You have tried tools that type faster. This one also checks the work.
Capture tools fixed data entry. The hours you still lose on every client are in the review: is the tax code right for this line, is it partly claimable, did the client approve it, was it sent twice, was a credit applied. ExpenseFlow does that review, writes down why, and leaves you the exceptions.
Priced per client file. Unlimited staff seats. 30% off for good as a founding firm.
Where your hours per client actually go.
Getting the document in is quick now. These are the checks you still do by hand on every file. Each one is done before the document reaches your queue.
Review the exceptions, not every line.
Documents with no flags and high confidence are ready to approve in a batch. The few that need you say exactly why, beside the source document, so the decision takes seconds.
Correct a coding once and that supplier is right for that client next time.
Your clients do their part, without learning software.
Their own forwarding address
Each client forwards receipts and bills to their address, or snaps a photo. It lands in the right file, sorted.
Approved before it reaches you
The client’s managers approve their team’s spending in ExpenseFlow, so you stop emailing “is this business?”
Separation of duties, enforced
Staff and managers cannot approve their own spending, and a bookkeeper cannot approve their own submissions.
Take on more clients without more reviewers.
Every client on one dashboard
Sync errors, overdue bills, credits waiting for a decision and backlog age, across all clients.
One inbox across clients
Approve and sync documents from many clients in one queue, without switching files.
Evidence in the ledger
The receipt and its approval history travel with each transaction into Xero or QuickBooks, ready for year end.
Onboard a client without a setup project.
No rule libraries to build and no vendor templates to map. Connect the file and start forwarding.
Connect Xero or QuickBooks
The client’s accounts, tax codes, tracking, classes, locations and suppliers come across.
Share their forwarding address
Every client gets one. Their staff forward from their own email and each receipt is filed under the person who sent it.
Set their approval rules
Auto-approve small amounts, route big ones to the owner, by amount, category, vendor, currency or person.
Review what arrives
Your corrections teach it that client’s habits, so the queue gets quieter month by month.
Work the queue from the keyboard.
The source document, the coding and the flags sit side by side, so you never open a second window to check a receipt.
Any language, any currency.
Receipts in 200+ languages are read without templates. Foreign purchases keep their currency and sync with the exchange rate for that day, so a client’s trip to Vietnam is not a translation job for you.
Pricing your margins can count on.
A flat rate per client file, a pooled allowance across your whole firm, and tokens that follow the size of the document, not the number of people looking at it.
Bank statements. Upload a client’s statement and get the list of transactions with no receipt or bill behind them, ready to send as a chase list.
Line-item translation. Read a client’s foreign receipts line by line in the language you work in.
Switching from Dext, Hubdoc or AutoEntry? Run one client side by side for a month.
Forward the same documents and connect the same Xero or QuickBooks file. At month end, compare what each tool left you to check by hand.
Questions from bookkeepers
How is this different from Dext or Hubdoc?
Those tools are built to get documents into your ledger quickly, and they do that well. ExpenseFlow captures too, then does the review that comes after: local tax rules per line, partly-claimable splits, client approvals, duplicates and credit notes, and the evidence attached in the ledger. You review the exceptions instead of every line.
What does it cost?
$29 per client a month, dropping to $25 and $21 as you add clients, with unlimited staff seats. Each client adds 300 document tokens to a pool shared across the firm. Founding firms get 30% off for good.
Do my clients have to log in?
No. They forward to their address or snap a photo. Clients who want approvals for their own team can log in and approve there.
Which ledgers and countries?
Xero and QuickBooks Online, with tax rules for Australia, New Zealand, the UK, Singapore and Canada. Sage, MYOB, FreeAgent and Reckon are on the roadmap, and CSV export works for anything else. Bank statement import is coming soon.
What if it codes something wrong?
Nothing posts until someone approves it. Correct the line in the review queue and the correction is remembered for that client and supplier, so the same mistake does not come back next month.
Does it handle apportionment, or do I still split claimable lines by hand?
It handles it. Statutory caps (the 50% entertainment limit in Canada and New Zealand) are split per line into a claimable and a non-claimable half with the correct tax code and account. For a work vehicle or a phone, you set a fixed business-use percentage per account or category and it is applied consistently. It applies the rule; it never invents the percentage, and you approve before it posts.
Can I control who approves what across my team and my clients?
Yes. Owners, finance admins, managers, employees and external bookkeepers each have a role, with approvals gated per document. A bookkeeper cannot approve their own submissions, employees and managers cannot approve their own spending, and reporting lines can map many employees to many managers. Your firm gets firm-to-client assignment with unlimited seats.
What does it check at capture beyond reading the receipt?
Every capture is checked for missing or invalid tax codes, tax codes outside the client's legal set, cross-border versus domestic mismatches, Canadian province mismatches, whether a valid tax invoice is required, registration-number capture, UK construction reverse charge and Singapore blocked input tax on motor cars. Likely duplicates are flagged on both copies. Findings sit in your review queue beside the source document.
Keep exploring
Bookkeeper pricing
Per-client pricing tiers, profit calculator and full FAQ.
Credit notes
Supplier credits matched to the bill they correct and posted already applied.
All features
Every outcome, for the bookkeeper and for the owner.
A Hubdoc alternative for Xero firms
Line-item coding vs header-only capture, side by side with Hubdoc.
A Dext alternative for multi-jurisdiction practices
Line items on by default. Same Xero or QuickBooks sync.
Tax calculators
Free UK VAT, AU GST, NZ GST, CA HST, SG GST calculators for daily use.
Give it your messiest client first.
Connect their Xero or QuickBooks file and forward a month of documents. No credit card required.
Start free trial