Why “rules and templates” cannot keep up
Legacy expense tools are built on template-matching OCR from the early 2010s. They need you to define per-supplier rules, and the automation breaks the moment a supplier changes its receipt format. ExpenseFlow is built on Claude Sonnet 4.6 vision AI. It reads receipts the way a human bookkeeper does, and learns from corrections per client.
| Feature | Legacy OCR Dext, Hubdoc, Expensify | ExpenseFlow Claude Sonnet 4.6 |
|---|---|---|
| Technology | Template OCR (2015 era) | Vision AI that understands context |
| Accuracy | ~75 to 85%, you verify every one | 95% target (OCR + GL + tax average), low-confidence captures held for review |
| Setup | 2 to 4 weeks of template training | 5 minutes per client, AI learns the chart of accounts |
| Tax handling | Manual GST / VAT review per line | Line-level tax codes applied automatically across 5 jurisdictions |
| Multi-jurisdiction | Single-country focus, add-ons required | AU, NZ, UK, SG, CA on every plan |
| Learning from corrections | Not really, you re-do the work | Per-client rules learned and remembered |
How we measure accuracy
The 95% target is the average of three accuracy components recorded for every captured document. Anything below the auto-approve threshold is held back for human review with the original receipt alongside the extraction.
Component 1
OCR accuracy
Did we read the receipt correctly? Vendor, dates, totals, tax registration number, line items, all transcribed from the source document.
Component 2
GL code accuracy
Did we map to the right account in your chart of accounts? Per-client vendor rules learn from corrections.
Component 3
Tax code accuracy
Did we apply the correct GST or VAT treatment per line? UK VAT, AU / NZ GST, Canadian GST / HST / PST, Singapore GST.
The overall accuracy reported on a captured document is the average of all three. We are deliberately honest about what AI can and cannot do: low-confidence captures never auto-post to Xero or QuickBooks Online without a human approving them.
How it works
Three steps. The middle one is the work that legacy tools make you do by hand.
Step 1
Capture without logging in
Forward receipts by email, snap a photo on mobile, or bulk-upload from a back office. Captures land in the review queue, attributed to the right client or company.
Step 2 (the work)
AI codes the line
The AI extracts every field, applies the correct GST or VAT treatment per line, captures supplier registration numbers, and flags duplicates. It learns from your corrections.
Step 3
Synced to your ledger
Approved captures post as Xero bills, expense claims, QuickBooks bills, or expenses, with tax codes and source attachments preserved. Continuous, not nightly.
Native integrations
Two-way sync, continuous, attachments preserved
Xero and QuickBooks Online are live across all 5 jurisdictions today. Sage, MYOB, FreeAgent and Reckon are on the roadmap.
Xero
LiveBills, expense claims, tax codes per line, tracking categories and contacts preserved end to end.
QuickBooks Online
LiveBills, expenses, supplier credits, classes and locations with full UK / AU / NZ / CA / SG tax mapping.
Need another platform?
We prioritise integrations by request volume. Tell us your platform and the founder follows up directly.
Two doors. Same engine.
ExpenseFlow runs the same AI for everyone. The difference is how the platform is configured around you.
For bookkeepers
Per-client pricing. Firm-wide document pool. Two-way Xero / QuickBooks sync. Margin on every client you take on.
See the bookkeeper page
For business owners
Free tier with 20 document tokens/mo. Paid plans flat at $29.25 with unlimited team members. Your accountant gets one-click access at tax time.
See the business owner page
Featured guide
UK · VAT & MTD
UK VAT and Making Tax Digital: the complete guide for 2026
Rates, the £90,000 threshold, MTD compliance, the construction reverse charge, return deadlines, and the UK edge cases ExpenseFlow catches at capture.
Read the guide
All guides
Tax rule coverage that travels with your clients
ExpenseFlow is one platform across every jurisdiction we serve. No add-ons. No per-country surcharge. Click any country for the deep dive on the local tax rules the AI applies at capture.
Common questions
The FAQ below covers the questions both bookkeepers and business owners ask before they commit. If yours is not here, the contact page routes straight to the founder.