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 replaces all three with a Gmail-native system:

  • 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:

Perfect For Businesses With 1–25 Employees

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.

Ready to Simplify Your Small Business Expenses?

60 days free. Every employee covered. No credit card.