⚡ Quick Answer
ExpenseBot is FREE for accountants using Xero. Import your chart of accounts live from Xero, and AI maps every expense to YOUR exact GL codes and tax rates. Then push finished reports straight into Xero as Draft Bills or Manual Journals — one click, receipt images attached, everything landing as a Draft to review before posting (a CSV export is also available). Data stays in YOUR Google Drive, not vendor servers like Xero Expenses.
One click into Xero — as Bills or Manual Journals
Connect your Xero organisation once (OAuth, about 30 seconds). Then choose how a finished report lands in Xero — Bills or Manual Journal — right in the confirmation dialog. Everything arrives as a Draft for you to review before posting.
💳 Bills (Accounts Payable)
The default. ExpenseBot creates Xero Bills (ACCPAY) with the GL account, tax, and tracking on every line. Push a report as one bill — ideal for reimbursing an employee's stack of receipts — or as one bill per vendor for the AP you owe out (rent, utilities, suppliers). A Xero contact is created or matched for each bill.
📒 Manual Journals
A balanced journal — one debit line per expense plus a single balancing credit — with no vendor needed. For accountants who book expenses by journal entry (clearing accounts, owner's-draw and reimbursement workflows). This is a Xero-first feature — our QuickBooks integration is Bills-only.
For accountants: the Xero connection belongs to you. Connect your organisation once, then push any client's approved report into it — your clients just keep capturing receipts and never need their own Xero connection. Import your chart of accounts live from Xero so client categories map to your account structure, pick Bills or Journals per client, and your bank account and preferences are saved per Xero organisation for one-click repeat pushes.
🚀 Xero Accountants: Use Everything FREE Forever
The ONLY solution with automatic Xero GL mapping. No trial. No limits. No manual data entry.
Finally, Expense Management That Actually Works With Xero
ExpenseBot works with 8+ accounting platforms • FREE for all accountants
Connect your Xero organisation once, then push finished expense reports straight into Xero as Draft Bills or Manual Journals — one click, categories and tax already mapped to your exact GL codes, receipt images attached. FREE for accountants, and your data stays in YOUR Google Drive, not on vendor servers.
Built for accounting firms on Xero — free for every accountant
💡 Why Xero Users Struggled Before ExpenseBot
The Manual Mapping Problem: Xero Expenses and Hubdoc force YOU to manually map each expense type to GL codes. Every. Single. Time. Hours wasted on repetitive data entry.
The Tax Code Nightmare: Different clients, different tax rates, different rules. Manual selection leads to errors and compliance issues.
The Data Ownership Issue: Your sensitive financial data sits on third-party servers. You lose control, face additional audits, and depend on their security.
ExpenseBot Solves Everything: Upload GL codes once per client. AI handles all mapping including tax codes and tracking categories. Press button, get perfect Xero file. Your data stays in YOUR Google Drive.
Why Xero Teams Choose ExpenseBot
A True Hubdoc & Dext Alternative
You chose Xero for its beautiful, simple interface. Tools like Hubdoc or Dext add complexity and cost. ExpenseBot is different. It's free for accountants and uses a spreadsheet-native interface your team already knows. No new software to learn.
"Cut our month-end close from 5 days to 2 days. The AI mapping for tracking categories is flawless." - Controller, SaaS Company
Key Benefits for Xero Users
- AI vendor and GL code matching, mapped to your chart of accounts.
- Bulk-import a whole backlog of receipts in one batch.
- Deploy to your entire team in 30 seconds.
- Your data stays in your Google Drive, not our servers.
Common Xero Workflows
Automatic Tracking Category Assignment
ExpenseBot maps your expenses to Xero tracking categories automatically. Marketing receipts → Marketing category. Travel expenses → Project codes. No manual tagging needed.
Multi-Currency Receipt Handling
Traveling abroad? ExpenseBot converts foreign receipts to your base currency using Xero's exchange rates. Perfect for international teams.
Perfect Bank Reconciliation Prep
Our export file is designed to work seamlessly with Xero's bank reconciliation. Match transactions in seconds, not hours.
How the Direct Xero Connection Works
Connect your Xero organisation once with a standard OAuth authorisation. From then on, ExpenseBot pushes finished expenses to Xero over the direct API — not a CSV you re-import — as Draft Bills and Manual Journalsyou review and approve inside Xero. Nothing posts to your ledger until you authorise it.
Coded to your chart of accounts
ExpenseBot reads your Xero Chart of Accounts and tax rates directly, then AI maps each expense to the right GL account and tax rate. It matches or creates the Xero contact, and supports tracking categories and multi-currency.
Drafts you approve
Bills and journals arrive as Drafts, so you review and authorise them in Xero before they post. A duplicate-push guard warns you before re-sending a report you've already pushed, so an accidental click won't quietly double-post.
Receipts start in Gmail
Most receipts already arrive by email. Our Xero receipt scanner reads them from Gmail and codes them for Xero automatically — no forwarding or photographing, unlike Hubdoc or Dext.
The Xero Integration That Accountants Actually Want
Before ExpenseBot vs After ExpenseBot
See Why Accountants Choose ExpenseBot for Xero
❌ Before (Xero Expenses/Hubdoc):
- 😤 Manual GL mapping for every expense
- 😤 Tax codes selected manually
- 😤 Tracking categories forgotten
- 😤 Data on vendor servers
- 😤 $20+/month per user costs
- 😤 3+ hours per client monthly
- 😤 Constant mapping errors
- 😤 No multi-client view
✅ After (ExpenseBot):
- ✓ AI maps to GL codes automatically
- ✓ Tax rates detected perfectly
- ✓ Tracking categories assigned
- ✓ Data in YOUR Google Drive
- ✓ FREE for accountants forever
- ✓ One-click push to Xero
- ✓ AI maps to your exact Xero GL codes
- ✓ Multi-client dashboard
Push finished reports straight into Xero as Draft Bills or Manual Journals — categories, tax, and tracking already applied, so there's no manual re-keying. You review the Drafts in Xero before posting.
Why Xero Accountants Love ExpenseBot
FREE Forever for Accountants
Yes, completely free! Full access, unlimited clients, all features. No credit card needed. We make money when your clients upgrade.
AI-Powered GL Mapping
Import your Xero chart of accounts once per client and AI maps every expense to the correct GL code, tax rate, and tracking category — matched to your own account structure.
One Click Into Xero
Push a finished report straight into Xero as Draft Bills or Manual Journals over the API — tax codes and tracking categories included, receipt images attached. Prefer a file? A formatted CSV export still works with Xero's import and bank rules.
YOUR Data, YOUR Drive
Unlike Xero Expenses or Hubdoc, your data stays in YOUR Google Drive. You maintain control, ownership, and security. CASA Tier 2 certified by Google.
Multi-Client Dashboard
Manage all your Xero clients from one dashboard. Switch between clients instantly. Each has their own GL mapping and settings. Built for accounting firms.
Draft-First, Always
Nothing posts automatically. ExpenseBot creates Drafts in Xero — you (or your accountant) review and approve inside Xero before anything hits the books.
How ExpenseBot Works with Xero (5 Minutes Total)
Sign Up with Google
30-second signup using your Google Workspace account. No forms, no passwords.
Upload Xero Chart of Accounts
Export from Xero, upload to ExpenseBot. One time per client. Takes 1 minute.
Invite Your Team/Clients
Send invites directly from the dashboard. They start submitting expenses immediately.
AI Maps Everything
Every expense automatically coded to correct GL account, tax rate, and tracking categories.
Push to Xero
One click sends the report into Xero as Draft Bills or Manual Journals — or export a CSV if you'd rather import manually. You approve the Drafts in Xero.
Skip the Manual Re-keying
AI maps categories, tax, and tracking, so you review Drafts in Xero instead of re-entering every expense by hand.
ExpenseBot vs Xero Expenses vs Hubdoc
What Xero Accountants Are Saying
"I love the automation and how fast it works. After I scan an expense, it quickly sends me an email notification that the spreadsheet has been updated. It saves me a boatload of time. Previously I used Expensify, but ExpenseBot has been the perfect tool due to its AI and automation features."
"I love the automation and how fast it works. After I scan an expense, it quickly sends me an email notification that the spreadsheet has been updated. It saves me a boatload of time. Previously I used Expensify, but ExpenseBot has been the perfect tool due to its AI and automation features."
"I love the automation and how fast it works. After I scan an expense, it quickly sends me an email notification that the spreadsheet has been updated. It saves me a boatload of time. Previously I used Expensify, but ExpenseBot has been the perfect tool due to its AI and automation features."
Built for Accountants on Xero
Frequently Asked Questions
How is ExpenseBot different from Xero Expenses or Hubdoc?
Unlike Xero Expenses or Hubdoc, ExpenseBot is completely FREE for accountants forever. Your data stays in YOUR Google Drive (not on vendor servers), and our AI automatically maps expenses to your exact GL codes without manual setup.
Is ExpenseBot really free for accountants using Xero?
Yes, 100% free forever for accountants and bookkeepers. Unlimited clients, all features. We make money when your clients upgrade their accounts, but accountant access is always free.
How does the Xero GL mapping work?
Import your Chart of Accounts live from Xero once per client, and our AI automatically maps every expense to the correct GL code and tax rate. Then push finished reports straight into Xero as Draft Bills or Manual Journals — categories, tax, and tracking already applied and receipt images attached. Everything lands as a Draft for you to review before posting. A formatted CSV export is also available if you prefer to import manually.
Does ExpenseBot support Xero tracking categories?
Yes! ExpenseBot supports all Xero tracking categories. AI automatically assigns the right tracking categories based on your rules. Perfect for departments, locations, projects, or cost centers.
Can I manage multiple Xero clients?
Yes! Each client has their own GL mapping and tax settings. Switch between clients instantly in your dashboard. Each export uses the correct codes for that specific client. Perfect for accounting firms.
Do expenses post to Xero automatically, or as drafts I approve?
You stay in control. The push to Xero is a step you trigger, not an automatic sync — and what lands in Xero is a Draft Bill or Draft Manual Journal, so you review and authorise it inside Xero before it posts to your ledger. (Spend Money bank transactions are the one exception: if you choose that type, they post immediately, which the app tells you before you push.) ExpenseBot also tracks whether a report has already been pushed and warns you before an accidental re-send.
How do I disconnect ExpenseBot from Xero?
You can disconnect at any time — from ExpenseBot's Xero settings, or from Xero itself under Settings → Connected apps, where you revoke ExpenseBot's access. Disconnecting stops any further pushes; anything already pushed stays in Xero as the Drafts or entries you created. Reconnecting later is another 30-second OAuth authorisation. ExpenseBot connects over the direct API using OAuth tokens, so no Xero password is ever shared with ExpenseBot.
Push Your Clients' Books Straight Into Xero — Free for Accountants
🚀 100% FREE for Xero accountants forever
Stop wasting billable hours on manual GL mapping and tax code selection. Start using AI that actually understands Xero. Your clients get easy expense submission. You get perfect import files. Everyone wins.
You'll sign in with Google next — takes 30 seconds, read-only access.
✓ Free for accountants forever • ✓ Unlimited clients • ✓ Perfect Xero integration • ✓ Your data in YOUR Drive