Less time on the books. More confidence in every number.
What changes when ExpenseFlow does the work between a receipt arriving and a clean, approved entry in Xero or QuickBooks Online. For the bookkeeper who runs the file, and for the owner who signs off on it.
You approve before anything posts. No per-seat pricing.
Fewer hours per client file.
Documents arrive sorted by client, coded line by line with the tax treatment applied. Your time goes on review and judgment, not keying, and every client runs from one practice portal.
For bookkeepersKnow what you owe, claim what you are due.
Tax credits are claimed by your country’s rules, supplier credits come off what you pay, the same invoice is never paid twice, and nothing reaches your books without approval.
For business ownersStop typing receipts.
Each client forwards to their own inbox address, so documents land in the right file without you sorting them.
Snap it, forward it or drop it in Google Drive. Then forget about it.
Upload, email or Drive
Drop files in the app, forward to a per-client address, or pick files straight from Google Drive.
Any format, any language
Photos, PDFs, scans and multi-page invoices. Crumpled receipts and new supplier layouts still read, in English, Chinese, Malay, Vietnamese, Bahasa and more.
Receipts, bills and credits
A coffee receipt, a forty-line trade invoice and a supplier credit note are each recognised for what they are and handled on their own path.
Coded right the first time, and better every month.
Mixed invoices are split line by line, not dumped into one account. Correct a coding once and that supplier is right next time.
Spend lands in the accounts your accountant expects, so your reports actually mean something.
Every line, its own account
Each line of an invoice gets its own GL account and tax treatment, against your chart of accounts.
Learns per client
Your corrections teach it that client’s rules for the same vendor, not a generic template.
It shows its work
A confidence score on every capture and the reasoning per line. Low confidence is flagged for full review; it never guesses silently.
Claim the tax you are owed, and nothing you would have to pay back.
Local rules applied per line, with the traps flagged at review rather than discovered after lodgement.
The GST or VAT credits you are entitled to get claimed. The ones you are not, like capped entertainment or private use, are split out before they become a problem.
Five countries, native rules
Australia, New Zealand, the UK and Singapore have native rule sets; Canada adds province-aware checks. GST-free charges, input-taxed fees, UK construction reverse charge and Singapore blocked input tax land in the right place.
Partly claimable, split for you
The 50% entertainment cap in Canada and New Zealand is split per line automatically. For a vehicle or a phone, set the business-use percentage once. The rule is applied; the number is never invented.
Checks before you approve
Missing or invalid tax codes, a foreign supplier coded as domestic, a missing tax invoice, an out-of-range rate. Each finding sits beside the source document.
Traps for the client’s trade
Construction, hospitality, ecommerce, agencies, real estate and nonprofits each carry their own edge cases, flagged for review rather than waved through.
Never pay twice. Never lose a credit.
Supplier balances stay right: credit notes are matched to the invoice they correct and applied in Xero or QuickBooks, and duplicates are stopped before they post.
Money a supplier owes you comes off what you pay them, and the same invoice is never paid twice.
Credit notes, applied to the right bill
A supplier credit is recognised as credit, not a bill, and matched to the invoice it corrects. Apply it, keep it on account or record the refund. It posts as a real credit in Xero or QuickBooks Online.
How credit notes workDuplicates caught before payment
The same supplier invoice sent twice is flagged on both copies before either posts, so it is not claimed or paid twice.
What you really owe
Unpaid bills net of applied credits, plus credit still on account, per client and in each client’s own currency.
Nothing reaches the books without a yes.
Review beside the source document with every flag in view, then approve and sync in one pass.
You decide who approves what, and staff never approve their own spending.
A review queue, drafts only
Every capture waits with its coding, tax treatment, confidence and flags. Nothing auto-posts.
Roles and approvals
Owners, finance admins, managers, employees and external bookkeepers, each action gated per row, with people able to report to more than one manager.
Every change on record
Who captured, recoded, approved and synced each document, and when, kept with the document.
Books your accountant can trust.
Posts against your existing chart, tax codes and tracking, with no generic buckets to clean up later.
When anyone asks what a transaction was, the receipt is attached to it.
Xero and QuickBooks Online
Bills, expenses and supplier credits sync with tax codes, tracking categories, classes and locations mapped to what you already use. Payment status comes back.
The receipt travels with it
The source document and its approval history are attached as one PDF on every synced transaction. In Xero the sync is also noted in History and Notes.
CSV for anything else
Not on Xero or QuickBooks yet? Export to CSV. Sage, MYOB, FreeAgent and Reckon are on the roadmap.
Every client from one screen.
For bookkeepers who run many files: see what needs attention across clients and add staff without paying per seat.
Practice portal
Client health, sync errors, overdue bills and credits to decide, for every client on one dashboard.
One inbox across clients
Review and approve documents from many clients in a single queue, without switching files.
Priced per client, not per seat
Unlimited staff seats, because billing follows the client file.
Bank statements: know exactly what to chase.
Upload a client’s bank or card statement and see which transactions still have no receipt or bill behind them, so month end starts with a list, not a hunt.
Security and your data
Encrypted, end to end
256-bit encryption at rest and in transit. SOC 2 Type II in progress. We never sell or share financial data.
Yours to take or delete
Export or delete your data at any time. No lock-in on what you bring in or generate.
Questions
Does anything post to my books automatically?
No. Every capture waits in the review queue with its coding, tax treatment, confidence and flags, beside the original document. A person approves before anything syncs.
I own a small business. Do I need a bookkeeper to use it?
No. You can connect Xero or QuickBooks Online and approve your own documents. If you work with a bookkeeper, they can review and sync for you from their practice portal.
What happens to a supplier credit note?
It is recognised as a credit, matched to the invoice it corrects, and you choose to apply it, keep it on account or record a refund. After approval it posts as a credit note in Xero or a vendor credit in QuickBooks, already applied. Refunds sync to Xero today; on QuickBooks you record the refund deposit there for now.
Which countries and ledgers are live?
Tax rules cover Australia, New Zealand, the UK, Singapore and Canada, applied per line. Xero and QuickBooks Online are live today; CSV export works for anything else.
What is apportionment and does ExpenseFlow handle it?
Some expenses are only partly claimable. Entertainment in Canada and New Zealand is capped at 50% by statute, and items like a work vehicle or a phone are claimable only to their business-use percentage. ExpenseFlow splits the statutory caps into a claimable and a non-claimable line with the right tax code and account, and lets you set a fixed business-use percentage per account or category. It applies the rule you set or the statute requires; it never invents the number, and you approve before it posts.
Is this just AI receipt capture with extra steps?
Capture is the front door, not the product. Behind it, each line is checked against local tax rules, partly claimable amounts are split, industry traps are flagged, duplicates and supplier credits are caught, and approvals go to the right person. The receipt and its approval history then travel with the transaction into Xero or QuickBooks.
Keep exploring
Credit notes
Supplier credits matched to the bill they correct and posted already applied.
For Bookkeepers
The same engine, framed for a practice managing many clients.
For Business Owners
The same engine, set up for owners running their own books.
Integrations
Live and on-roadmap accounting-platform integrations.
A Dext alternative for multi-jurisdiction practices
Line items on by default. Same Xero or QuickBooks sync.
Guides
Deep dives on VAT, GST, HST, MTD and BAS rules.
See it run on your own receipts
Connect Xero or QuickBooks Online and process your first documents in minutes. No credit card required.
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