The Expense Tracker Built for Small Businesses
Built for 1–25 person companies. Every employee's Gmail receipts captured automatically. Company card reconciliation via Plaid. One-click export to QuickBooks, Xero, or Sage. $10/user/month, no minimums.
60 days free · No credit card · Sign in with Google
The Small Business Expense Tracking Pain
Most small businesses handle expenses one of three ways, and all three eventually break:
- The paper receipt shoebox. Employees hand in envelopes at month-end. Half the receipts are missing or faded. Your bookkeeper bills you an extra 4 hours just sorting.
- The shared spreadsheet. Started with good intentions. By April it's three sheets of ghosts, wrong categories, and missing months.
- The overbuilt tool. You bought Expensify or Concur because "it has approvals." Six months later half your team stopped filing because it's too complicated for a 12-person company.
The result is the same: your books are wrong, your taxes are a scramble, and you're missing deductions.
How ExpenseBot Solves It
ExpenseBot is built around a simple observation: for most small businesses using Google Workspace, the receipts are already in Gmail. Vendor confirmations, SaaS invoices, airline itineraries, Amazon orders, Uber receipts — they all arrive by email. The manual step of opening an app, photographing a receipt, and filing it is unnecessary if the receipt is sitting in your inbox already.
The system connects to your team's Gmail accounts via read-only OAuth. Each night, it scans for new receipts, extracts the vendor name, amount, date, and category, and writes the result to each employee's dedicated Google Sheet. By morning, every receipt from the previous day is categorized and waiting for review — with no action required from your employees.
ExpenseBot replaces all three broken systems with a Gmail-native one:
- Gmail auto-scan for every employee. Each person connects their work Gmail. Overnight scans find receipts — Amazon orders, Uber rides, SaaS subscriptions, airlines, restaurant emails. No photos, no forwarding rules.
- AI categorization. Every receipt mapped to your chart of accounts. Schedule C, T2125, or custom categories.
- Employee receipt forwarding. For paper receipts or personal-card purchases, employees email a photo to receipts@expensebot.ai. It lands in their expense sheet automatically.
- Optional approval workflow. Set rules like "meals over $100 require manager approval" or leave it fully automated for trusted teams.
- Company card reconciliation. Connect business cards via Plaid. ExpenseBot matches each charge to a receipt and alerts you to missing ones.
Set up your whole team in 30 minutes.
Integrations Your Accountant Already Uses
One-click export to:
- QuickBooks Online (US and Canada)
- Xero
- Sage 50 (US and Canada), Sage Intacct
- NetSuite
- FreshBooks, Wave, Zoho Books
- Or direct to Google Sheets
Perfect For Businesses With 1–25 Employees
The 1–25 employee range is underserved by expense software. Enterprise tools like SAP Concur and Coupa are overbuilt — they require an IT team to implement and a finance team to maintain. Consumer-grade apps like Mint or personal banking tools don't have multi-user support or accounting integrations. ExpenseBot occupies the gap: real multi-user expense tracking with accounting integrations, at a price that makes sense for a 5-person agency or a 20-person professional services firm.
ExpenseBot is built specifically for the size you are — big enough to need real expense tracking, small enough to not need SAP Concur:
- Service businesses, agencies, consultancies
- Small retail and e-commerce operations
- Professional services (law, accounting, design)
- Restaurants and hospitality with 2–3 locations
- Property management and real estate teams
- Non-profits that need clean bookkeeping without an enterprise budget
If you're solo or a freelancer, see ExpenseBot for Freelancers. If you're a CPA firm, see Accountant access (free forever).
Pricing
$10/user/month, flat. No minimum seats. 60-day free trial, no credit card. No implementation fee. No overage charges. If you're trying to choose between ExpenseBot and a bigger platform, see our Expensify alternative comparison or Ramp alternative comparison.
Frequently Asked Questions
How does it handle employee receipts?
Each employee connects their own Gmail (or forwards receipts to the team inbox). ExpenseBot scans automatically overnight and surfaces each receipt to the appropriate employee's expense sheet. Managers get read access to every employee's sheet via a single dashboard. No separate login for employees — they use their existing Google account.
Does it work with QuickBooks Online?
Yes. One-click export to QuickBooks Online, Xero, Sage 50, Sage Intacct, NetSuite, FreshBooks, Wave, and Zoho Books. Expense categories map to your chart of accounts, so receipts land in the right GL lines automatically.
Can multiple employees upload receipts?
Yes. Each employee gets their own expense sheet. They can photograph receipts (email to receipts@expensebot.ai), forward email receipts, or let Gmail auto-scan handle it. Managers see all sheets in one dashboard. Unlimited employees — you pay $10/user/month.
What about company credit card reconciliation?
Connect your business credit cards via Plaid. ExpenseBot matches each charge against captured receipts and alerts you to any charge without a matching receipt. Great for end-of-month cleanup — no more missing receipts discovered at tax time.
Is there an approval workflow?
Yes. Optional approval workflows let managers review expenses before they hit the general ledger. You can set category-level rules (e.g., meals over $100 require approval) or leave it fully automated for trusted teams. Most 1–25 person businesses skip approvals and let the audit trail in the spreadsheet handle it.
Tax-time export?
One-click export of the full year's expenses categorized to Schedule C, T2125 (Canada), or custom categories. Every receipt attached. Ready to hand to your accountant or drop directly into QuickBooks/Xero.
What is the best expense tracker for small business?
For small businesses using Google Workspace, ExpenseBot is the most integrated option — it scans Gmail receipts automatically, stores everything in your Google Drive, and exports to QuickBooks, Xero, or Wave. For businesses that need corporate cards, Ramp or Brex are better fits. For teams under 10 people who want simplicity over features, ExpenseBot at $10/mo flat is the most cost-effective.
What is the $2500 expense rule?
The IRS de minimis safe harbor election (Reg. 1.263(a)-1(f)) lets businesses deduct items costing $2,500 or less per item immediately as expenses, rather than capitalizing and depreciating them. This applies to tangible property like computers, furniture, and equipment. You must make the election on your tax return each year.
What is the $75 rule for receipts?
The IRS requires written documentation (a receipt) for any business expense over $75. Under $75, a log entry with the date, amount, vendor, and business purpose is sufficient. Bank or credit card statements alone don't count as receipts for expenses over $75. ExpenseBot captures and stores the full receipt image for every expense, so you're covered regardless of the amount.
What is the $600 rule?
If you pay a contractor $600 or more in a year, you must issue them a 1099-NEC. The same $600 threshold triggers a 1099-MISC for rent paid to a landlord. Separately, payment platforms must report $600 or more in transactions on a 1099-K. Tracking vendor totals through the year makes January 1099 filing painless.
What is the $400 rule for self-employed people?
If your net self-employment income is $400 or more, you must file a tax return and pay self-employment tax (15.3% for Social Security and Medicare). This applies even if you owe no income tax. Tracking deductible expenses lowers your net income — and therefore the self-employment tax you owe.
Ready to Simplify Your Small Business Expenses?
60 days free. Every employee covered. No credit card.