Codes every line, applies the right local tax, and holds it for your approval.
ExpenseFlow is expense and bill automation for bookkeepers and the businesses they serve.
Capture by upload, email or Google Drive. The AI extracts every line, assigns the GL account and the correct AU, NZ, UK, SG or CA tax treatment, runs the compliance checks a bookkeeper would, and routes it through your team's approvals.
Nothing posts on its own. Every capture lands in your review queue next to the original document, with its tax code, confidence score and any flags, ready to approve and sync to Xero or QuickBooks Online with a full audit trail. It does the sixty-second work so your team spends the day on the judgment your clients pay for.
No credit card required. Connect Xero or QuickBooks Online and process your first receipts in minutes.
Everything a bookkeeper does after the receipt,
done before it reaches your queue.
Capture anywhere
Upload, forward to a per-client email address, or pull from Google Drive. Every document routes to the right client automatically.
Learn moreLine-by-line AI coding
Vision AI reads every line of a receipt or bill and assigns the GL account, never just the header total.
Learn moreMulti-jurisdiction tax
The correct GST or VAT treatment applied to each line across Australia, New Zealand, the UK, Singapore and Canada.
Learn moreGST apportionment
Statutory 50% caps split automatically. Set a fixed business-use percentage once and it is applied consistently.
Learn moreCompliance checks
Missing or wrong tax codes, reverse charge, cross-border mismatches and invalid tax invoices flagged before they post.
Learn moreIndustry-specific checks
Edge cases for construction, hospitality, ecommerce, agencies, real estate and nonprofits surfaced for review.
Learn moreDuplicate detection
Likely duplicate bills are flagged on both sides of the pair, so the same invoice is never paid twice.
Learn moreRoles and approvals
Owners, managers, employees and external bookkeepers, with every action gated per row. Nothing posts without approval.
Learn moreTwo-way accounting sync
Push to Xero or QuickBooks Online with tax codes, tracking categories and the original receipt preserved end to end.
Learn more
Capture tools read the receipt,
then hand the work back to you.
Dext, Hubdoc and the rest stop at extraction. They read the vendor and the total, then leave a half-coded draft for you. You still choose the GL account. You still decide the GST treatment. You still have to catch the reverse charge on the consulting invoice, the bill that came through twice, the docket that was never a valid tax invoice. Line by line, client by client, every month.
And every one you miss becomes your problem later. A wrong tax code is an amended return. A bill coded twice is money actually out the door. A claim that should have been apportioned is a flag in an audit. The clerical part is not just slow. It is where the risk hides.
ExpenseFlow does that part before anything reaches your queue. Every line coded, the right AU, NZ, UK, SG or CA tax applied, statutory apportionment split out, duplicates and missing tax invoices flagged, all sitting next to the original document. You review what actually needs a human, and approve. Nothing posts until you do.
Three steps.
You only do the last one.
Forwarded, snapped, or bulk-uploaded.
Your clients forward invoices to a per-client email address. They snap photos on mobile. You bulk-upload from a back office. Captures route themselves to the right client inbox.
Set up once / clientEvery field. Every line. Coded.
Every field extracted. Every line item coded against that client's chart of accounts. The right GST or VAT treatment applied per line, not per invoice. ABN, VAT, or supplier reg captured for substantiation. Duplicates flagged. Suspicious vendors flagged. Thresholds surfaced.
The work Dext leaves for youYour call. Then sync as drafts.
You open the queue. Capture, original receipt, suggested coding, side by side. You approve, edit, or send back. Nothing posts to Xero or QuickBooks Online until you do.
✓ Drafts only, always, by designYour queue. Every capture,
held for your approval.
The same inbox your team uses, embedded live. Click any capture in the list. Document info, line items, AI confidence and compliance, all in one panel. Approve, edit, or send back. Nothing posts until you press the button.
Invoice buyer name is 'Meridian Trading Pte Ltd' (GST Reg No: 201987654K), but the company is 'Crater SG'. These appear to be different legal entities.
TAX AGENTWhat if it
gets it wrong?
Our 95% target is the mean of three components recorded for every captured document. Every claim here is testable. Ask for a parallel-run trial against your current tool and we'll share the per-document accuracy breakdown for your real invoices.
Did we read the receipt?
Vendor, dates, totals, tax registration number, line items. All transcribed from the source document.
Did we pick the right account?
Per-client vendor rules learn from your corrections and map to the chart of accounts you actually use. This is where the AI does its work.
Did we apply the right tax line?
UK VAT including reverse charge, AU and NZ GST, Canadian GST/HST/PST stack, Singapore GST including OVR.
Every capture is held for bookkeeper approval before posting. The confidence score tells you how much review effort to spend. High-confidence captures are usually a glance-and-approve. Low-confidence captures get full attention. The bookkeeper always presses the button. If anything is wrong, it's wrong in the queue, not in the ledger.
The edge cases that cost your clients money every quarter.
This is where Dext, Hubdoc, AutoEntry, Datamolino quietly miscode and you find it at year-end. ExpenseFlow surfaces them at capture.
New Zealand
Where Dext, Hubdoc, AutoEntry quietly miscode and you find it at year-end. ExpenseFlow surfaces them at capture.
Read the New deep dive →
Reading the receipt is the easy part.
The compliance is the product.
The work that protects your client happens after the receipt is read. ExpenseFlow does that work on every capture and surfaces it in your queue. It flags and it splits; it never posts on its own.
Splits the claimable share.
Statutory 50% entertainment caps in Canada and New Zealand are split per line into a claimable and a non-claimable half, each with the right tax code and account. For variable cases like a work vehicle or a phone, you set the business-use percentage once and it is applied consistently. It applies the rule. It never invents the number.
✓ Live, written to the audit trailBuilt for the trade.
The same capture runs an industry layer that surfaces the tax traps specific to a client's work: construction, hospitality, ecommerce, agencies, real estate and nonprofits. So a reverse charge or a blocked input-tax claim gets flagged for review, not waved through.
Six verticals, advisory onlyWho can approve what.
Distinct roles for owners, finance admins, managers, employees and external bookkeepers, with each action gated per row. Separation of duties is enforced: nobody approves their own work, and reporting lines can map many people to many managers.
Built for a team, not a loginCaught before it posts.
Every document is checked for missing or illegal tax codes, cross-border versus domestic mismatches, province mismatches, whether a valid tax invoice is required, and registration-number capture. Findings land in your queue beside the original document.
A library of checks per captureNever paid twice.
Likely duplicate bills are flagged on both sides of the pair before they post, so the same supplier invoice does not get claimed or paid a second time.
Flagged on both sidesProvable after the fact.
Every capture carries its source document, capture timestamp and approval history. On sync, the original receipt is attached to the Xero or QuickBooks transaction and the trail is written into the ledger's notes. Closed periods are respected.
✓ Into the ledger, on syncSide by side with what you're using now.
Two-way sync.
Continuous. Attachments preserved.
Once you approve a capture, it lands in Xero or QuickBooks Online immediately, not in a nightly batch. Tax codes, tracking categories, classes, locations, and original receipt attachments are preserved end to end.
Already using something else? See how we compare.
We put the comparisons in plain language so you can decide for yourself.
Template OCR, 10-client minimum, 5-seat cap, line items cost extra.
See full comparison →Header-only capture, no tax-line coding, limited accounting platform support.
See full comparison →Credit-based pricing, no per-client learning, single-country tax handling.
See full comparison →Two doors. Same engine.
Wholesale from $28 per client / month.
- Unlimited junior staff
- Unlimited client submitters
- Per-client vendor rules plus chart of accounts
- Practice review queue with approval workflow
- White-glove migration from Dext or Hubdoc
Per company, $39 per month flat.
- Unlimited team members
- Your accountant gets one-click access at tax time
- Forward, snap, or upload. Same capture
- Line-by-line coding into your accounting system
- Five-jurisdiction tax handling on every plan
Asked, answered.
Two structural differences. (1) The AI is built on frontier vision AI, not template OCR. It reads context, handles edge cases, and learns your categorisation rules per client over time. (2) Pricing is per-client wholesale for bookkeepers (with no minimum and no per-seat charge) and flat per company for business owners.
A 10 to 50% premium for line-level multi-jurisdiction tax handling, unlimited team members at no extra cost, no 10-client minimum, no 5-seat cap, and AI that learns per client rather than per template. If your firm runs more than 5 staff seats or fewer than 10 clients, the total cost gap usually flips in ExpenseFlow's favour. Most partner firms either absorb the wholesale rate (saving 8 to 12 hours per client per month) or bill it through to clients at $30 to $50 per month for the expense-management service.
No. Every capture is held in your review queue with the AI's GL suggestion, tax treatment, and confidence score alongside the original receipt. The bookkeeper reviews and approves before anything posts to Xero or QuickBooks Online. Corrections feed back into the per-client learning loop, so the AI gets the same vendor right next time.
Nothing hits your ledger without bookkeeper approval. The mistake is corrected in the review queue, the per-client learning loop picks up the correction, and the AI applies it to similar future captures. The bookkeeper is always the last set of eyes.
Xero and QuickBooks Online are live today with two-way sync. Tax codes, tracking categories, classes, locations and original receipt attachments are preserved end to end. Sage, MYOB, FreeAgent and Reckon are on the roadmap and prioritised by demand. CSV export is available for any other platform.
Tax-rule coverage targets Australia, New Zealand, the United Kingdom, Singapore and Canada. The AI applies the correct local treatment per line. Receipt capture and accounting-platform sync run in local currency; the SaaS subscription is billed in USD across every country.
95% measured average, computed as the mean of three components per document (OCR, GL code, tax code). The measurement is against bookkeeper corrections in production, not against our own outputs. Low-confidence captures are flagged for full review. We never guess silently.
That works. You can run ExpenseFlow alongside Dext or Hubdoc for the first 30 days to compare per-document accuracy. We share the per-document accuracy breakdown for your real receipts during the trial.
The AI layer is abstracted. We can route between vision models per task without changing the user-facing product. Pricing to you does not change if our underlying model cost changes.
Capture is the front door, not the product. Behind it runs a compliance engine that splits statutory GST apportionment per line, flags industry-specific tax traps for construction, hospitality, ecommerce, agencies, real estate and nonprofits, runs a library of capture-time checks (missing or illegal tax codes, cross-border vs domestic mismatches, province mismatches, registration capture, reverse charge, blocked input tax), and detects duplicates. On top sits a real team model with roles and approval controls, and every capture carries a full audit trail into your ledger. Most receipt tools stop at extraction; this does the work a bookkeeper would do after extraction.
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 auto-splits the statutory cases (the 50% caps) into a claimable and a non-claimable line with the correct tax code and account, and records the split in the audit trail. You can also configure a fixed business-use percentage per account or category, and the platform applies it consistently. It never invents the percentage; it applies the rule you set or the statute requires, and you approve before it posts.
Yes. There are distinct roles for owners, finance admins, managers, employees and external bookkeepers, with approvals gated per row. Managers see and approve their own reports, a bookkeeper cannot approve their own work (separation of duties), and reporting lines can map many employees to many managers. Bookkeeping firms get firm-to-client assignment and unlimited seats. It is built for a team, not a single login.
256-bit encryption at rest and in transit. SOC 2 Type II compliance is in progress. Captured receipt images are stored hashed and timestamped so the audit trail stays intact. We never sell or share financial data. Export or delete your data at any time.
You're not paying extra for the other jurisdictions. The pricing is the same whether you use one country or five. The multi-jurisdiction handling is there for cross-border firms and for the days you take on your first international client. If you're single-country, you get the best-in-class engine for that country at the same price.
Resources
Free reference material,
no signup needed.
Guides
Deep dives on UK VAT and MTD, AU GST and BAS, CA GST/HST/PST, NZ GST, SG GST, plus the bookkeeping software stack.
Tax calculators
UK VAT, AU GST, NZ GST, CA HST, SG GST. Add or extract tax, jurisdiction-correct, no signup.
Accounting glossary
Plain-language definitions of 80 bookkeeping and tax terms with country-specific notes for UK, AU, NZ, CA, SG.
Alternatives
Side-by-side comparisons against Hubdoc, Dext, and AutoEntry with sourced citations from each vendor.
Get the sixty-second work
off your desk.
Start your free trial. No credit card required. Connect Xero or QuickBooks Online and process your first receipts in minutes.