Upload Your Expense Policy. We Check Every Expense Against It.

Expense policy compliance software usually means moving your team onto a new set of cards. ExpenseBot doesn't. Upload your written policy and it checks the expenses it already captured against it — in policy vs out, violations flagged. Keep your cards. Keep your bank. Get the compliance.

No credit card. No corporate-card program to roll out.

Enforce a policy without a corporate-card program

Here's the trade every spend-management tool asks you to make: to enforce an expense policy, move your whole team onto their cards so they can block transactions before they happen. That's a migration, a rollout, and a new way of spending — just to get a policy checked.

ExpenseBot takes the other path. It already captures your expenses from Gmail, uploads, and receipts. You upload your policy, and it checks expenses against policy after they're captured — surfacing what's in policy and what's a violation. No cards to issue, nothing to pre-approve, no change to how anyone spends. It's the same wedge as our Ramp alternative and Concur alternative pages: keep your existing setup, add the checking layer on top.

How the automated expense policy check works

1. Upload your policyAdd your written expense policy as a PDF or document. It becomes the rulebook ExpenseBot checks against.
2. Expenses get capturedReceipts flow in from Gmail, uploads, and photos as usual — on the cards and accounts you already use.
3. Run the checkExpenseBot checks the captured expenses (or a report) against the selected policy.
4. See in vs out of policyA compliant-vs-violation summary flags the exceptions and notes them for review — no line-by-line reading.

To be precise about what this is: ExpenseBot checks expenses after they're captured. It does not issue cards, block transactions, or gate spending before it happens. This is compliance checking and expense policy enforcement by flagging — not pre-spend control.

For accountants: upload once, check every client

The policy comes from the logged-in admin — so as an accountant or bookkeeper, you upload the firm or client policy once and apply it when you check a client's report. Each client's captured expenses are checked against the policy, with violations flagged for your review. That turns an accountant compliance check from a manual read-through into a flagged exception list. It pairs well with Google Workspace expense management when you're running multiple clients out of one workspace.

Beyond a standard expense policy

The same upload-and-check mechanism handles more than a generic policy document:

  • Form ADV — investment advisors can check expenses against their filed Form ADV. See the asset manager workflow.
  • Vendor contracts — upload a vendor contract and check spending against its terms.
  • Firm or client expense policy — the everyday case: your written rules on limits, categories, and approvals.

Check your policy against real expenses

Start free, upload your policy, and see what's in and out of policy across the expenses ExpenseBot already captures. Keep the cards and bank you have today.

Expense policy compliance — FAQ

How does expense policy compliance software work without corporate cards?

ExpenseBot already captures expenses from your Gmail, uploads, and receipts. You upload your written expense policy as a document, and ExpenseBot checks the expenses it captured against it — flagging what's in policy and what's a violation. There's no corporate-card program to roll out and no spend to pre-approve. It's a check on the receipts you already have, not a control layer on the cards you spend with.

Do I have to move my team onto special cards to enforce a policy?

No. That's the difference. Tools like Ramp and Concur enforce a policy by making you spend on their cards so they can block transactions. ExpenseBot keeps your existing cards and bank accounts — it checks your policy against the expenses it captures after the fact and surfaces the violations. You keep how you spend; you gain the compliance flagging.

What kinds of documents can I check expenses against?

Three types: an expense policy (a PDF or document describing your rules), a Form ADV for investment advisors, and vendor contracts. You upload the document once, and ExpenseBot uses it as the rulebook when it checks captured expenses or a report.

As an accountant, can I check every client against one policy?

Yes. The policy comes from the logged-in admin — so as an accountant you upload the firm or client policy once, then apply it when you check a client's report. Each client's captured expenses are checked against the policy, and violations are flagged for your review. Upload once, check every client.

What happens when an expense violates the policy?

ExpenseBot flags it as a compliance issue and notes it for manual review, and summarizes how many expenses are compliant versus in violation. You see what's in policy and what's out of policy in one place, so you can follow up on the exceptions instead of reading every line yourself.

Is this spend management or pre-approval?

Neither. ExpenseBot does not issue cards, block transactions, or gate spending before it happens. It is compliance checking of expenses you already captured — an after-the-fact review against your written policy. If you need pre-spend blocking you're describing a card-control product; this is the checking layer that sits on top of your existing spending.