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Expense Management Software — AI-Coded Spend | HelloBooks Expense management software that reads receipts with OCR, codes spend automatically, runs approvals, and reconciles to your card feed. Free Plan, no card.

Expense management software, expense tracker, receipt scanning software, spend management, and employee expense claims — HelloBooks captures, codes, approves, and reconciles spend with AI.

OCR receipt capture, 95%+ auto-coding, approval workflows, mileage and reimbursements, and tax handling across 8 countries are included, with a permanent Free Plan and no credit card.

Expense Management

Expense management software where the AI does the coding

Snap a receipt and the AI reads it, codes it to the right account, applies the tax, and matches it to your card feed. HelloBooks turns expense management from a month-end data-entry chore into something that happens the moment money leaves the business.

Start FreeBook a Demo

Free Plan with invoices within 200 transactions/year, bills & quotes — no credit card.

From receipt to reconciled, automatically

Traditional expense tools collect receipts and leave the accounting to you. HelloBooks reads each receipt with OCR, extracts the vendor, amount, date, and tax, codes it against your chart of accounts, and reconciles it to the matching card transaction — end to end, no spreadsheet.

Spend that used to pile up until month-end is captured and categorized as it happens, so your expense numbers and your profit picture are always current.

  • OCR receipt and bill capture — photograph it and the AI reads the line items
  • Auto-coding to the right account at 95%+ accuracy, learning your patterns
  • Approval workflows for team spend, with roles and permissions
  • Automatic matching to your bank and credit-card feed
  • Tax handling built in: GST, VAT, and sales tax across 8 countries
  • Mileage, reimbursements, and claims tracked alongside card spend
HelloBooks.aiSmarter accounting for growing businesses

Read. Code. Post.

From Paper Bill to Posted EntrySnap it, forward it, or drop the PDF.
  1. Step 1

    Capture

    Photo, PDF, image or email body

  2. Step 2

    Read

    Vendor, total, tax, invoice no. and due date extracted

  3. Step 3

    Confidence check

    Low-confidence reads go to a human, not the ledger

  4. Step 4

    Categorise

    Coded to the right account and tax code

  5. Step 5

    Ready to approve

    Lands in AP with the source attached

HelloBooks expense claims workspace showing captured expenses with vendor, amount, category and reconciliation status
Spend captured and coded as it happens — receipt to reconciled, no month-end spreadsheet.

Built for teams, not just solo spend

As a team grows, expense management becomes an approvals problem. HelloBooks adds submit-and-approve flows so employees capture spend on mobile, managers approve in a tap, and finance sees a clean, coded, reconciled trail — without chasing paper.

Everything posts straight to the ledger, so there is no export-import step between your expense tool and your books. It is one system.

How teams use HelloBooks

What HelloBooks does for businesses like yours

“AI categorizes every transaction automatically and learns from your corrections, so a small team keeps clean books without spending evenings on manual data entry.”
Small business · US
“For a practice managing dozens of client books, automated reconciliation turns a full day of matching into a background task — review the AI matches, approve, and move on.”
Accounting practice · US
“Snap a receipt on your phone and the AI reads, categorizes, and files it — bookkeeping stays current even for people who would rather not think about numbers.”
Freelancer · mobile-first

Illustrative scenarios describing what the product does for each business type — not attributed customer reviews.

FAQ

Frequently asked questions

How does the receipt scanning work?
Photograph or upload a receipt and the AI reads it with OCR — extracting vendor, date, amount, and tax — then codes it to the right account and matches it to your card feed. You review and approve the exceptions.
Can I set up expense approvals for my team?
Yes. Employees submit expenses from mobile, approvers sign off in the app, and finance gets a coded, reconciled record. Roles and permissions control who can submit, approve, and post.
Does it handle tax on expenses?
Yes. Input GST, VAT, and sales tax are captured and posted correctly for all eight supported countries, so your tax returns and reclaims are accurate.
Is expense management included for free?
Yes. Expense and receipt capture is included on the permanent Free Plan with no credit card. The Free Plan includes free AI credits to get started for OCR and categorization.
How is this different from expense tracking?
Expense tracking is the capture-and-categorize layer; expense management adds approvals, reimbursements, and team controls. See the expense tracking page for the lighter-weight workflow.

See it in action

Hellobooks Expense Claims | Submit, Approve & Track Employee Expenses

Manage employee expenses, reimbursements, and approvals easily with Hellobooks Expense Claims.

How to Manage and Approve Expense Claims in Hellobooks | Complete Workflow

Managing employee expense claims doesn’t have to be complicated.

Related

Keep exploring

Expense tracking

The lighter capture-and-categorize workflow for solo spend.

Expenses & claims

Reimbursements, mileage, and employee claims in depth.

OCR document scanning

The AI that reads receipts, bills, and statements.

AP automation

Bills and vendor payments automated alongside expenses.

For small business

Expenses inside the full small-business accounting suite.

Bank reconciliation

Where every coded expense reconciles to the card feed.

vs Expensify

Expenses inside the ledger vs per-member expense management beside it.

Start automating your books today

Free Plan with full access to the AI accountant — no credit card, no time limit.

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    Expense Management Software — AI-Coded Spend | HelloBooks