Automated Expense Reports Without the Manual Typing

Stop typing, start exporting. ExpenseBot scans Gmail receipts, categorizes them with AI, flags policy violations, routes approvals, and generates ready-to-submit expense reports. 6 hours/month of reporting becomes 15 minutes.

60-day free trial · No credit card · Sign in with Google

What Automation Covers

  • Gmail scan. Every receipt in your inbox — Amazon, Uber, airlines, SaaS, restaurants — captured automatically.
  • AI categorization. Mapped to your chart of accounts (Schedule C, T2125, or custom).
  • Policy violation flags. Over-limit meals, out-of-policy hotels, missing required fields — flagged at capture, not at audit.
  • Approval routing. Over threshold? Manager gets a one-click approve link.
  • Auto-email delivery. Monthly report to your accountant or manager on the 1st of each month.
  • Export to QB/Xero/Sheets. One click, categorized, ready to post.

Before vs After

Before (Manual)

6 hrs/mo

per employee filing reports

After (Automated)

15 min/mo

per employee reviewing

Works With Your Existing Workflow

Direct integrations: QuickBooks Online, Xero, Sage 50, Sage Intacct, NetSuite, FreshBooks, Wave, Zoho Books. Or native Google Sheets output.

Get 5.75 hours back per employee per month.

Perfect For

  • Traveling employees with lots of receipts
  • Remote teams across time zones
  • Consultants tracking client-billable expenses
  • Franchise owners running multiple locations
  • Small businesses that outgrew spreadsheets

Frequently Asked Questions

How is this different from Expensify?

Expensify requires employees to photograph every receipt and open the app to submit reports. Automated expense reports with ExpenseBot start from Gmail — the receipt is already there, no photo needed. Employees do nothing. The report generates itself. See our full Expensify comparison at /expensify-alternative.

Does it handle mileage automatically?

Yes. Connect Google Maps and Calendar, and client meetings with addresses become mileage entries automatically. Mileage is calculated at the current IRS rate ($0.725/mile in 2026) or CRA rate ($0.73/km in 2026) and included in the expense report.

Can I set company policy rules?

Yes. Set spending limits by category (e.g., meals max $75), required fields (client name for billable expenses), approval thresholds ($500+ needs manager sign-off), and policy flags (hotel > $250/night flagged for review). Violations are shown at submission, not discovered later in audit.

What about receipt approvals?

Optional workflow. Expenses under your threshold flow straight through. Over threshold, the manager gets a review link, approves with one click, and the expense hits the GL. For small teams, most skip approvals and trust the audit trail in the Google Sheet.

Multi-currency trips?

Yes. Each receipt's native currency is preserved. Conversion rates are pulled per-transaction date (not report date, which is how most tools get FX wrong). Exports show both original and converted amounts for clean reconciliation.

Employee reimbursement flow?

Approved expenses flag as 'owed to employee' in the export. Your accountant sees a clean list of reimbursements needed. ExpenseBot doesn't move money itself, but integrates with payroll and ACH tools via QuickBooks/Xero for the actual payout.

Ready to Automate Expense Reports?

60 days free. Exports to QuickBooks, Xero, Sage, NetSuite.