Expense tracking software that turns receipts into bookkeeping

Expenses come in messy. A taxi receipt from a phone camera. An Uber receipt in email. A SaaS invoice in a Drive folder. A corporate-card charge that hits the bank feed three days later. HelloBooks captures every one of those entry points and turns them into the same structured ledger entry.

• Mobile capture: snap a paper receipt; the AI reads merchant, amount, date, tax, and category
• Email-in: forward a receipt to an expense@yourcompany address and it lands in the queue coded
• Gmail/Outlook auto-forward: rules pull receipts straight from your inbox
• Corporate card feeds: every card transaction is categorized and matched to its receipt
• Mileage log: GPS-tracked or manually entered, with auto-calculated reimbursement at the IRS/HMRC/ATO rate
• Per diem and meal allowances by country and city

Most expense tools route everything through one inbox. HelloBooks routes by policy: a manager approves anything over their threshold, finance approves anything outside the policy, and the AI auto-approves anything inside the policy. Slack and email notifications keep the loop tight.

Policy violations are flagged in real time — out-of-policy vendors, missing receipts, duplicate submissions, or amounts above the cap. The employee sees the violation immediately and can attach context before it ever hits the approver queue.

Once an expense is approved, HelloBooks moves it into AP automation — scheduled for payment by ACH, RTP, or to the employee’s payroll provider. The reimbursement journal entry is posted, the receipt is attached, and the audit trail is complete.

For card spend, the workflow flips: the AI matches the card transaction in the bank feed to the submitted receipt and closes the loop without a payment cycle.

At tax time, your auditor wants a journal entry, a vendor name, a category, and an attached receipt. HelloBooks ships that as a structured export — every expense entry has the receipt image, the OCR’d data, the policy that applied, the approver, and the journal entry it produced.

Sales tax / VAT / GST is captured automatically based on the country and vendor, so reclaims and filings stay accurate.