Be the CFO Hero Across All Your Portfolio Companies
Managing 5-10 companies with different GLs, policies, and accounting systems? Deploy ExpenseBot using each company's Google Workspace domain. Employees get reimbursed 5x faster. Accounting stops manual entry. You become the hero who fixed expense hell - across your entire portfolio.
One Dashboard. All Your Companies. Total Control.
Company A: QuickBooks with 4-digit GL codes, $150 meal policy
Company B: Sage 50 with 6-digit GL codes, project-based approvals
Company C: NetSuite with department codes, multi-level workflows
You manage it all from ONE dashboard. Each company gets their own domain-based setup, GL mapping, policies, and approval chains. Employees see simplicity. You see everything.
Upload each company's expense policy. AI checks every expense against THEIR rules.
NEW: One Dashboard, Multiple Expense Policies
Upload each client's expense policy document. When evaluating expense reports, select which policy to apply. Client A's $150 meal cap. Client B's project-based rules. Client C's travel restrictions. All managed from your single dashboard.
Upload Multiple Policies
Each client's expense policy PDF stored separately
Switch Per Client
Select the right policy when reviewing each company's reports
AI Enforces Rules
Each expense checked against that client's specific limits and rules
The Hidden Costs of Manual Expense Management
β SEC/SOX Compliance Risk
Missing receipts, improper approvals, and inconsistent GL coding create audit failures and material weaknesses. Manual processes are a compliance nightmare waiting to happen.
β Zero Real-Time Visibility
You can't make strategic decisions when you're looking at last quarter's data. Manual expense tracking means you're always looking backward, never forward. By the time you spot issues, it's too late to course-correct.
β The ExpenseBot Solution
Automated compliance checks with immutable audit trails in your Google Drive. Ask ExpenseBot anything about your expense data in real-time - compare against historical trends, analyze spending patterns, get instant insights through our AI chat interface. Plus, automatic GL mapping saves your team hours every week.
The CFO Tools That Actually Matter
Ask Your Data Anything
AI chat interface lets you query expense data in real-time. "Show me Q3 travel vs last year" or "What are our top 5 expense categories?" Get instant answers, not reports weeks later.
Automatic GL Mapping
No more manual coding. Upload each company's Chart of Accounts once, and AI maps every expense perfectly. Save your team hours every week while ensuring consistent, accurate categorization.
Immutable Audit Trail
Every receipt, every approval, timestamped and stored in YOUR Google Drive. Complete documentation for audits, all in one place, under your control.
The Impact You'll Make at Every Company
Employees Love You
Expenses reimbursed 5x faster. No more lost receipts. No confusing apps. Just snap a photo and done. Watch employee satisfaction scores jump when you eliminate expense report hell.
Accounting Thanks You
Zero manual entry. Expenses arrive GL-coded, policy-checked, and ready to approve in familiar spreadsheets. Export to any accounting system with one click. Month-end just got 80% easier.
CEOs See Your Value
Deploy across the entire company in 30 minutes. Immediate cost savings. Real-time spending visibility. You're not just managing finances - you're transforming operations.
Enterprise-Ready Multi-Company Management
Domain-Based Company Setup
Each portfolio company uses their Google Workspace domain (@company1.com, @company2.com). Employees login with existing credentials - no new passwords. You control licenses, set GL mappings per company, and configure unique approval workflows. Perfect separation, total control.
AI-Powered GL Mapping Per Company
Upload each company's Chart of Accounts once. AI automatically maps every expense to the right GL code - whether Company A uses 4-digit codes or Company B uses 6-digit codes with departments. Employees don't need to know GL codes. AI handles it perfectly every time.
Policy Enforcement That Actually Works
Upload each client's expense policy document β as many as you need. When reviewing a company's expenses, select which policy applies. AI checks every submission against THAT client's specific rules. Over Client A's $150 meal limit? Missing Client B's required project code? AI flags it automatically.
Mileage Tracking for Field Teams
Portfolio companies with sales reps, consultants, or service teams? ExpenseBot imports mileage directly from Google Calendar β client visits with addresses become mileage automatically via Google Maps. No separate app, no GPS battery drain. Mileage shows up in the same expense reports alongside receipts. Learn more about mileage tracking β
The Workflow That Makes You a Hero
1. Employee Submits
Snap photo or forward email. AI extracts everything. No forms, no dropdowns, no friction. Works on any device, anywhere.
2. AI Processes
Validates against policy, maps to GL codes, adds project codes, calculates tax. Everything done automatically based on YOUR rules.
3. Manager Approves
Clean spreadsheet view with comments and collaboration. Bulk approve or request clarification. No new system to learn.
4. Accounting Exports
One-click export to QuickBooks, Sage, NetSuite, or any ERP. Perfect formatting every time. GL summary reports included.
Built for Fractional CFO Success
Multi-Company Dashboard
- Portfolio view: See all companies' expenses in one screen
- Company isolation: Each company's data stays separate
- License management: Assign/remove employees per company
- GL sync: Different Chart of Accounts for each company
- Policy templates: Reuse policies across similar companies
- Multiple expense policies: Upload each client's policy, select per company
Reporting That Impresses
- GL summaries: Expenses grouped by GL account automatically
- Project tracking: Full project code support per company
- Department rollups: See spending by team or division
- Trend analysis: Spot issues before month-end
- Executive dashboards: Real-time KPIs that CEOs love
Enterprise Customization
- ERP integration: We customize for SAP, Oracle, or any system
- Custom workflows: Multi-level approvals as complex as needed
- API access: Integrate with existing tools
- White labeling: Make it look like your solution
- Bulk operations: Handle hundreds of expenses at once
Deploy to a New Client in 30 Minutes
- Connect their Google Workspace domain (5 minutes)
- Upload their Chart of Accounts (2 minutes)
- Set expense policy rules (10 minutes)
- Assign employee licenses (5 minutes)
- Configure approval workflow (5 minutes)
- Send announcement email (3 minutes)
Result: By end of day one, employees are submitting expenses, managers are approving in spreadsheets they know, and you look like a transformation expert who delivers immediate value.
See ExpenseBot in Action
Multi-Company Management Dashboard
Explore all features with guided walkthroughs
Employee Experience Demo
"I manage 7 portfolio companies. Before ExpenseBot, expense management was my biggest operational headache - different systems, angry employees, manual GL coding nightmares. Now I manage everything from one dashboard. Employees actually thank me. Accounting teams love the GL summaries. CEOs see me as the CFO who fixes things, not just reports on them."
Frequently Asked Questions
How does multi-company isolation work?
Each company is tied to its own Google Workspace domain with separate GL mappings, policies, and approval workflows. Data remains isolated per domain.
Do you support QuickBooks, Sage 50, and NetSuite?
Yes. Export GL-coded spreadsheets to QuickBooks and Sage 50 directly; map to NetSuite or other ERPs via tailored exports or API.
How fast can we deploy a new company?
Typical setup takes ~30 minutes: connect domain, upload Chart of Accounts, set policy rules, assign licenses, and configure approvals.
How are GL codes mapped for each company?
Upload the companyβs Chart of Accounts once. AI maps expenses to the correct GL codes automatically, including departments or projects where applicable.
Where is our data stored?
Receipts and spreadsheets live in your companyβs Google Drive. You retain control and can revoke access anytime.
π― Also Serve RIA/PE Clients?
Specialized Compliance Tools for Investment Firms
If you're a fractional CFO working with RIAs, private equity, or hedge funds, ExpenseBot offers specialized features:
AI-Powered Form ADV Compliance
- Auto-retrieve Form ADV: AI pulls from SEC automatically
- Fund vs. Adviser allocation: Perfect expense splits with citations
- SEC-defensible: Every decision documented with ADV references
- Bulk invoice processing: Handle hundreds at once
Transform Your Portfolio Companies in 30 Days
Stop being the expense police. Become the CFO who implements solutions that employees love, accounting appreciates, and CEOs notice. One dashboard for all your companies. Perfect GL mapping for each. Enterprise-ready but simple to deploy.
Volume pricing for 3+ companies β’ Custom ERP integration available β’ White label options