Bill Clients Back for Expenses in Two Clicks
Turn any expense report into a clean, AP-ready Google Doc invoice in two clicks — line items auto-populate from your receipts, PDF goes to the client through your own Gmail, and the editable Doc stays in your Drive. Country-aware tax suggestions. No per-invoice fee. Included free with every paid plan.
60-day free trial · No credit card · No per-invoice fee
You Already Tracked the Receipts. Why Are You Retyping Them?
Every freelancer, agency owner, and event photographer has the same Friday-evening ritual: scroll through a month's worth of receipts, copy each one into an invoicing tool, look up tax rates, double-check who paid for what on which project, hit send, and pray AP doesn't reject it for missing details. It's an hour, sometimes two, and it produces nothing of value that wasn't already in the expense tracker.
Four pains show up in every review of every competing tool:
- "I already entered every receipt — why am I retyping for the invoice?" Expense tracking and invoicing are separate tools for no good reason.
- "My markup wasn't transparent and the client disputed it." Opaque rates get pushed back on.
- "Corporate AP rejected my invoice because receipts weren't attached or the format was off." Polish matters.
- "I had to manually re-sort which expenses belong to which client." Without per-client tags, every month-end is a sorting exercise.
The fix isn't another invoicing tool. It's a billing flow that lives where your receipts already are.
How It Works — 4 Steps, About 60 Seconds
Built for Anyone Who Bills Costs Back
See the full feature set for freelancers, agencies, or wedding photographers.
Six Things That Make Bill Client Different
ExpenseBot vs Dext vs Expensify vs FreshBooks
ExpenseBot is built for the person who already captures receipts and just wants to bill them back — not the accountant managing 30 clients or the corporate finance team rolling up departments.
Country-Aware Tax Suggestions (HST, GST, VAT, and 20+ More)
Most invoicing tools either skip sales tax entirely (helpful for nobody) or force you to manually configure every jurisdiction (helpful for nobody who isn't a CPA). ExpenseBot reads your business country and province from your profile and suggests the rate that almost always applies:
- Canada: HST 13% (Ontario), GST 5% + PST (BC), QST 9.975% + GST (Quebec), and provincial breakouts for every territory
- United Kingdom: VAT 20% standard, 5% reduced, 0% exempt
- Australia: GST 10%
- European Union: 20+ country-specific VAT rates with reverse-charge guidance for cross-border B2B
- United States: Sales tax handled at the line-item level when the underlying receipt already carries it
Every suggestion is gated with a "only if you're registered" note. If you're a sole prop under the registration threshold and don't charge tax, you tick "no tax line" and the invoice prints clean.
Tax treatment of reimbursable expenses depends on your jurisdiction. The suggestions are a starting point, not advice — consult your accountant for VAT/GST/sales-tax handling on rebilled costs.
Included Free With Every Paid Plan
Bill Client is not a separate product, not a premium tier, and not a per-invoice charge. It comes with every paid ExpenseBot plan — alongside Gmail auto-scanning, Google Drive receipt storage, mileage tracking, and all the tax reports.
Compare plans on the pricing page.
Bill your first client in under a minute.
Forward a receipt, tag it to a client, run a report, click Bill Client. The Google Doc and Gmail draft are ready before your coffee finishes.
Try ExpenseBot Free →60-day free trial · No credit card · $10/month after
Frequently Asked Questions
Can I bill expenses back to a client directly from ExpenseBot?
Yes. Tag receipts to a client or project, run a report, click "Bill Client." Every receipt becomes a line item on a styled Google Doc invoice. Set a markup, pick a tax rate, generate. The PDF goes to the client via your own Gmail; the editable Doc stays in your Drive.
Does ExpenseBot charge per invoice?
No. Bill Client is included free with every paid plan (Standard $10/mo, Pro $20 one-time, Deep Scan $40 one-time). No per-invoice fee, no premium tier, no per-seat charge.
Can I add a markup to rebilled expenses?
Yes. When generating the invoice you can set a markup percentage that applies to all line items, or override per line. The markup is shown transparently so clients see the base cost and your fee — no surprise add-ons that get disputed.
Does it handle Canadian HST/GST on invoices?
Yes. ExpenseBot suggests the correct tax rate based on your province — HST 13% in Ontario, GST 5% + PST in BC, and so on. It also supports UK VAT 20%, AU GST 10%, and 20+ other jurisdictions. All suggestions are gated with a "only if you're registered" note so unregistered freelancers don't accidentally charge tax.
Can clients see the original receipts?
The invoice lists each expense as a line item with date, vendor, and amount. Original receipt images are not attached by default to keep the invoice clean and AP-friendly, but you can attach them manually to the Gmail draft before sending if your client's AP department requires backup documentation.
Will the invoice be emailed from ExpenseBot or from me?
From you. ExpenseBot stages the invoice as a Gmail draft in your own account so the client receives it from your address — same threading, same trust, no "sent via SomeApp" header that ends up in spam.
Can I edit the wording on the invoice before sending?
Yes. The Google Doc lives in your Drive as a working copy. You can rewrite descriptions, add a thank-you note, tweak the totals row, or change the accent color before exporting the PDF.
How does this compare to Dext, Expensify, or FreshBooks for billing clients?
Dext is a pure capture tool — it doesn't generate client invoices. Expensify supports rebilling but requires a corporate plan and sends from an Expensify-branded address. FreshBooks rebills but requires importing receipts first because it's not an expense tracker. ExpenseBot is built for the person who already captures receipts and just wants to bill them back — single entry, your Gmail, your accent color.
Does it work for agencies passing through ad spend?
Yes. Tag your Meta and Google ad spend receipts to the client account they belong to, run a monthly report, click Bill Client. Each ad-spend charge becomes a line item on the passthrough invoice with your agency markup applied transparently.
Related
- Freelancer expense tracker — full feature set for solo operators
- Agency expense tracking — multi-client passthrough workflows
- Wedding photographer expense tracker — destination travel + rebill flow
- Reimbursable expense invoice — bill-back invoice deep dive (sister page)
- Talk to ExpenseBot's AI — ask anything about how billing back works