Expensify vs Ramp vs ExpenseBot: Which Is Best for Google Workspace?
Complete comparison: features, pricing, security, and deployment. Why teams switch to ExpenseBot.
Bottom Line
ExpenseBot: Google-native. CASA Tier 2. Data in YOUR Drive. Deploy in 30 seconds. $10/user, all features included.
Expensify: Traditional expense app. Vendor servers. $5-18/user tiered pricing. Best if you're not on Google Workspace.
Ramp: Corporate card platform with expense tracking. Best with Ramp cards. Complex for card-agnostic teams.
Key Differences at a Glance
Security Certification
ExpenseBot: CASA Tier 2 (Google's highest)
Expensify: SOC 2 Type II
Data Storage
ExpenseBot: Your Google Drive
Expensify: Vendor servers
Deployment Time
ExpenseBot: 30 seconds
Expensify: Days to weeks
Pricing
ExpenseBot: $10/user (all features)
Expensify: $5-18/user (tiered)
Gmail Integration
ExpenseBot: Native auto-capture
Expensify: Forward to email
Best For
ExpenseBot: Google Workspace orgs, freelancers, real estate agents
Expensify: Traditional expense reporting
Expensify vs Ramp vs ExpenseBot
Complete feature comparison
Switching from Expensify: A 15-Minute Migration
Export from Expensify
Download your expense history as CSV. Keep your historical data for reference. No data lock-in.
Connect Google Account
One click OAuth login. ExpenseBot automatically finds receipts in Gmail and creates your expense sheet in Drive.
Invite Your Team
Add team members via Google Workspace admin or individual invites. They're productive in minutes, not days.
Connect Accounting
Link QuickBooks, Xero, or export to Excel. Your existing workflows continue unchanged.
Why Teams Love the Switch
No More Credit Card Sharing
Unlike Expensify's card program push, ExpenseBot works with your existing cards. Keep your points, keep your bank, keep your controls.
Gmail Receipts Auto-Captured
Stop forwarding to receipts@expensify. ExpenseBot finds receipts in Gmail automatically - even old ones from months ago.
Your Data, Your Control
Everything stored in your Google Drive. Export anytime. No vendor lock-in. CASA Tier 2 security certification from Google.
Common Expensify Frustrations We Solve
"Expensify keeps pushing their credit card on us"
ExpenseBot never requires card switching. Use any card - corporate, personal, or mixed. We're card-agnostic by design. Your banking relationships and credit card points programs stay exactly as they are.
"The mobile app is complex and employees complain"
ExpenseBot users just forward receipts to their personal ExpenseBot email or snap photos. No app training needed. Works on any device with email. Employees actually submit expenses because it's effortless.
"Pricing keeps increasing with new features we don't use"
ExpenseBot: Simple $10/user pricing. No modules, no add-ons, no surprises. Every feature included. Accountants free forever. Price locked for existing customers - we've never raised prices on anyone.
"SmartScan errors and we have to fix extractions manually"
ExpenseBot uses Google's Vision AI plus our proprietary models. 99% extraction accuracy. Handles damaged receipts, handwritten notes, and multiple currencies. If AI can't read it, neither could a human.
"I need mileage tracking too, not just receipts"
Expensify requires MileIQ integration - a separate app with GPS tracking that drains your battery. ExpenseBot imports mileage directly from Google Calendar. Client meeting has an address? Import it, distance calculated via Google Maps. No GPS app. No battery drain.Learn more →
Built for Freelancers, Real Estate Agents & Consultants
ExpenseBot isn't just for teams — it's perfect for independent professionals who need simple, powerful expense tracking with tax-time superpowers.
Year-End Tax Report
One click generates your complete annual expense summary organized by category. No more digging through receipts at tax time — everything's ready for your accountant.
Auto Bank & Credit Card Reconciliation
Connect your bank accounts and credit cards for automatic transaction matching. AI matches receipts to transactions — no manual data entry needed.
Smart Deduction Guidance (8 Countries)
As a freelancer, we show you what you can deduct. Supported in USA, Canada, UK, Australia, New Zealand, Ireland, France, and Germany. Never miss a legitimate business deduction again.
Tax Form Generation (USA & Canada)
For US and Canadian freelancers, ExpenseBot generates draft tax forms based on your expenses. Schedule C categories for the US, T2125 for Canada — pre-filled and ready.
Bonus: Todo List Management
As a thank you for using ExpenseBot, you also get our todo list feature. Just email tasks to todo@expensebot.ai and we'll manage your list automatically. Small perk, big time saver.
Freelancer? Start your 60-day free trial — see why independent professionals love ExpenseBot.
The 6-Product Google Advantage Expensify Can't Match
Expensify integrates with Google. ExpenseBot IS Google-native.
Pricing Breakdown: What You Actually Pay
Expensify
Very limited features, manual entry only
SmartScan, receipt forwarding, basic reporting
Approval workflows, integrations, policy enforcement
Advanced features, dedicated support
Most businesses need Control ($9) or Corporate ($18) for essential features
ExpenseBot
- ✓60-day free trial (no credit card)
- ✓All features included
- ✓Volume discounts at 20+ users
- ✓Accountants: FREE forever
- ✓No per-seat bloat
Real-World Cost Example
For a team of 25 users needing approval workflows and accounting integrations:
25 users × $9
25 users × $10 (volume discount)
Similar cost, but ExpenseBot includes CASA Tier 2 security, data sovereignty, and 30-second deployment that Expensify can't match.
Which Should You Choose?
Choose ExpenseBot If:
- ✓You use Google Workspace for business
- ✓You need CASA Tier 2 security certification
- ✓You want data stored in YOUR Google Drive
- ✓You need instant deployment (30 seconds)
- ✓You prefer spreadsheet-native expense reports
- ✓You want native Gmail auto-capture
- ✓You need AI-powered GL coding
Choose Expensify If:
- •You don't use Google Workspace
- •You prefer a traditional expense app interface
- •You need complex multi-level approval workflows
- •You're already heavily invested in Expensify
- •Migration costs outweigh benefits
Your Company Runs on Google Workspace? We're Built for You.
If your team already uses Gmail, Google Drive, and Google Calendar, ExpenseBot integrates natively — no new apps, no data silos, no vendor lock-in.
Google SSO
Login with existing Google accounts. No new passwords for your team.
Data in YOUR Drive
Expense data stored in your Google Drive — not vendor servers. Full ownership.
30-Second Deploy
Install from Google Workspace Marketplace. Team is productive immediately.
Learn more about our Google Workspace integration:
Frequently Asked Questions
What is the main difference between ExpenseBot and Expensify?
ExpenseBot is built natively for Google Workspace and stores data in the customer's Google Drive, while Expensify stores data on vendor servers. ExpenseBot has CASA Tier 2 certification and deploys in 30 seconds. Expensify is a traditional SaaS platform requiring standard onboarding.
How much does ExpenseBot cost compared to Expensify?
ExpenseBot costs $10 per user per month with all features included. Expensify ranges from $5-18 per user per month depending on the plan (Collect, Control, or Corporate). Most businesses need Expensify's Control ($9) or Corporate ($18) plans for essential features like approval workflows and integrations. ExpenseBot offers a 60-day free trial with no credit card required.
Does ExpenseBot integrate with QuickBooks like Expensify?
Yes. ExpenseBot has direct QuickBooks Online integration with one-click sync, similar to Expensify. ExpenseBot also exports to Sage 50 Canada, Xero, and other accounting systems with AI-powered GL mapping.
What if my company doesn't use Google Workspace?
ExpenseBot works best with Google Workspace due to native integration. However, you can still use ExpenseBot with any Google account (which can be created with any email address). You'll miss some benefits like instant domain-wide deployment and corporate Drive storage, but all core expense tracking features still work.
How do I get started with ExpenseBot?
Start your 60-day free trial by installing ExpenseBot from the Google Workspace Marketplace. Deploy takes 30 seconds. Your team logs in with their existing Google accounts and can start tracking expenses immediately. No credit card required.
Is my data more secure with ExpenseBot or Expensify?
Both are secure but use different approaches. ExpenseBot stores data in YOUR Google Drive (you control it) and has CASA Tier 2 certification (Google's highest security tier). Expensify stores data on their servers and has SOC 2 Type II certification. For organizations requiring data sovereignty and Google's security framework, ExpenseBot is the better choice.
Does ExpenseBot track mileage like Expensify?
Better. Expensify requires MileIQ integration (a separate GPS app). ExpenseBot imports mileage directly from Google Calendar - if your appointment has an address, distance is calculated automatically via Google Maps. No GPS tracking, no battery drain, no separate app. Learn more about mileage tracking →
Does ExpenseBot have approval workflows like Expensify?
Yes! ExpenseBot includes full multi-level approval workflows at $10/user/month - making it the cheapest Expensify alternative with approval workflows. Set up manager approvals, spending limits, policy rules, and automatic routing. Expensify charges $18/user for their Control plan with similar approval features.
Is there a free Expensify alternative?
ExpenseBot offers a 60-day free trial with no credit card required - the longest free trial of any Expensify alternative. During the trial you get full access to all features including receipt scanning, mileage tracking, and approval workflows. After the trial, it's just $10/user/month with no feature restrictions.
What apps are similar to Expensify?
Popular Expensify competitors include ExpenseBot, Ramp, SAP Concur, Zoho Expense, and Certify. For Google Workspace teams, ExpenseBot is the best alternative because it's the only one built natively for Google with data stored in your Drive. Ramp requires their corporate cards. Concur is enterprise-priced. ExpenseBot gives you Expensify-level features at a flat $10/user.
Ready to Switch to ExpenseBot?
Join Google Workspace teams who've already made the switch. Deploy in 30 seconds.
Try it free for 60 days — no credit card required.
Love it? Use code SAVE50 for 50% off your first year!
✓ No credit card required • ✓ 60-day free trial • ✓ Cancel anytime
✓ Deploy in 30 seconds • ✓ Your data in your Google Drive