. Plus, get alerts before auto-renewals based on YOUR cancellation deadlines. Never pay for forgotten subscriptions again!
The Dual Compliance Nightmare — Solved
Every invoice needs a contract behind it. Every contract has a signatory and an expiry. ExpenseBot tracks both automatically.
From Invoice + Contract to Full Compliance in 6 Steps
Every invoice paired to its contract — signatory extracted, expiry tracked, Form ADV allocation documented
Upload Invoice
Drop PDFs or forward emails
Upload Contract
AI extracts signatory + expiry
AI Parses
Extracts vendor, amount, line items
Into Spreadsheet
Invoice linked to contract row
Run Compliance
Form ADV allocation + citations
Expiry Alerts
Notified before auto-renewals
Watch: Run Compliance on Your Invoices in 60 Seconds
Finally: Expense Compliance That Actually Works
Upload Invoices → Run Compliance → Get SEC-Defensible Allocations
Our AI reads YOUR Form ADV, expense policies, and vendor contracts to automatically determine fund vs. adviser allocation. Every decision includes citations and reasoning. Push to QuickBooks or export to any accounting system. It's that simple.
How ExpenseBot Works for Investment Advisers
Step 1: One-Time Setup (5 minutes)
Auto-Retrieve Form ADV
Just enter your firm name. We'll find and pull your Form ADV directly from the SEC database. No manual upload needed.
Upload Vendor Contracts (Game-Changer!)
Drop in your vendor agreements and engagement letters. When you run compliance, ExpenseBot matches every invoice to its contract. BONUS: Get renewal alerts based on your cancellation notice requirements - never accidentally auto-renew Bloomberg at 20% higher again!
Add Expense Policies
Upload your internal expense policy (optional). The AI will consider it alongside Form ADV when making allocation decisions.
Step 2: Upload & Process Invoices
Upload invoices in bulk via PDF, forward email receipts, snap photos, or integrate with Gmail. Our bulk PDF uploader handles hundreds of invoices at once - perfect for month-end processing or catching up on backlogs.
Multiple Ways to Get Invoices Into ExpenseBot:
- Bulk PDF Upload: Upload hundreds of PDF invoices at once
- Email Forward: Simply forward invoices to receipts@expensebot.ai
- Gmail Integration: Connect your Gmail to auto-import invoice emails
- Mobile Upload: Snap photos of paper invoices on your phone
- Drag & Drop: Drop files directly into ExpenseBot
Step 3: Run Compliance & Get Instant Allocations
Click "Run Compliance" and watch the magic happen. ExpenseBot analyzes each invoice against your Form ADV, matches it to vendor contracts, and determines if it's a fund or adviser expense - with specific citations explaining why.
The Three Powers of Compliance Check
1. Form ADV Allocation
Every expense gets allocated (Fund vs. Adviser) with specific Form ADV citations explaining why. SEC examiners see your consistent methodology.
2. Vendor Contract Matching
Automatically links invoices to their governing contracts or engagement letters. Know which agreement covers each expense. Track spend against engagement caps.
3. Renewal Alerts (Hidden Gem!)
Based on YOUR cancellation notice requirements (30, 60, 90 days), get alerts before contracts auto-renew. The feature that pays for itself by preventing just one unwanted renewal.
What You'll See:
- Allocation Decision: Fund Expense or Adviser Expense
- Form ADV Citations: Specific sections supporting the decision
- Policy Compliance: Checks against your expense policy
- Vendor Matching: Links invoice to contract with renewal alerts
- Confidence Score: AI's certainty level for review priority
Vendor Intelligence: Know Where Your Money Goes
Every invoice links to its contract. Every renewal tracked. Every cap monitored.
Auto-Link Invoices
AI matches each invoice to its governing contract or engagement letter automatically
Renewal Alerts
Get notified 30/60/90 days before auto-renewals based on YOUR cancellation windows
Engagement Cap Tracking
Monitor spend against engagement letter limits — know before you exceed scope
Cancel Forgotten Subs
Surface vendors you're paying but not using — the feature that pays for itself
Contract Repository: Signatory, Expiry, Paired to Every Invoice
RIA compliance doesn't end at the invoice. Every vendor relationship requires a governing contract, and every contract requires a documented signatory. ExpenseBot treats invoices and contracts as a pair — not separate uploads.
Signatory Extraction
Upload any vendor contract — MSA, engagement letter, data license, service agreement. ExpenseBot's AI locates the signatory page and extracts it automatically. The signed page is stored as a compliance artifact, linked to every invoice from that vendor. No manual page-hunting for examiners.
Expiry + Cancellation Deadline Tracking
Every contract has a term date and a cancellation notice window (30, 60, or 90 days). ExpenseBot reads both from the uploaded agreement and fires an alert when your cancellation window opens — not when the contract has already auto-renewed at a higher rate. Bloomberg, FactSet, Refinitiv, Advent — all tracked.
Invoice-to-Contract Pairing
When you process an invoice from Bloomberg, the system automatically links it to the Bloomberg master agreement in your repository. The compliance file for that invoice contains: the parsed invoice, the governing contract, the extracted signatory, the Form ADV allocation with citations, and the contract cap utilization. One click for examiners, not an afternoon of folder-hunting.
The Contract Workflow — One-Time Setup Per Vendor
- Upload the vendor's contract (PDF) to the ExpenseBot contract repository
- AI reads the document, extracts: signatory page, effective date, expiry date, cancellation notice period, and any spend caps
- You confirm the extracted fields (takes 30 seconds per contract)
- Every subsequent invoice from that vendor is auto-paired to this contract
- Compliance check runs against both the Form ADV and the contract terms
- You receive an alert when the cancellation window opens — before auto-renewal locks in
Contract types supported
MSAs, Engagement Letters, Data Licenses, Service Agreements, SaaS Subscriptions
Signatory extraction
Automatic — signature page located and stored as compliance artifact
Alert timing
Configurable: 30 / 60 / 90 days before cancellation deadline
Pairing method
AI matches by vendor name + service type; manual override available
Step 4: Push to Accounting Systems
One click to QuickBooks creates bills with proper coding. For NetSuite, Sage, Business Central, Zoho Books, or FreshBooks - export a ready-to-import file. No manual data entry ever again.
SEC Compliance Features Built for RIAs
Form ADV Part 2A Integration
Upload your Form ADV and expense policy. Our AI reads these documents and automatically applies your specific allocation rules. Every expense decision is backed by citations from your actual compliance documents.
- Auto-retrieval from SEC EDGAR database
- Parses allocation methodologies from Item 5
- Identifies expense categories from your policy
- Updates automatically when you amend ADV
Multi-Fund Allocation Engine
Handle complex allocation scenarios: management company vs funds, multiple fund families, series trusts, and side-by-side management. Set default rules or override per invoice based on your operating agreement.
- Pro-rata allocation by AUM or custom percentages
- Split research costs across strategies
- Separate soft dollar vs hard dollar expenses
- Track 12b-1 fees and revenue sharing
Audit-Ready Documentation
Every allocation decision is documented with reasoning and policy citations. Export comprehensive reports for SEC exams, annual audits, or board meetings. Maintain a complete audit trail of who approved what and when.
- Timestamped approval workflows
- Policy citation for each allocation
- Quarterly expense analysis reports
- SEC exam response packages
Built for Modern Asset Managers
Research & Data Vendors
Bloomberg, Refinitiv, FactSet, alternative data
Automatically categorize research expenses by strategy. Track soft dollar arrangements separately. Allocate alternative data costs to specific funds based on usage. Monitor MiFID II research payment accounts. Document best execution committee decisions.
Technology Stack
Portfolio systems, risk management, compliance tools
Split enterprise licenses across funds and adviser. Track per-user costs for systems like Aladdin or Charles River. Allocate compliance system costs (ComplySci, StarCompliance) to management company. Handle multi-year contracts with monthly accruals.
Professional Services
Legal, audit, administrator, consultant fees
Parse legal invoices to allocate fund formation vs operational costs. Split audit fees by fund complexity. Track administrator fees with basis point calculations. Separate regulatory vs business consulting. Handle retainers and true-ups automatically.
Why This Changes Everything for Investment Advisers
SEC-Ready Documentation
Every allocation includes citations from YOUR Form ADV in a locked, tamper-proof report. Complete audit trail with timestamps. When examiners ask why an expense was allocated, you have unalterable documentation showing your consistent methodology.
Never Miss Another Contract Renewal
AI matches every invoice to its contract and tracks renewal dates. Get alerts before Bloomberg auto-renews at 20% higher. Know when that legal engagement letter is about to exceed its cap. See which vendors are billing outside scope.
Minutes Not Days
Process hundreds of invoices in the time it takes to manually review one. Bulk upload, run compliance, done.
100% Accurate Data Entry
AI extracts every detail from PDFs - amounts, dates, descriptions. No typos, no missed invoices, no human error.
Real-Time Visibility
Dashboard shows expense allocation trends, vendor spend, and compliance metrics. Spot issues before they become problems.
Works With Your Systems
Direct QuickBooks sync or export to any accounting package. Your existing workflows, just 10x faster.
Perfect For Every Expense Scenario
- Research & Data Subscriptions: Automatically determine if Bloomberg, CapIQ, or research services should be allocated to funds or adviser
- Professional Services: Legal, audit, and consulting fees allocated based on engagement scope and your Form ADV
- Technology & Software: Portfolio management systems, CRM, and operational tools properly categorized
- Travel & Entertainment: Due diligence trips vs. marketing travel automatically distinguished
- Regulatory & Compliance: SEC fees, compliance consulting, and regulatory expenses properly allocated
- Dead Deal Costs: Broken deal expenses allocated across appropriate funds with pro-rata calculations
Plus: Complete Expense Management
While we built ExpenseBot to solve fund allocation compliance, it's also a complete expense solution for your entire firm:
- Employee Expenses: Your team can submit travel, meals, and other expenses through the same system. Same compliance checks, same easy workflow.
- Bulk PDF Processing: Upload hundreds of PDF invoices at once. Perfect for month-end processing or clearing backlogs.
- All Expense Types: Credit card reconciliation, receipt capture, travel expenses - everything in one platform.
- One-Click QuickBooks: Push everything - allocated invoices and employee expenses - directly to your accounting system.
Enterprise Security You Can Trust
Your Form ADV and financial data never leave your control. ExpenseBot operates within your Google Workspace or Microsoft 365 environment with bank-level security.
- CASA Tier 2 certified
- Your data stays in your cloud environment
- 256-bit encryption at rest and in transit
- Role-based access controls
- Complete audit trail for every action
- GDPR and CCPA compliant
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— Brian K. Wise, MD, MPH, Psychiatrist, Wise Psychiatry PC (Verified ExpenseBot User)
Frequently Asked Questions
What does Form ADV auto-retrieval do?
Enter your firm name and ExpenseBot pulls the latest Form ADV from the SEC to power allocations.
How do you allocate Fund vs Adviser?
AI reads your Form ADV and policy, then returns an allocation with specific citations and reasoning.
Do you integrate with QuickBooks and NetSuite?
Yes. One-click sync for QuickBooks; export mappings for NetSuite, Sage, Business Central, and others.
Can you track vendor renewals and caps?
Yes. Contracts are matched to invoices; renewal alerts and engagement caps are tracked automatically.
Where is our data stored?
In your cloud environment (Google Workspace / M365). You retain control and can revoke access anytime.
Can I upload invoices in bulk?
Yes. Drop 100+ PDFs at once or forward emails. AI parses each invoice into a spreadsheet row automatically.
How does the vendor contract matching work?
Upload contracts once. AI matches each new invoice to its governing agreement and tracks spend against caps.
What file formats are supported for invoices?
PDF, PNG, JPG, and email forwards. Bulk upload or drag-and-drop into ExpenseBot.
Does ExpenseBot extract the signatory page from vendor contracts?
Yes. When you upload a vendor contract, ExpenseBot's AI locates and extracts the signatory page automatically. The extracted signatory is stored alongside the contract and linked to every invoice from that vendor — giving you a complete compliance file: invoice, governing contract, and signatory page in one place. This is particularly valuable for SEC examiners who want to verify your contractual authorization for each expense.
How does the invoice-to-contract pairing work?
Upload your vendor contracts once during setup. When you process invoices, ExpenseBot's AI matches each invoice to its governing contract by vendor name and service type. Every invoice carries a link to its contract, the extracted signatory page, the contract expiry date, and any spend caps — so your compliance file is complete at the invoice level, not assembled manually at month-end or exam time.
See Your Form ADV In Action
Start your free trial and watch ExpenseBot retrieve your Form ADV from the SEC database. Upload a few invoices, run compliance, and see the allocation magic happen. Your team will wonder how they ever managed expenses without it.
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Built for: Private Equity • Hedge Funds • Venture Capital • Real Estate • Credit Funds • RIAs