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

ExpenseBot is an expense tracker for small businesses of 1–25 people that run on Google Workspace. Each employee connects their Gmail; receipts are scanned overnight, categorized, and written to a Google Sheet the business owns. Company cards reconcile through Plaid, and the year exports to QuickBooks, Xero, or Schedule C at $10 per user per month.

• What it does: scans each employee's Gmail for receipts overnight, categorizes them, and writes them to a Google Sheet the business owns.
• Who it's for: businesses with 1–25 employees on Google Workspace — agencies, professional-services firms, small retail, and non-profits.
• What it connects to: Gmail, Google Sheets, and Plaid for company-card reconciliation; one-click export to QuickBooks Online, Xero, Sage, NetSuite, FreshBooks, Wave, and Zoho Books.
• Pricing: $10/user/month, flat, no seat minimums, 60-day free trial.

Set up your whole team in 30 minutes.

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 a small business owner?

ExpenseBot fits the owner case specifically, because an owner's problem isn't reviewing an expense report — it's that they're the one who has to produce it, on top of running the business. You connect Gmail once and receipts are pulled from your inbox automatically into a Google Sheet you own, categorized, with company cards reconciled via Plaid so any charge missing a receipt is flagged before tax time rather than discovered during it. At year end it exports to Schedule C, T2125, or your accountant's format with every receipt attached. Honest scoping: if you need to issue corporate cards with spend controls, Ramp or Brex are built for that and ExpenseBot is not. If you need a full general ledger, payroll, and AP workflows, QuickBooks or Xero own that layer — ExpenseBot feeds them rather than replacing them. If what you actually need is for the receipts to stop piling up without hiring anyone, that's the job it does, at $10/user/month flat with no per-seat tiers and a 60-day trial.

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.

What's the simplest expense tracker for a small business?

The simplest one is the one that fills itself in. Most small-business receipts already arrive in Gmail — vendor invoices, SaaS subscriptions, Amazon orders, airline itineraries — so ExpenseBot reads them straight from each employee's inbox, extracts the vendor, date, amount and category, and writes them to a Google Sheet, with no manual data entry. There's no enterprise setup like Concur or Coupa; you connect Google accounts and receipts start landing categorized overnight. It's simpler than a shared spreadsheet because nobody has to remember to update it.

Can my bookkeeper or accountant access it?

Yes. Your expense data lives in a Google Sheet you own in your own Google Drive, so you share it with your bookkeeper or accountant the same way you'd share any Google Sheet — per person, with view or edit access you control and can revoke. Accountants can also use ExpenseBot's free accountant access to work across multiple clients. Either way, at tax time you hand over a categorized, receipt-attached ledger rather than a shoebox.

How can a small business capture employee receipts without a paper process?

Most small-business receipts already arrive in Gmail — vendor invoices, SaaS subscriptions, Amazon orders, airline itineraries. Each employee connects their work Gmail once, and ExpenseBot scans overnight, extracts vendor, amount, date, and category, and writes each receipt to that employee's own Google Sheet. Paper or personal-card receipts are emailed to a team address and land in the same sheet. There is no app to install, no photographing, and no monthly filing session.

Ready to Simplify Your Small Business Expenses?

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