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Expense Tracking Software — Receipts & Mileage | HelloBooks AI expense tracking software with receipt OCR, mileage logs and reimbursement, corporate-card categorization, and approval workflows. Free Plan, no card.

Expense tracking software, expense management software, receipt scanning software, business expense tracker, mileage tracker, and corporate card reconciliation — HelloBooks ships all of the above on a single live ledger.

Policy engine, multi-approver workflow, per-diem, mileage, sales tax / VAT / GST capture, and ACH/UPI reimbursement rails are included on every plan.

Expense Tracking

Expense tracking software that turns receipts into bookkeeping

Snap a receipt, forward an Uber email, or hand a corporate card to your team — HelloBooks reads the expense, categorizes it, attaches the receipt to the journal entry, and routes reimbursement or approval automatically. No spreadsheets, no end-of-month scramble.

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

Capture expenses the way they actually happen

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
HelloBooks.aiSmarter accounting for growing businesses

Snap. Approve. Done.

Receipt to Reconciled, AutomaticallyExpenses arrive messy. They leave coded, approved and matched.

Captured from

  • Mobile photoPaper receipts
  • Email-in & Gmail/OutlookForwarded receipts
  • Card feedsEvery card charge
  • Mileage & per diemLogged or GPS-tracked

HelloBooks AI

Reads, codes and checks policy

  • OCR: merchant, amount, date, tax
  • Auto-coded to your accounts
  • Policy & duplicate checks
  • GST / VAT / sales tax captured

Then

  • Approved by policyManager, finance or auto
  • Reimbursed via APOr matched to the card line
  • Tax-ready evidenceReceipt attached to every entry

One system — no export-import between the expense tool and the books.

Approvals built for distributed teams

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.

Reimbursements and AP, in one workflow

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.

Tax-ready evidence, not just a CSV export

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.

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 accurate is the receipt OCR?
Above 97% on merchant, amount, and date for clear receipts. The AI flags low-confidence reads for human review rather than guessing. Foreign-currency, faded, or hand-written receipts go to the review queue with a confidence score.
Does it integrate with corporate cards?
Yes. HelloBooks pulls card feeds for most major issuers in the U.S. (via Plaid), U.K., Canada, Australia, India, Singapore, New Zealand, and the UAE. Card transactions are auto-categorized and auto-matched to submitted receipts.
Can I require receipts for all expenses?
Yes — by amount threshold, category, or policy. Submissions without a required receipt are blocked at submit time, not silently posted.
How are reimbursements paid?
HelloBooks schedules reimbursements via ACH (U.S.), Faster Payments (UK), UPI/NEFT (India), and equivalent rails in other markets. You can also push approved reimbursements to your payroll provider so they ride the next payroll cycle.
What about mileage and per diem?
Mileage is logged via the mobile app (GPS) or entered manually, then reimbursed at the current statutory rate for your country. Per diem can be set by country and city, with auto-calculated daily allowances.

See it in action

Hellobooks Expense Claims | Submit, Approve & Track Employee Expenses

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

Related

Keep exploring

Expense & claims

Reimbursement workflow, policy engine, and approver routing in detail.

OCR receipt scanning

How HelloBooks reads receipts and invoices with 97%+ accuracy.

AP automation

Where approved expenses and vendor bills become scheduled payments.

AI categorization

The classification engine that codes every expense to the right account.

vs QuickBooks

How HelloBooks expense tracking compares to QuickBooks’ receipt capture.

Pricing

Free Plan includes unlimited expense submissions and receipt capture.

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 Tracking Software — Receipts & Mileage | HelloBooks