Your Clients' Receipts in QuickBooks — Without Touching Their Inbox
ExpenseBot is receipt-to-QuickBooks software built for outsourced bookkeepers. Clients collect. You push. Smart routing puts each transaction in the right QBO entity type automatically — no cleanup, no duplicates, receipts attached.
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The Split That Breaks Every Other Tool
Most receipt tools are built for a single-user workflow: one person collects receipts, categorizes them, and pushes to QuickBooks. Outsourced bookkeeping doesn't work that way. The client's employees are the ones with the receipts. You're the one who knows what goes where in QBO.
That split — client side and bookkeeper side — is exactly what ExpenseBot is designed for. Clients forward receipts or connect Gmail. ExpenseBot extracts, classifies, and builds the report. You log in, review, and push to QuickBooks. The client doesn't need an account. They don't see QuickBooks. They see a spreadsheet they can review and recode before you touch it.
The result is a division of labour that works: clients handle the collection, bookkeepers handle the accounting. And for clients managing government grants or restricted donor funds — where every receipt has to be documented and attributed — the workflow holds up to audit scrutiny.
Smart Routing — Right QBO Entity, Every Transaction
The most common cleanup job in QBO — fixing Bills that should have been Purchases — doesn't happen if the routing is correct from the start.
Purchase → bank/CC account
Already-paid expenses become QBO Purchases posted against the bank or credit card account. During reconciliation, QuickBooks auto-matches the Purchase to the bank-feed transaction. One ledger entry, receipt attached, no duplicate.
Bill payable to vendor
Unpaid vendor invoices become QBO Bills payable to the vendor. DocNumber = invoice number. One Bill per vendor, with all that vendor's invoice rows as line items. Lands in A/P queue ready for payment.
Bill payable to staff
Genuine reimbursements become Bills payable to the staff member. The standard reimbursement workflow in QBO — used only when the expense was personally paid and needs to be paid back.
Mixed reports work too — smart routing handles receipts, invoices, and reimbursements in a single push and previews what will be created before you confirm.
Class, Customer & Tax Account — Grant Tracking That Actually Holds Up
For nonprofit clients managing restricted grants or donor funds, standard expense tracking isn't enough. Auditors and funders expect every expense attributed to the correct grant, with the supporting receipt attached. The QuickBooks push dialog gives you three additional dimensions at export time:
Class
Tag every line item to a restricted grant, program, or department — 'Literacy Grant 2026', 'Program — Youth Outreach'. Set once per report push.
Customer
Associate expenses with the funder, donor, or client — 'United Way', 'City of Toronto', 'Acme Corp'. Pulled live from the client's QBO account.
Tax Account
Route tax lines to a dedicated GL account, separate from the base expense. Critical when grant reporting requires tax and base cost split separately.
Recommended for grant-funded clients: Ask the client to submit one report per grant. You set Class and Customer once when you push — every line item is tagged automatically. No per-row setup.
Receipts Attach to QBO Transactions — Automatically
When a report is pushed to QuickBooks, the original receipt document — PDF invoice, Gmail receipt image, scanned attachment — is attached to the QBO transaction record in the same step. No manual upload in QuickBooks afterward.
For bookkeepers managing nonprofit or government-grant clients, this is a material difference. Grant auditors expect documentation attached to the expense record, not filed in a Google Drive folder someone has to cross-reference by hand. ExpenseBot pushes the transaction and the receipt simultaneously, so the QBO file is the complete audit trail — no secondary filing step, no filename matching.
5-Minute Client Push — The Full Workflow
- 1Client collects receipts
Employees forward receipts to a shared email, or Gmail auto-scan picks them up. No app to install for the client. No login required on their end.
- 2ExpenseBot builds the report
Receipts are extracted, classified (Receipt / Invoice / Bill), and grouped into a weekly or on-demand expense report in the client's Google Sheet.
- 3Client reviews and recodes
The client opens their spreadsheet, checks the categories, and adjusts anything that needs a different GL code. The spreadsheet is the source of truth — all recoding happens here.
- 4Client notifies you
When the report is ready, the client lets you know. This can be a Slack message, an email, or a calendar reminder — whatever the client prefers.
- 5You push to QuickBooks in under 5 minutes
Log into the accountant dashboard, switch to the client's workspace, review the report, set Class + Customer in the push dialog (for grant-funded clients), and push. Smart routing handles the rest.
ExpenseBot vs Dext vs Hubdoc for Bookkeepers
| Feature | ExpenseBot | Dext | Hubdoc |
|---|---|---|---|
| Email-first (no client app needed) | ✅ | ⚠️ App required | ⚠️ App required |
| Smart routing (right QBO entity type) | ✅ Auto | ❌ Manual mode pick | ❌ Bill only |
| Class & Customer tagging | ✅ Per push | ⚠️ Manual per row | ❌ |
| Receipt attachment to QBO transaction | ✅ Automatic | ✅ | ✅ |
| Multi-client dashboard | ✅ Free forever | ✅ Paid plan | ✅ Paid plan |
| Accountant cost | $0 forever | $30–60/mo per seat | $12/mo per client |
| Client cost | $10/mo flat | $30–60/mo per client | $12/mo per client |
| Google Sheets review before push | ✅ | ❌ | ❌ |
| Tax account routing (grant reporting) | ✅ | ❌ | ❌ |
| Nonprofit/grant workflow | ✅ Class+Customer+Tax | ⚠️ GL only | ❌ |
Dext and Hubdoc lead on extraction volume for high-document firms. ExpenseBot leads on routing correctness, Class/Customer tagging, and price for small-to-mid outsourced practices.
Unlimited clients. Right entity type, every time.
Free accountant dashboard. No per-seat fees. Smart routing to QuickBooks on day one.
Start Free →Frequently Asked Questions
How many clients can I manage from one ExpenseBot login?+
Unlimited. The ExpenseBot accountant dashboard is free forever — no per-client seat fees, no tier upgrades. One login connects to any number of client workspaces. Each client's data, spreadsheet, and QuickBooks connection is completely separate.
Do my clients need their own ExpenseBot account?+
No. Clients don't need a separate account. You can set up an account under a shared client domain email (e.g., finance@clientdomain.org) and connect employee Gmail addresses for automatic receipt scanning — up to 5 email addresses per account. Clients interact through the Google Sheet, not through ExpenseBot directly.
Can I manage multiple QuickBooks Online files from one place?+
Yes. The accountant dashboard shows all your clients in one view. Switch between client workspaces with one click. Each client's QuickBooks connection is separate — no data mixing. Works with QuickBooks Online US and Canada.
How is ExpenseBot different from Dext or Hubdoc for bookkeepers?+
Dext and Hubdoc focus primarily on extraction quality. ExpenseBot adds smart routing: already-paid receipts become QBO Purchases (bank-feed match-ready), vendor invoices become Bills payable to the vendor, reimbursements become Bills payable to staff — all automatically at push time. You also get Class, Customer, and Tax Account tagging per push, receipt attachment, and a free multi-client dashboard.
How does smart routing prevent duplicate transactions in QuickBooks?+
When company-card receipts are pushed as Purchases (not Bills), QuickBooks matches them to existing bank-feed transactions during reconciliation — one ledger entry, no duplicate. The most common QBO cleanup issue (Bills creating duplicates against the bank feed) doesn't happen when routing is correct from the start.
Can I track restricted grants and donor designations per client?+
Yes. The push dialog lets you set Class and Customer once per report — both apply to every line item. Recommended workflow: the client submits one report per grant or donor, and you set Class = grant and Customer = donor/funder when you push. No per-row tagging. Classes and Customers are fetched live from the client's QBO file.
Is the accountant dashboard really free forever?+
Yes. Accountants and bookkeepers get the ExpenseBot dashboard free forever — no trial, no credit card. Each client pays their own $10/month subscription. You manage all of them at no cost.
What is the recommended workflow when the bookkeeper and client are separate?+
Client employees forward receipts or connect Gmail. ExpenseBot auto-generates weekly expense reports. Client reviews and recodes categories in the spreadsheet (the source of truth). Client notifies you. You log into the accountant dashboard, review, set Class + Customer, and push to QuickBooks — under 5 minutes per client.
Receipts collected. Routes decided. QBO updated. You're done.
Free trial. No credit card. Accountant dashboard free forever. Your first client push takes under 10 minutes to set up.
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