Office Manager & Executive Assistant Expense Tracker

Built for office managers, personal assistants, and admin staff running expenses for a boss or a whole team at small offices of 5-50 people. Invite everyone from one dashboard, Gmail auto-scan finds their receipts overnight, you review, fix categories, build reports, and hand off to your bookkeeper. Works just as well for an executive assistant covering a single exec. Nobody's chasing anybody.

Join 1,000+ office managers who stopped being the receipt police

You'll sign in with Google next — takes 30 seconds, read-only access.

60-day free trial • No credit card • Works with any email setup

One Dashboard. All Your People. They Capture. You Organize.

Sound Familiar?

The Simple 4-Step Workflow

What Gmail Automation Captures

No forwarding rules. No remembering. Just turn it on and receipts appear.

Ready to Stop Chasing Receipts?

Set up your first team member in under 5 minutes — no credit card required. Running expense intake without a dedicated EA? See the office manager workflow, or hand reporting to your CFO expense controls setup.

Join 2,500+ businesses already tracking expenses

Capturing Receipts: You, Them, or Both

They can capture their own receipts. Or you can do it for them. Or split the work. Whatever gets the job done.

Team Member Travels to Client Meetings?

If they drive to client sites, sales calls, or conferences, you can help them track mileage too - without another app.

Your Role: Review, Don't Rebuild

When the report lands in your inbox, you're not starting from zero.

Multiple People? Same Workflow.

Set up your G/L accounts once. Everyone uses the same categories, same codes, same workflow.

Why Everyone Wins

Data Security (IT Will Love This)

Part of ExpenseBot's Google Workspace integration - 6 Google products working together. Gmail auto-scan • Calendar mileage • Photos import

"Amazing for a small team. As a contractor, found the platform easy and intuitive for expense management throughout the year."

— Eric Fleming, Contractor (★★★★★ on Trustpilot)

Perfect For

Expense Tracking for Office Managers

Running a 5 to 25 person office usually means you are the unofficial receipt czar. ExpenseBot gives office managers a single shared Google Sheet with a tab per employee, so every credit card purchase, supply run, and client lunch lands in one predictable place. You do not chase people for photos — they forward the email, snap the photo, or let Gmail auto-scan catch it, and the row shows up on the right tab with date, merchant, total, and sales tax already parsed.

Centralized receipt capture works two ways: staff can forward receipts to receipts@expensebot.ai with a tag, or they can add ExpenseBot as an alias on their own Gmail for silent nightly scans. Either way the receipts end up in the shared office Sheet, tagged by person, ready for month-end.

• Office supply categorization — Staples, Costco Business, Amazon Business, and subscription SaaS auto-categorize to "Office Expenses" or "Software"
• Per-employee tabs — every person on the team has their own sheet tab; the office manager sees everything, employees only see their own
• Monthly close routine — on the first of the month, export the previous month as a ZIP bundle (Sheet + receipt PDFs) and hand it to the accountant
• No receipt hunting — if someone forgets to forward an Uber receipt, Gmail auto-scan picks it up overnight

The result is a month-end close that takes 30 minutes instead of three days, with a clean paper trail your CPA can open in Google Sheets without asking for a login.

How PAs and Admin Staff Manage Team Expenses

If you are a personal assistant running expenses for one executive — or three — the pattern is the same: receipts arrive from five different inboxes, hotels, airlines, Uber, Amex statements, and handwritten cab slips, and you are supposed to turn that chaos into something the CFO will accept. ExpenseBot collapses that workflow to a single forwarding address. Tag the email with the executive's name (#sarah, #david) and the receipt lands on the correct tab of the shared Sheet automatically.

One PA, multiple executives, one Sheet. You get a multi-exec view where every row is labeled with the executive it belongs to, and filter views let you slice by person, month, category, or client. No swapping between different expense apps or logins per person.

• Per-executive tagging — forward to receipts@expensebot.ai with a hashtag; the Sheet handles the routing
• Reimbursement tracking column — mark rows as "Personal card — owed back" vs "Corporate card" and filter the reimbursable total in one click
• Mileage logs for travel days — ExpenseBot reads Google Calendar for the executive and auto-generates mileage rows for client-site events, so you are not reconstructing drives from memory
• One monthly report per executive — filter, print, done; or export a bundle ZIP with all their receipts attached

Most PAs we talk to cut expense admin from a full day a week to about an hour on Fridays once the auto-scan has been running for a month.

Small Office Expense Management

Small offices usually do not have IT, and the office manager is also the IT department. ExpenseBot is designed to be installed by one non-technical person in about ten minutes. There is no server to configure, no SSO provider to set up, no admin console to learn. If the office already uses Google Workspace, you are effectively done — sign in with Google and the permissions are already there.

Drive permissions stay scoped to exactly one shared folder the office manager controls. ExpenseBot never touches anything else in Drive — not personal files, not HR documents, not the shared drive for client work. The expense Sheet and the receipt PDFs live in that one folder, and access is managed the normal Google way: share the folder with whoever needs it, revoke when someone leaves.

• No IT involvement required — the office manager sets it up; no tickets, no provisioning, no server
• Google Workspace SSO — sign in with the staff member's existing work Google account; no extra passwords
• Scoped Drive permissions — one folder, controlled by the office, revocable in one click
• Monthly bookkeeper bundle — export a ZIP with the Sheet and all receipt PDFs; email it to the bookkeeper, done
• No per-seat cost — add the whole team to the shared Sheet without metering individual users

It is expense software designed for the office manager who already has ten other jobs, not for a finance department that does not exist.

Get Your Team Set Up Today

Turn on Gmail automation. Import your G/L accounts. Work as a team. Never chase a receipt again.

60-day free trial • No credit card • Cancel anytime

Join 2,500+ businesses already tracking expenses