The stack this replaces
ExpenseFlow is capture, extraction, approvals, and sync in one subscription. Priced separately, that stack costs more than double per client.
Capture and extraction
$17.70+ /client/mo
Dext Practice rates (July 2026), on an annual commitment with a 10-client minimum. Line-item extraction is metered on top: from $0.50 per document pay as you go.
Approval workflows
$49.50+ /client org/mo
ApprovalMax Standard, billed yearly, per organisation. Every client entity that needs approvals is a separate subscription.
ExpenseFlow
$14.70 to $20.30 /client/mo
Capture, line items, approvals, and two-way sync in one price, with the 30% founding discount applied (list $21 to $29). Monthly billing, no client minimum, no annual lock-in.
Choose your firm stage
Per-client cost drops as you grow. No contracts. Cancel any time. Every firm that joins now gets the 30% founding discount, locked in forever.
Starter Firm
For solo bookkeepers modernising their stack.
30% founding discount, locked forever
- AI-powered categorisation across 5 jurisdictions
- Approval workflows included
- Two-way Xero and QuickBooks Online sync
- Per-client vendor rules learned over time
- 300 tokens per client, pooled firm-wide
No credit card required.
Professional Firm
The sweet spot for growing practices.
30% founding discount, locked forever
- Everything in Starter
- Priority email support
- Lower overage ($0.083 / token)
- $2.80/client cheaper than Starter
No credit card required.
Practice Firm
Maximum margin for established firms.
30% founding discount, locked forever
- Everything in Professional
- Dedicated Slack channel
- Lowest overage ($0.070 / token)
- Unlimited team members
We onboard your existing client portfolio in a single setup pass.
Billing transparency
Mid-month additions are pro-rated
Add a client on the 20th and you only pay for the days used in the current cycle. The full per-client rate kicks in on the next renewal.
Archive any client to pause billing
When a client takes a break, archive the file to stop billing instantly. Captured data and audit trail are retained at no charge while archived.
How the firm-wide token pool works
With ExpenseFlow you do not buy a per-client allowance. You buy a firm-wide pool of document tokens. Quiet and busy clients balance each other out.
If your firm exceeds the total pool, you pay the per-token overage rate for your tier. There is no per-client surcharge for going over on a single client.
How we count document tokens
You pay per document token, not per receipt. A single-line receipt is the base unit. Multi-line invoices burn more tokens because they take more AI work to extract correctly.
| Document type | Line items | Tokens |
|---|---|---|
| Receipt / simple invoice | any (single total) | 1 |
| Multi-line invoice | 1 - 10 | 3 |
| Multi-line invoice | 11 - 20 | 6 |
| Multi-line invoice | 21 - 30 (e.g. 25) | 9 |
| Multi-line invoice | 47 | 15 |
| Failed extraction | 0 | 0 |
Formula: simple invoices = 1 token. Multi-line invoices = 3 × ceil(line items / 10). Failed extractions never charge. Note the minimum: any invoice processed with line items costs 3 tokens, even a 2-line one. That is the whole fee schedule; there are no separate rates for bank statements, supplier statements, or document classes.
What you do not pay for
Migration help, on us
Switching from Dext or Hubdoc
We handle the migration.
Dreading the switch from Dext or Hubdoc? You do not have to do it yourself. Practice tier accounts get the migration concierge service at no charge.
Vendor-rule export
We pull your existing vendor rules from Dext or Hubdoc.
First 5 client files configured
We set up your first 5 client files end to end.
Team walkthrough
A private Loom walkthrough for your team, recorded against your live data.
Pricing questions
The FAQ below covers the questions practices ask most often before they commit. If yours is not here, the contact page routes straight to the founder.