Be the CFO Hero Across All Your Portfolio Companies

Domain-Based Company Setup

Each portfolio company uses their Google Workspace domain (@company1.com, @company2.com). Employees login with existing credentials - no new passwords. You control licenses, set GL mappings per company, and configure unique approval workflows. Perfect separation, total control.

AI-Powered GL Mapping Per Company

Upload each company's Chart of Accounts once. AI automatically maps every expense to the right GL code - whether Company A uses 4-digit codes or Company B uses 6-digit codes with departments. Employees don't need to know GL codes. AI handles it perfectly every time.

Policy Enforcement That Actually Works

Upload each client's expense policy document — as many as you need. When reviewing a company's expenses, select which policy applies. AI checks every submission against THAT client's specific rules. Over Client A's $150 meal limit? Missing Client B's required project code? AI flags it automatically.

Mileage Tracking for Field Teams

Portfolio companies with sales reps, consultants, or service teams? ExpenseBot imports mileage directly from Google Calendar — client visits with addresses become mileage automatically via Google Maps. No separate app, no GPS battery drain. Mileage shows up in the same expense reports alongside receipts. Learn more about mileage tracking →

1. Connect their Google Workspace domain (5 minutes)
2. Upload their Chart of Accounts (2 minutes)
3. Set expense policy rules (10 minutes)
4. Assign employee licenses (5 minutes)
5. Configure approval workflow (5 minutes)
6. Send announcement email (3 minutes)

Result: By end of day one, employees are submitting expenses, managers are approving in spreadsheets they know, and you look like a transformation expert who delivers immediate value.

Separate Sheet per entity

Every portfolio company gets its own Google Sheet, created in that client's own Google Workspace (or in yours, if you host the books). Acme Holdings' expenses never touch Beta Inc's ledger. When Acme's accountant asks for the books, you share one Sheet. When Beta's auditor asks, you share a different one. The boundary is the file itself — not a filter, not a tag, not a permission role.

Separate Drive folder & Gmail capture

Each entity has its own Google Drive folder storing the original PDFs and photos, and its own Gmail-based capture address (receipts+acme@, receipts+beta@, or a dedicated receipts@ mailbox per domain). Employees at Acme forward to Acme. Employees at Beta forward to Beta. The inbox routing is the tenant line.

Per-entity categorization mapping

Acme runs on QuickBooks Online with class tracking. Beta runs on Xero with tracking categories. Gamma still runs on Sage 50. ExpenseBot holds a distinct Chart of Accounts per entity, so an "Office Supplies" expense at Acme maps to the QBO class and GL code Acme's bookkeeper expects, while the same expense at Beta maps to Beta's Xero tracking category. No manual re-coding at export time.

Per-entity tax jurisdiction

If Acme is a Delaware C-corp and Beta is an Ontario CCPC, the sales tax treatment on a single lunch receipt is completely different. ExpenseBot assigns CRA (GST/HST, PST/QST) or IRS (Schedule C, meals 50%) rules per entity, and applies the right Canadian regime by province automatically — no cross-border misfires at year-end.

Per-entity approver & consolidated view

Each entity can name its own approver — usually the operating CEO or controller at that company — so approvals route to the right person without you being the bottleneck. Meanwhile your CFO dashboard consolidates spend, reimbursables outstanding, and month-to-date burn across every portfolio company in one view.

Pivot tables already live in Sheets

Every ExpenseBot Sheet ships with columns clean enough to pivot on day one: Date, Vendor, Category, GL Code, Entity, Amount, Tax, Payment Method. Drop a pivot table on top and you've got monthly spend by category, by department, by approver — in thirty seconds, using tools your client already knows how to use.

Audit-ready receipt bundles

When the auditor asks for Q2 receipts, you don't hunt through inboxes. One click exports a ZIP of every underlying receipt PDF for the period, with filenames that match the row IDs in the Sheet. The auditor gets a cross-referenced package. You get your afternoon back.

Month-end close & quarterly board pack

A built-in month-end close checklist walks you through uncategorized items, missing receipts, and policy flags per entity, so you close each company's books in the same order every month. At quarter-end, a board-pack export rolls every entity's spend into a consolidated summary tab — ready to paste into the board deck.