Google Workspace Expense Tracker for Teams

Seamless Capture - Every Way Your Team Works

📸 Camera: Snap receipts right in the browser - no app download needed
📧 Gmail: AI scans your inbox overnight and finds receipts automatically—no forwarding rules
🖼️ Google Photos: Native picker—access all receipt photos from your corporate account
📄 Upload: Drag & drop PDFs - even bulk upload hundreds at once
✉️ Forward: Still works if preferred - receipts@expensebot.ai

AI-Powered Processing

ExpenseBot's AI extracts every detail - amount, tax, tip, vendor, date - and automatically validates against your corporate expense policy. The AI co-pilot provides instant insights and recommends actions. Expenses are organized in Google Sheets where your finance team can collaborate, review, and approve with familiar tools.

One-Click Sharing & Approval

Share expense reports with anyone for approval with a single click. Approvers can instantly review and lock reports for compliance. Approved reports sync to QuickBooks or your accounting system with proper GL mapping.

ExpenseBot is a Google Workspace expense tracker that behaves the way Workspace-native tooling should: your expense data lives in a Google Sheet that you own, in your own Google Drive, not on a third-party vendor's database. When you sign up, ExpenseBot creates a single Sheet inside your Drive and writes every captured receipt, mileage entry, and reimbursement directly to that file. Nothing is synced, mirrored, or held hostage on a SaaS backend — the Sheet is the source of truth.

Because the data never leaves your tenant, there is no "export your expenses" migration if you ever stop using ExpenseBot. The Sheet simply stays in your Drive with all its history, formulas, tabs, and sharing permissions intact. Finance teams can pivot, filter, and build dashboards on top of it using the Google Sheets features they already know — no vendor-specific report builder to learn.

ExpenseBot uses Google's drive.file OAuth scope, which is the narrowest Drive permission available. That scope only grants access to files the app itself creates or that you explicitly pick via the Google Picker — ExpenseBot literally cannot see the rest of your Drive. This matters for IT: a rogue or compromised app with drive.file cannot enumerate your company documents.

• Per-user install: each employee signs in with Google and gets their own Sheet in their own Drive.
• Domain-wide install: Workspace admins can deploy ExpenseBot across the tenant via the Google Workspace Marketplace.
• Sheet lives under the user's Drive quota, inherits Workspace DLP, retention, and Vault policies automatically.
• No data warehouse, no "ExpenseBot cloud" — the Sheet is the database.

Most expense platforms ship a proprietary approval portal — a separate URL, a separate login, a separate inbox for managers to learn. ExpenseBot's Google Workspace expense approval workflow is built on tools your team already uses every day: Google Sheets as the ledger, Gmail as the notification layer, and Drive permissions as the access control.

Each expense row in the Sheet carries a reviewer column. Assign the approver's email, and ExpenseBot sends a Gmail notification with a direct link to the row. The reviewer opens the Sheet, reads the receipt image in Column J, marks the status column (Approved, Rejected, Needs Info), and the workflow advances. For multi-stage approvals — for example, manager then finance — simply add a second reviewer column and a second status column. ExpenseBot's AI co-pilot can route to the next approver automatically based on amount thresholds or GL code.

The audit log lives in Google Sheets' native version history. Every edit, every approval, every comment is timestamped and attributed to the Workspace account that made it. Finance and auditors can open File → Version history and see the full evolution of any report. There is no separate audit database to query, no vendor "export to CSV" step, no approval portal to maintain accounts in.

• Reviewer assigned via column — change approvers by editing the Sheet.
• Gmail notifications with row-deep-links; no new inbox to monitor.
• Multi-stage routing via stacked reviewer/status columns.
• Amount-threshold and GL-based routing through the AI co-pilot.
• Full approval audit trail in Sheets version history — no separate system to provision.

IT and security teams at Google Workspace shops evaluate every SaaS addition against a short, sharp checklist: identity, data residency, scope of access, revocation, and auditability. ExpenseBot is designed to clear that checklist without a security questionnaire marathon.

Identity: authentication is 100% Google OAuth. There are no ExpenseBot passwords, no local user database, no "add an SSO seat" upsell. If a user can sign in to Workspace, they can sign in to ExpenseBot; if their Workspace account is disabled, their ExpenseBot access dies at the same instant. Data residency: the Sheet lives in the user's Drive, which means it inherits your tenant's region, DLP rules, retention holds, and Vault eDiscovery automatically. Nothing to re-configure.

Scopes are deliberately minimal: drive.file (files the app creates or the user picks — not the whole Drive), gmail.readonly (only used by the overnight receipt scanner, and only for matching receipt-shaped emails). No gmail.send, no drive (full Drive), no contacts, no calendar unless the user opts into mileage-from-Calendar. Every scope is incrementally requested at the moment of use. Revocation is one click in the Workspace admin console — Security → API controls → Manage third-party app access — and access disappears tenant-wide.

• Google SSO only — no new passwords, no seat-based SSO tax.
• Data stays in tenant; no external expense-data warehouse.
• Minimal scopes: drive.file + gmail.readonly; incremental consent.
• CASA Tier 2 certified — SOC 2 / ISO 27001 friendly evidence pack.
• One-click revocation via Workspace admin; Vault + DLP coverage by default.

Expense tools are usually priced and designed for 500-seat finance departments — which is exactly the wrong shape for the 3-to-50-person Google Workspace teams that make up most of our customer base. ExpenseBot's Google Workspace expense reporting flow is built for that scale: a shared Sheet per department, Gmail-based receipt auto-capture, and Drive-delivered bundles for whoever handles the books at month-end.

A small team typically sets up one Sheet shared with the bookkeeper, or one Sheet per department (Sales, Engineering, Ops) with a tab per employee. If a dedicated office manager handles expense collection for the team, ExpenseBot's three-step capture → review → export workflow is designed specifically for that role. Receipts flow in three ways: employees snap photos in the browser, forward vendor emails to their own inbox (ExpenseBot auto-scans overnight via the Gmail receipt scanner), or CC receipts@expensebot.ai on vendor correspondence. Each receipt lands on the correct tab in your Google Sheets expense tracker, with the image stored in Drive and linked in Column J of the row.

At month-end or quarter-end, ExpenseBot can export a Drive-based ZIP bundle — every receipt image plus a matching CSV — straight into a shared Drive folder for your bookkeeper or outside accountant. No email attachments, no Dropbox, no "can you resend that receipt?" threads. The accountant opens one Drive folder, reconciles against the CSV, and drops adjusting entries straight onto the Sheet.

• Shared Sheet per department with per-employee tabs.
• Gmail-based receipt auto-capture — no forwarding rules to maintain.
• Drive ZIP bundles for month-end handoff to bookkeepers.
• One-click QuickBooks / Xero export when your accountant needs structured data.
• Scales from 3 people to 50 without changing the workflow.

ExpenseBot is a Google Workspace expense tracker that lives inside the workspace your team is already using — not alongside it, not on top of it, and not behind a separate vendor login. There are no new servers to provision, no new SaaS account for every employee, no proprietary mobile app to roll out, and no parallel database holding receipt data outside your tenant. The expense data that matters — receipt images, monthly reports, mileage logs, approvals — sits in your corporate Google Drive, owned by your organization, governed by your existing Google Vault, DLP, and sharing policies.

The integration surface is intentionally narrow and minimum-scope:

• Gmail — OAuth read-only (gmail.readonly) to auto-detect receipts in employee inboxes overnight. ExpenseBot never sends, deletes, or modifies email.
• Drive — per-file scope (drive.file), not full-Drive. ExpenseBot can only read or write files it created or that the user explicitly hands it via the picker.
• Sheets — the reporting layer. Every expense lands as a row in a Google Sheet your user owns, with formulas, filters, and pivot tables you can edit like any other Sheet.
• Calendar — read-only access to derive mileage from events that have addresses. No GPS app, no battery drain.
• Photos — read-only, optional, for users who snap receipts on their phone and want a daily sync into Drive.

That's the whole footprint. ExpenseBot is not a standalone expense app that happens to talk to Google — it's a Workspace-native layer. If you turned ExpenseBot off tomorrow, every receipt, every Sheet, every report would still be there, in your Drive, in formats your team already knows how to use. Compare that to a typical SaaS expense tool, where churning the vendor means losing access to years of receipt history locked behind a proprietary export. With a Google Workspace expense tracker that stores everything in your own Drive, the data sovereignty question doesn't come up — the data was always yours.

For IT and security leads, a new vendor in the expense category usually means a multi-week procurement cycle: SOC 2 report review, vendor security questionnaire, scope-of-data assessment, DPA negotiation, then SSO provisioning and license management forever after. ExpenseBot collapses most of that work because it's CASA Tier 2 verified through Google's App Defense Alliance and because the data architecturally never leaves the customer's own Google Workspace tenant.

What CASA Tier 2 means in practice. CASA — Cloud Application Security Assessment — is the security review program Google runs (via the App Defense Alliance) for apps in the Google Workspace Marketplace. Tier 2 is lab-verified: an authorized third-party testing lab independently validates the application's security posture, rather than relying on a developer self-attestation (which is what Tier 1 covers). The Tier 2 assessment includes static and dynamic application scanning, OAuth scope justification, encryption-at-rest controls, and the standard vendor security questionnaire covering data handling, sub-processors, and breach notification. (Tier 3 is an even more rigorous full lab assessment of infrastructure and data storage, ~60 hours of testing — most Marketplace apps, including ExpenseBot, sit at Tier 2.)

30-second deploy via Admin Console. Open the Google Workspace Marketplace, search ExpenseBot, click "Domain install", approve scopes once for the whole org. Users sign in with their existing Google account — no license keys, no provisioning script, no per-user setup ticket. Access can be revoked instantly from the same Admin Console, and Google's audit log shows exactly which user authorized which scope and when.

Zero new vendor in your security-audit scope.Because receipts and reports live in the customer's Drive (not on ExpenseBot servers), the typical "what data do you store, where, and for how long" questions reduce to a one-liner: everything stays in your Workspace tenant; we orchestrate, we don't store. For SOC 2 audits and customer security reviews, that often means ExpenseBot doesn't even need to be added as an in-scope sub-processor. SSO works automatically through Google — no SAML config, no JIT-provisioning rules, no SCIM endpoint. If your team already uses Google as the identity provider, ExpenseBot is already wired up.

Most expense tools force approvers out of their day-to-day tools and into a vendor portal: a separate login, a separate inbox of pending requests, a separate UI to learn. ExpenseBot's expense approval Google Workspace flow is the opposite — managers approve inside Gmail and Google Sheets, where they already are.

Here's the full workflow: an employee logs an expense (snap a photo, forward an email, or let Gmail auto-scan find it). The expense lands as a row in the team's Google Sheet, with a status column showing "Pending Approval". The assigned manager gets an email notification with the receipt image inline and a one-click "Approve in Sheet" link. The manager opens the Sheet, reviews the row, and changes the status to "Approved" — or leaves a comment for clarification using Sheets' native comment thread, which notifies the employee back via email. No separate approval app, no extra inbox, no third-party portal. The audit log column tracks who approved each line and when, in plain text any auditor can read.

Per-team policies are configured per Sheet: department spend caps, category restrictions ("no alcohol on Sales tab"), required receipt thresholds ($25+ requires image), and approval routing (manager-of-record from Workspace directory, or a named approver per tab). Compare that to Concur or Ramp where every approval requires bouncing out of Sheets into a vendor portal, then re-exporting back into your accounting system — ExpenseBot keeps the approval inside the spreadsheet that is the system of record. When the month closes, the same Sheet exports cleanly to QuickBooks or Xero (CSV/IIF) without a reconciliation pass between two ledgers.

Google Workspace expense reporting at the 5-to-50-person scale has a specific shape: one office manager or fractional bookkeeper handling reimbursements, a founder or COO who wants to see month-end totals without learning yet another dashboard, and an outside accountant who needs clean exports at quarter-end. That's exactly who this tier is built for — not 500-seat finance departments, not single-person freelancers.

One-click exports cover the books your accountant probably uses: QuickBooks, Xero, Wave, and Sage. (These are structured CSV/IIF exports formatted for each platform's importer — not a live OAuth push to those apps; that workflow keeps your accountant in control of the import step.) Per-employee reimbursement breakdowns roll up automatically by tab; the office manager can see "Sarah is owed $483.21 this month, here's the line items, here's the receipt PDFs" in one click. For board meetings, ExpenseBot generates a quarterly PDF pack with category totals, top-vendors, and per-department trend lines — same output as a $1,000/month enterprise tool, generated from your own Sheet.

Pricing is flat at $10/user/month with a 60-day free trial. There's no enterprise contract, no minimum seat count, no annual commit, no implementation fee, no per-feature upcharge. Under 200 users self-serve through the Marketplace install; above 200, contact us for volume pricing. Compare that to Expensify ($9–18/user with the Workspace add-on bolted on), Concur (custom enterprise pricing, six-figure minimums), or Ramp (free but requires switching your corporate cards). For a 12-person team, that's $120/month all-in, and if it doesn't fit you uninstall from the Admin Console and the Sheets stay yours.

The Google Workspace Marketplace has a handful of expense-tracking entries — here's an honest read of how ExpenseBot fits among them.

• Expensify works with Google SSO and has a Marketplace listing, but it's a standalone product first and a Workspace integration second. Pricing typically lands at $9–18/user/month with the Workspace add-on, and the source of truth lives in Expensify's database — your Drive sees PDF copies, not the live ledger.
• Zoho Expense has a free tier that's genuinely useful for solo and very small teams, but the free tier caps users and disables many policy/approval features; getting to a comparable feature set tracks similar pricing to Expensify. Data lives in Zoho.
• Generic CSV-to-Sheet importers (a handful of small Marketplace apps) move bank data into a Sheet, but they don't categorize, don't OCR receipts, don't handle approvals, and don't talk to Gmail — they're plumbing, not an expense tracker.
• ExpenseBot is positioned differently: AI receipt categorization (Gemini), Gmail-native auto-scan with no forwarding rules, flat $10/user/month, and the source of truth is the customer's own Google Sheet. We don't try to replace your accounting tool — we feed it cleanly. CASA Tier 2 verified.

Pick the one that matches your shape: if you need a corporate-card program bundled with expense tracking, Ramp or Brex make sense. If you have a 500-person finance organization and procurement already approved Expensify or Concur, stay there. If you're a 5-to-200-person team that uses Google Workspace as the spine of the business, want to keep your data in Drive, and don't want to pay $15+/user/month for the privilege — ExpenseBot is built for that exact profile.