Expense & Mileage Tracking for Real Estate Agents
Track every receipt, log every mile, and get a year-end tax report β automatically. Gmail scans your inbox for receipts. Google Calendar imports your showings as mileage. Credit card reconciliation catches anything you missed. No manual entry. No spreadsheets. Just tax-ready records when you need them.
Capture Every Receipt, Track Every Mile π‘
You're managing deals, not doing bookkeeping. ExpenseBot makes capturing expenses effortless:
β Snap photos of staging invoices, repair bills, signage receipts
β Upload photography invoices, marketing bills as PDFs
β Email receipts auto-captured from Gmail (MLS fees, subscriptions, ads)
β Log mileage after showings in 5 seconds
β Monthly reminders to match credit card expenses
β Year-end tax report with everything organized and categorized
Import Mileage Directly from Google Calendar
You already schedule showings with addresses. Why enter mileage twice? ExpenseBot pulls trips from your calendar and calculates distance automatically.
Calendar Import
"Showing - 456 Oak Ave" in your calendar? One click imports it with distance calculated.
Google Maps Distance
Autocomplete finds addresses fast. Distance calculated automatically. No manual lookups.
Round-Trip Toggle
Drove there and back? One toggle doubles the mileage. No need to enter return trip.
Duplicate Trips
Same open house every Sunday? Duplicate the trip with one click. Enter once, reuse forever.
No GPS Battery Drain
Unlike MileIQ or Everlance, no background tracking killing your phone. Just smart entry when you need it.
Tax-Ready Log
Date, destination, purpose, miles β everything your tax authority requires. Export anytime.
What You Actually Get
Mileage Tracking from Google Calendar
Your showings already have addresses in Google Calendar. ExpenseBot imports them and calculates mileage automatically using Google Maps. Round-trip toggle doubles it with one click. Duplicate recurring routes. No GPS app running in background killing your battery β just smart mileage when you need it.
Thousands in mileage deductions you can't afford to miss
Year-End Tax Report
December 31st: Get a complete spreadsheet with every deductible expense, every mile driven, organized by category, with deduction percentages calculated. Hand it to your accountant or upload to TurboTax. Done.
Learn more about Year-End Tax Cleanup βAudit-Ready Documentation
Every expense linked to its receipt. Every mile logged with date and purpose. All stored in YOUR Google Drive. Tax audit? You're covered with complete documentation that satisfies any auditor.
Learn What's Deductible
AI tells you the deduction percentage for each expense as you go. MLS fees? 100%. Client dinner? 50%. Home office? Percentage-based. Marketing materials? 100%. Learn while you track.
Deduction guidance only - confirm with your tax professional
Never Miss a Deduction
Monthly credit card reconciliation alerts you to any missing receipts. "Hey, you spent $150 at Office Depot but no receipt - add it?" Never leave money on the table. Track staging costs, photography, signage, everything.
Accountant-Friendly Format
Clean spreadsheet with GL summary, all receipts attached, mileage log included, one-click export to QuickBooks/Xero. Your accountant gets exactly what they need. No more back-and-forth emails.
See how it works with Google Sheets βTrack Your Real Costs
See exactly what each deal costs you. Marketing expenses per listing. Client entertainment. Miles per property. Understand your true profitability and make better business decisions with real data.
Every Type of Receipt, Covered
You get receipts and invoices from everywhere. ExpenseBot handles them all.
Paper Receipts & Invoices
Staging invoice from the rental company? Snap a photo with your phone. ExpenseBot extracts everything - amount, vendor, date, category.
Perfect for: Home Depot receipts, local vendor invoices, cash expenses
Email Receipts
MLS fees, Zillow ads, DocuSign, website hosting - if it hits your Gmail, ExpenseBot finds it automatically. Or forward any receipt to receipts@expensebot.ai from any email.
Perfect for: Recurring subscriptions, online purchases, software
PDF Invoices
Photography invoice, professional stager's bill, contractor quote - just drag and drop the PDF or upload from your computer. Bulk upload dozens at once if needed.
Perfect for: Professional services, contractor invoices, vendor bills
Mileage Tracking
After your showing or open house, just enter: "45 miles - showed 3 properties to Johnsons". Takes 10 seconds. ExpenseBot calculates the mileage deduction automatically.
Every mile is a deduction β don't leave money on the table!
Credit Card Expenses
Connect your card or upload statements. ExpenseBot matches expenses to receipts and alerts you to anything missing. Never lose track of a business purchase.
Perfect for: Client dinners, gas, office supplies, everything
Old Receipts
Have receipts saved in Google Photos from earlier this year? Import them in bulk. Getting started mid-year? No problem - upload everything you've got.
Perfect for: Catching up on past months, importing old records
ExpenseBot Organizes Everything Automatically
Once captured, every receipt is categorized, every deduction percentage is calculated, and everything is stored in your Google Drive. At year-end, you get a complete tax report ready for your accountant.
Sound Familiar?
π "I drove 127 miles yesterday to showings but forgot to write them down..."
π "Tax time comes and I have no idea how many miles I drove this year..."
π "I bought staging furniture, but where's the receipt?"
π "My accountant is asking for expense details from 8 months ago..."
π "I use my personal credit card for business too - it's a mess..."
π "I have another GPS mileage app but it kills my battery and I forget to classify trips..."
ExpenseBot fixes all of this. Automatically.
Turn On Automation = Zero Work
π§ Gmail Auto-Scan (Turn ON)
ExpenseBot scans your Gmail overnight. Finds every receipt from MLS fees, Zillow ads, DocuSign subscriptions, professional photography, staging rentals, everything. No forwarding rules. No manual searching. Just works.
π³ Monthly Credit Card Check (Turn ON)
First of each month: "You have 82 transactions, 76 matched to receipts. Click here to add the missing 6." Never miss a deduction again. Track all those Home Depot runs for repairs, client coffees, and gas fills.
π·οΈ Auto-Separate Personal vs. Business (Turn ON)
AI learns your patterns. Starbucks near the office on Tuesday morning? Business meeting. Weekend dinner? Personal. Gas station near a listing? Business mile. Target after a showing? AI asks you. No more mental accounting gymnastics.
π Quarterly Reports to Accountant (Turn ON)
Every quarter, ExpenseBot emails your accountant a clean spreadsheet with all expenses, mileage log, GL summary, and receipts. They stay updated for estimated tax payments, you stay hands-off.
π― Year-End Tax Package (Turn ON)
December 31: Get your complete tax deduction report. Every expense categorized, every mile logged, every deduction calculated, every receipt attached. File taxes in minutes, not days.
Or do it manually - snap photos, forward emails, enter mileage anytime. Your choice.
Dead Simple to Use
Login with Google
30 seconds to start
Turn On Automation
Or manually add expenses/miles
That's It
Seriously, you're done
Multiple Ways to Add Expenses (If Not Using Auto)
π Quick mileage entry - Just enter miles, date, and purpose after each showing
πΈ Snap a photo - Works on any device, perfect for paper receipts
π§ Forward emails - From any email account to receipts@expensebot.ai
π Bulk upload - Multiple PDFs or images at once
πΌοΈ Google Photos import - Pull in old receipts from your photo library
π³ Credit card statement upload - If bank connection isn't available
"I closed 23 homes last year and was dreading tax season. Set up ExpenseBot in January, turned on full automation, and literally forgot about it. December 31st I got my tax report - 14,847 business miles tracked automatically (worth $10,402 in deductions!), every MLS fee, every staging cost, every client dinner. My CPA said it was the cleanest agent return she'd ever seen. Tax prep took 45 minutes instead of a full weekend."
The Average Agent Leaves $8,000+ on the Table
Mileage: 12,000 business miles Γ standard rate = $8,000+
Marketing: Photography, staging, signs, ads = $3,500
Technology: MLS, CRM, DocuSign, website = $2,400
Client Entertainment: Meals, gifts, closing celebrations = $1,800
Education & Dues: CE courses, licensing, board fees = $1,200
Total Annual Deductions: $16,940
That's real money back at tax time.
For $10/month, you save thousands. It's the easiest ROI in your business.
Start Now, Thank Yourself at Tax Time
Every mile you drive today without tracking is money left on the table. Every receipt you lose is a deduction you'll never claim. Turn on automation and never think about expense tracking again.
Try it free for 60 days β no credit card required.
Love it? Use code SAVE50 for 50% off your first year!
β No credit card required β’ β 5-minute setup β’ β Cancel anytime
β Your data in your Google Drive - we never store it