ExpenseBot Guide & FAQ

The Agent Configuration page lets you customize how ExpenseBot works for you — set up email preferences, configure automation settings, and personalize your expense tracking workflow.

Take a few minutes to configure ExpenseBot when you first sign up, and the AI will handle expense tracking exactly the way you need it. Most settings can be changed anytime as your needs evolve.

Some companies require expenses to be submitted with specific accounting codes (G/L codes). Add your G/L codes to ExpenseBot and it will automatically categorize your expenses into the right accounts — so they're in perfect shape when you submit them to your accounting team.

You need a Google account to sign in. This can be a Gmail address, a Google Workspace account, or any email linked to Google.

Google Workspace users: Just sign in — you're already set.

Don't have a Google account? Create one with your existing email at the Google Account Sign‑up page — choose "Use your existing email."

As an executive assistant, you can add and manage multiple executives from your ExpenseBot account. Set up their email addresses, configure Gmail scanning, and start capturing their expenses immediately.

Once you invite an executive, they receive an email with instructions to sign in. Executives can then view their expenses, review reports you've prepared, and approve them — all without needing to capture receipts themselves.

You can easily forward any receipt emails to ExpenseBot. Simply forward your email to receipts@expensebot.ai and ExpenseBot will automatically process:

• PDF attachments containing receipts
• Receipt details embedded directly in the email body
• Image attachments of receipts

All forwarded receipts will automatically appear in your ExpenseBot spreadsheet:

For cash expenses or when you don't have a receipt, send an email to receipts@expensebot.ai with cash: prefix in the subject line. Include the amount, vendor, and description in the email body.

ExpenseBot will create an expense entry with the details you provide. The AI categorizes it automatically and adds it to your expense spreadsheet just like any other receipt. This ensures you never miss a tax deduction even when physical documentation isn't available.

Yes. Add it as an Email Alias in Settings. If most receipts arrive at the Gmail you signed up with, you can skip this.

Connect Gmail and let the AI find receipts automatically — no forwarding rules required:

ExpenseBot makes it easy to find and import receipts directly from Google Photos:

If you have screenshots, saved images, or other receipt photos stored directly on your device (not in Google Photos), you can import multiple images at once:

ExpenseBot integrates with Google Maps to auto‑calculate distances. Enter your starting address and destination, toggle round‑trip if needed, and add it to your expense report with one click. The current IRS mileage rate is applied automatically to calculate your tax deduction.

The average business driver logs 10,000+ miles per year. At the current IRS rate, that's over $6,700 in tax deductions. ExpenseBot makes sure you capture every mile without a separate mileage tracking app draining your battery.

Yes! If your calendar events have addresses (like client meetings, property showings, or job sites), ExpenseBot can import them and calculate mileage automatically. This is the easiest way to capture business miles you might otherwise forget.

Simply connect your Google Calendar, select the events with addresses, and ExpenseBot calculates the mileage for each trip. No more forgetting to log miles after a busy day of appointments.

Use tags to group expenses, then create specialized reports using the Report Wizard:

Connect your bank or credit card via Plaid to automatically pull transactions for reconciliation. ExpenseBot matches your statement with expenses, finds missing receipts, and updates exchange rates.

Bank connections are secured through Plaid, the same technology used by major financial apps. ExpenseBot never sees your login credentials. You can also upload PDF statements manually if you prefer not to connect directly.

Share your report quickly with our One‑Click Sharing feature:

When you receive access to a report, here's what you can do:

Once a report is approved in ExpenseBot, it becomes read‑only and locked in your Google Drive. This ensures compliance and preserves a secure audit trail for your finance team.

Tags let you group expenses by business trip, client, or project so you can create separate reports:

ExpenseBot automatically determines the correct expense category account. Here's how you can customize them:

Go to your main ExpenseBot spreadsheet, click the Settings tab, and enter your Employee ID in cell B2. Now all reports will include your Employee ID.

Use the Report Wizard to delete or undo a report:

Invite clients and enable automatic report sharing to streamline collaboration:

Leave comments on individual expenses or add notes about the entire report:

Upload your policy PDF and ExpenseBot evaluates any report against it instantly.

ExpenseBot integrates with a wide range of accounting software:

• QuickBooks Online: Direct one‑click sync for both expenses and invoices
• Xero: Export formatted for easy import
• Sage 50 Canada: Export ready‑to‑import files
• Sage 50 USA: Export ready‑to‑import files
• Sage Intacct: Export with automatic dimension mapping
• FreshBooks: Export with automatic G/L mapping
• Zoho Books: Export with custom field mapping
• NetSuite: Export formatted for NetSuite import
• Microsoft Dynamics Business Central: Export with G/L account mapping

Our AI export maps expenses to the correct G/L accounts for any accounting system, saving hours of manual categorization.

ExpenseBot features a direct API integration with QuickBooks Online — not just an export. Connect once through our guided wizard, and expenses sync automatically with one click. Featured in the QuickBooks App Store.

Unlike export-based integrations, the QuickBooks API sync means no manual file uploads or imports — just click "Submit to QuickBooks" and the bill appears in your accounting system, ready for payment.

Admins can manage licenses, sync G/L accounts, and standardize tags across the team:

These features ensure consistency while saving time through AI automation.

Upload your company's expense categories and G/L accounts to ensure consistent coding across all team members:

Purchase multiple licenses at once and assign them to team members:

ExpenseBot automatically generates a complete year‑end tax report with all expenses categorized, deductions calculated, and receipts attached. On December 31st, you receive a comprehensive spreadsheet ready to hand to your accountant or upload to tax software.

For US freelancers, ExpenseBot can pre-fill your Schedule C with expense totals by category. Canadian freelancers get the T2125 Statement of Business Activities. This saves hours of manual data entry and reduces errors during tax filing season.

Many expenses are only partially deductible when used for both business and personal purposes. ExpenseBot lets you configure the business use percentage for each expense category, and automatically calculates the deductible portion.

Set these percentages once in your expense category settings, and ExpenseBot applies them automatically to every expense in that category. Your year-end tax report shows both the full expense amount and the calculated business deduction.

Free for all ExpenseBot users! Email your notes, reminders, or meeting notes to todo@expensebot.ai and AI organizes everything into one continuously‑updated Google Doc. No app switching, no manual organizing — just email and done. Powered by Gemini 2.5.

Unlike traditional todo apps, you never need to open an app or log in. Just email from anywhere — your phone, laptop, or even forward emails with tasks. The AI continuously updates your Google Doc, merging related items, removing duplicates, and keeping everything organized. It's like having a personal assistant who never sleeps.

Write special prefixes on receipts before photographing. ExpenseBot's AI reads your handwriting and automatically processes them — no manual entry required after upload.

This simple technique saves hours of manual categorization. Write "TAG:Acme" on all receipts for that client, and they're automatically grouped together for easy reporting. Write "w/ John Smith" on dinner receipts to document who you met with. Perfect for freelancers tracking multiple clients, consultants billing projects, or anyone who needs to document business meal attendees.