How can we help you?

Expensent connects to the email inbox where you receive invoices and receipts, finds financial-document emails, and puts them in Action Center. From there you can forward clean documents to your accountant or accounting destination, review exceptions, upload missing files, or create rules for future matches.

Expensent is built for freelancers, small businesses, bookkeepers, and client-facing teams that receive invoice and receipt emails but still need to get those documents into an accountant, expense app, or accounting workflow.

Create an account and subscribe, then complete the guided setup: add your accountant or software destination and accounting currency, enter your profile and company details, connect the inbox where invoices arrive, and choose the document types you want to see. The final step starts a guided first scan; it does not send documents automatically. Review the results in Action Center before creating recurring rules.

The app supports Google/Gmail, Microsoft/Outlook, Yahoo, iCloud, and IMAP-style mailbox connections through Nylas. Google, Microsoft, and Yahoo use provider OAuth through the hosted connection flow. iCloud and other IMAP-style providers may require an app-specific password or mailbox credentials.

No. Expensent handles the inbox handoff before accounting: finding invoice and receipt emails, collecting proof, and forwarding selected or rule-matched documents to the destination you already use. Coding, approval, payment, reconciliation, and bookkeeping still happen in your accounting workflow.

Expensent forwards to an email address you configure, so it can work with an accountant inbox or intake addresses from tools such as Expensify, QuickBooks, Xero, Dext, FreshBooks, Ramp, BILL, SAP Concur, and more. Use the Integrations and Guides pages for tool-specific setup details.

No. Your Expensent login email identifies your account. You connect the inboxes that receive invoices separately during onboarding or from Settings > Integrations.

The Dashboard summarizes work waiting in Action Center, connected inbox and rule status, forwarding usage, detected and sent document value for the selected period, recent forwarding activity, and manual upload. Select an Action Center count to open the corresponding queue.

The Action Required card counts items in Ready to Forward, Download Required, and Needs Review. Already Sent and Reminders are available in Action Center but are not included in that pending total.

Detected value is the total value Expensent extracted from documents found in the selected period. Sent value is the extracted value of documents already forwarded. Pending value is the detected value that has not yet been sent. Counts and values can differ because some documents do not contain an amount that Expensent can extract confidently.

Insights shows detected value, sent value, document count, automation rate, document-type breakdown, monthly trends, top vendors, and workflow source mix across automatic forwarding, Find Invoices, and manual uploads. When an earlier comparable period is available, it also shows period-over-period changes.

Solo includes the current and previous calendar month. Pro includes all available Insights history. The period selector only offers history available to your current plan and account.

A document can be counted even when its amount or currency was missing, ambiguous, or could not be extracted. Insights totals use documents with usable extracted values, while document counts can include additional detected or sent items.

Settings > Accountant lets you show converted values alongside each original invoice amount. When changing the Accounting Currency, choose whether to apply conversion only to future invoices or also add converted values to existing invoices. Removing the setting returns value displays to original invoice currencies.

Yes. Find Invoices can search up to 10 years of mail history, one month or quarter at a time, in the connected inbox you choose. Results are saved to Action Center for review; the scan itself does not forward them.

Select a month or quarter, then choose one connected inbox. Completed periods display a checkmark, but you can scan a period again when you need to refresh it. To search another inbox, start a separate scan after the current scan finishes or is canceled.

The selected inbox moves through email search, a metadata-first privacy filter, and AI analysis of likely invoice candidates. The progress screen shows the current inbox and summarizes the saved results when processing finishes.

Yes. Find Invoices runs on the server and continues when you leave the page or close the browser. Returning to Find Invoices while a scan is active opens its current progress.

No. Expensent keeps one active Find Invoices scan per account. Finish or cancel the current scan before starting another one or changing a connected inbox provider.

Yes. Use Cancel on the scan progress page. Results already saved before cancellation can remain in Action Center, but no additional scan work is scheduled after the cancellation is processed.

Read the error shown for that inbox. Reconnect it in Settings > Integrations when authorization is required. For provider or rate-limit errors, wait briefly and start a new scan for the same period; account-level Retry directs you to start a new scan rather than resuming a failed server scan.

Confirm that the invoice falls inside the scanned date range and selected inbox. Then check Action Center search and filters, Settings > Document Types, and the Email body invoices setting. Reconnect the mailbox and run the period again if the provider authorization expired.

A scan starts with mailbox metadata such as sender, subject, date, and attachment filenames. AI prefilters likely financial documents before Expensent fetches and analyzes candidate message bodies or attachments. This keeps non-candidate mail out of the deeper classification step.

Ready to Forward has documents that can be sent now. Download Required is for emails where the invoice likely lives on a vendor portal. Needs Review is for ambiguous items. Already Sent shows forwarded history. Reminders tracks portal-only or recurring invoice tasks you create.

An email is ready to forward when Expensent has usable proof: a supported PDF, JPG, or PNG attachment, or a complete receipt/invoice found in the email body when email-body invoices are enabled.

Download Required means the message points to a vendor portal or billing page instead of carrying a usable invoice file or complete receipt body. You can use the reminder/upload workflow after you download the document yourself.

Needs Review means the classifier could not confidently decide that the email is ready to forward, download-only, or not an invoice. Review the sender, subject, preview, and attachments before moving it to the right queue or hiding it.

Hide the message permanently from the item menu, or create a rejection rule from a reviewed example so similar emails stay out of Action Center.

Yes. Action Center includes search plus filters for source, connected mailbox, document type, and email-body invoices. Insights also lets you filter its value breakdown by document type. Document-type preferences are available in Settings > Document Types.

Yes. When other emails in the current Action Center tab have the same sender and stable subject pattern, the forwarding review can offer to include up to 50 emails in one action. Expensent forwards each selected email separately with its own available attachments. Your note and CC choice apply to every selected email, and items that are not currently ready remain in the tab.

The supported proof formats are PDF, JPG, JPEG, and PNG. Decorative or non-document attachments can be ignored by classification even when they are attached to the email.

Yes. Use the item menu to move a message between Ready to Forward, Download Required, and Needs Review. Moving an item changes what action it needs next; it does not send or delete the email.

Yes. Open the email preview or select a supported attachment from the item. Preview requires access to the source inbox; reconnect that mailbox from Settings > Integrations if the original message or attachment is unavailable.

Already Sent keeps forwarding history. You can preview the original email or supported attachments while the source inbox remains available, resend a document after confirmation, or remove its record from the Sent list. Removing the record does not recall the email or delete it from the connected mailbox.

Hide Permanently removes the selected message from Action Center. Marking an item as not an expense creates a rejection rule from its exact sender and subject pattern, then removes matching items so similar future messages stay out of the queue. Review the pattern before creating the rule.

Expensent connects mailboxes through Nylas. Google, Microsoft, and Yahoo use provider OAuth through the hosted connection flow. iCloud and other IMAP-style providers may use an app-specific password or mailbox credentials. Every app API call still checks that the mailbox belongs to your authenticated account.

Solo supports up to 2 connected email accounts, Pro supports up to 10, and Custom can be configured for larger needs. Your current limit is shown in Settings > Subscription.

Action Center and Settings will flag the mailbox as needing reconnection when the provider authorization is invalid or expired. Reconnect the same account from Settings > Integrations to resume scanning, previewing, and forwarding from that mailbox.

Use Change email provider under the mailbox in Settings > Integrations when the same email address has moved to another service, such as Google Workspace to Microsoft 365. Finish or cancel any active Find Invoices scan and forward anything still waiting in Action Center first. Expensent disconnects the current provider, then opens the provider chooser so you can authorize the exact same email address with its new provider. Your forwarding destination, rules, billing slot, and Expensent history stay attached to the mailbox. If Inbox Organization was enabled, choose a label or folder from the new provider and turn it on again after reconnecting.

Yes. You can unlink an inbox from Settings > Integrations. Depending on your plan and billing period, the unlinked account slot may stay reserved until the end of the period; you can reconnect the same address during that window.

Use Settings > Accountant. You can set the destination as a person, such as your accountant, or as software, such as an accounting app receipt inbox. This is the primary address Expensent forwards documents to.

Yes. Settings > Email controls one account-wide CC list used when CC is enabled for a send or rule. Solo includes 1 CC recipient and Pro includes up to 5. These limits apply to the Expensent account, not separately to each connected inbox.

Yes. Turn on Custom reply-to email in Settings > Email and enter the address that should receive replies. When it is off, replies go to your main Expensent login email.

Inbox organization can mark successfully forwarded emails as read and apply a label or move them to a folder in the original mailbox. It is a Pro/Custom feature and may require reconnecting Gmail to grant the extra mailbox-modify permission.

Settings > Profile stores your name and optional company identity. A company name and its aliases help Expensent recognize documents addressed to different versions of the same business name during scanning and upload analysis.

Settings > Document Types controls which financial-document categories appear in Smart Scan results and Action Center. At least one category must remain enabled. Changing these preferences affects what is shown; it does not forward existing items.

Some receipts contain complete proof in the email body instead of a PDF or image. Turn on Email body invoices in Settings > Document Types to include those messages in scans and Action Center. The Action Center filter changes the same account setting. Existing auto-forward rules keep their current attachment requirement until you edit or recreate them.

Yes. Choose an Accounting Currency in Settings > Accountant to show converted amounts alongside original invoice values. You can apply a new currency to future invoices only or add conversions to existing invoices as well.

Use the Product updates control in Settings > Email. Turning it off stops optional product update and release-note emails; essential account, security, billing, and service messages can still be sent.

Open Settings > What's New for the in-app release history. New entries can also appear as a discovery notice when a relevant feature becomes available to your account.

Add the destination email in Settings > Accountant, then forward items from Ready to Forward in Action Center. You can add a short note, choose supported attachments when available, and decide whether CC should be used when your plan supports it.

A forwarding destination is the email address that should receive your invoice or receipt proof. It can be your accountant, a shared bookkeeping inbox, or an accounting-app intake address. Expensent sends to the primary destination configured in Settings > Accountant.

Expensent currently uses one primary forwarding destination in Settings > Accountant. Plans with CC support can send copies to configured CC recipients, but per-rule routing to different primary destinations is not part of the current settings model.

Create a rule from a reviewed email. Rules match the exact sender plus subject keywords or a normalized subject pattern, and can require an attachment. This avoids broad sender-only forwarding rules that send confirmations, marketing mail, or unrelated messages.

Only when you choose the option to create the rule and forward the current email or matching emails. Create Rule Only saves the rule for future matches and leaves emails already in Action Center where they are. If you create a rule from Already Sent, there is nothing waiting to forward, so the rule applies to future matches only.

Yes. Rules are managed from the Rules page. You can pause a rule, remove it, or edit its behavior when the underlying email pattern changes.

A rejection rule is a rule for messages that should not be treated as invoices. It helps keep repeated false positives out of Action Center by matching the sender and subject pattern.

Only when your Email body invoices setting and the rule's attachment requirement allow it. New rules created while body proof is enabled can allow complete email-body receipts. Turning the setting on or off never changes existing rules automatically; edit or recreate a rule when you want its proof requirement to change.

The rule may be paused, the subject pattern may not match, the rule may require an attachment, the monthly send limit may be reached, the destination may be missing, or the mailbox may need reconnection.

Rules belong to your Expensent account and match the exact sender plus the saved subject pattern. A matching message can therefore trigger from any active connected inbox. The original inbox is still tracked so Expensent can preview, forward, and organize the correct source message.

Use the Integrations page for destination-specific setup and the Guides page for deeper walkthroughs. Those pages explain how tools differ, but Expensent itself forwards to the destination address you configure.

Move or keep them in Download Required, open the vendor billing page yourself, download the invoice, then upload the PDF/JPG/PNG in Action Center. Expensent can forward the uploaded proof with an optional note.

Yes. Upload a PDF, JPG, JPEG, or PNG from the dashboard or from Download Required in Action Center. Dashboard uploads can be up to 10 MB. Files added in Download Required or Reminders must be under 3 MB. On mobile phones you can also scan a paper receipt with the camera. Expensent analyzes uploaded files for useful details such as amount and vendor when possible.

Yes. The mobile scanner lets you capture up to 10 pages, review and reorder them, and combine them into one PDF before the final review and forwarding step. You can also add a note before forwarding it.

Yes. When forwarding an Action Center item or uploaded file, you can add a short note. The note is included with the forwarded message so the recipient has context.

Reminders are for invoices that do not reliably arrive as usable email attachments, such as portal-only bills. You can create one-time or recurring reminders with the vendor name, billing page, due date, and notes. Reminders currently appear in Action Center; Expensent does not yet send reminder emails or push notifications.

Yes. Reminders can be weekly, monthly, quarterly, or annual. Recurring reminders help you remember vendor portals that need manual download before forwarding.

Yes. Reminders can be paused, resumed, snoozed, edited, or dismissed from the Reminders tab depending on what you need to do next.

Confirm that the file is a PDF, JPG, JPEG, or PNG. Dashboard uploads can be no larger than 10 MB; files attached to Download Required items or Reminders must be under 3 MB. GIF, WebP, HEIC, BMP, Office documents, ZIP files, and other formats are not supported for manual upload.

Yes. Open the reminder, remove the stored file, and upload a replacement before forwarding. You can preview a stored PDF or image while it remains attached to the reminder.

No. Plans are monthly unless your checkout shows a different billing interval. There is no long-term contract for the self-serve plans.

Yes. Use Settings > Danger Zone > Stop Subscription to open the Stripe cancellation flow. Stopping renewal keeps your account, settings, history, and integrations in place until the subscription ends at the current billing period end.

Before continuing to cancellation, Expensent shows the options available for your account. These can include moving to a lower-priced plan at the end of the billing period, requesting personal setup help, or reviewing an offer for 50% off the next two monthly bills when eligible. You can skip these options and continue to Stripe to stop renewal.

If you subscribed but have not connected an email account yet, the Subscription settings include a Cancel Now & Get Full Refund option. Otherwise, contact support and we will review the case.

Use Settings > Subscription. You can change plans, open Stripe billing management, view discounts and credits, and see invoice history when Stripe has invoices available.

Upgrades take effect immediately and Stripe collects the prorated upgrade charge at that time. Downgrades are scheduled for the end of the current billing period so you keep the current plan until then. Settings > Subscription shows a scheduled change and lets you cancel it while it is still pending.

If the new plan supports fewer inboxes, Expensent schedules excess inbox slots for removal at the plan-change boundary. Review the scheduled change and keep the inboxes you need before the downgrade takes effect.

Open Settings > Subscription and use the Stripe billing portal to update the payment method and pay or retry the open invoice. Expensent displays unpaid, incomplete, or past-due subscription status and restores normal access after Stripe confirms payment.

Settings > Subscription shows invoice history when Stripe has invoices available and links to Stripe billing management. Checkout collects a billing address and lets eligible customers enter an optional VAT or tax ID. Stripe-generated invoice and receipt links contain the finalized billing details.

Usage counts forwarded emails in the current billing period. Solo includes 100 forwarded invoices per month. Pro has unlimited forwarded invoices. Custom can be configured for larger needs.

Subscribed users get a referral code in Settings > Subscription. The referrer earns one free month after the referred customer completes a second successful subscription payment. Expensent adds the reward to the referrer's Stripe customer balance for a future invoice. Rewards are capped at 12 free months, and the referred customer does not receive a matching free month under the current program.

Checkout and billing are handled by Stripe. Expensent accepts major debit and credit cards. Stripe Checkout may also offer Apple Pay on eligible devices and browsers.

No. Expensent starts from mailbox metadata and only fetches or analyzes message bodies and attachments for likely invoice or receipt candidates, or when you take an action such as previewing or forwarding a message.

Expensent does not ask for or store your Google, Microsoft, or Yahoo password. Those providers use OAuth. iCloud and other IMAP-style mailboxes may require an app-specific password or mailbox credentials handled through Nylas.

Permissions differ by provider. Google connections request Gmail read-only and send access; enabling Inbox organization requires a later reconnect for Gmail modify access. Microsoft connections request Mail.ReadWrite and Mail.Send from the initial connection because forwarding messages with attachments through Nylas requires both. Yahoo, iCloud, and other IMAP-style connections use the permissions supported by their Nylas connector. Expensent does not request contacts or calendar access.

No. Expensent does not sell user data or use mailbox data for advertising. The Privacy Policy describes the service providers involved in authentication, email access, billing, analytics, transactional email, and AI classification.

No. Mailbox data is used to classify and process your invoices and receipts, not to train generic AI models. See the Privacy Policy for the limited-use commitments and provider details.

Human access is limited to narrow cases such as explicit support requests, security investigations, and operational audit. Routine invoice detection is automated.

Yes. Use Settings > Danger Zone > Delete Account. Deletion immediately logs you out, disconnects integrations, and stops active scans. Your subscription is scheduled to stop renewing at its current period end, while account recovery remains available for 30 days after deletion. After that recovery window, account data is permanently removed or anonymized, except records retained when required by law.

Attachments from scanned emails are fetched from the source mailbox when needed and are not stored permanently by Expensent. Files you upload manually are stored temporarily in encrypted cloud storage so they can be reviewed and forwarded, then removed after forwarding. The Privacy Policy explains the wider retention rules for metadata, logs, and billing records.

Open the Expensent login page and choose Sign In. Authentication is handled by WorkOS through its hosted sign-in flow, using Google or another available identity provider. Expensent does not keep a separate application password.

Use the same identity provider and email address used when the account was created. Allow redirects and cookies for the hosted sign-in flow, then try again in a current browser. If the provider login succeeds but Expensent does not open, contact support with the login email and approximate time of the attempt. Never send a password or authentication code to support.

Sign in with the same email address within 30 days of deletion. Expensent restores the account record, but disconnected inboxes must be connected again. Paid access resumes only while the subscription is still active; otherwise choose a plan again.

Yes. Expensent is an installable web app. In a supported desktop or Android browser, use the browser's Install app option. On iPhone or iPad, open Expensent in Safari, use Share, and choose Add to Home Screen. Installation does not require an app store.

The scanner needs camera permission in the browser or installed web app. Allow camera access for Expensent, reload the page, and try again. If access was previously blocked, change the site permission in your browser or device settings. You can still upload an existing PDF or supported image instead.

Not yet. Installing Expensent makes the app easier to open from your home screen, but customer invoice reminders currently appear only in the Reminders tab. Email and push notifications for those reminders are not currently sent.

Common causes are: no configured destination, no supported attachment or body-proof receipt, a disconnected mailbox, a missing permission, selected attachments that are unavailable, or a reached monthly send limit.

First confirm the destination address in Settings > Accountant, then check the destination app inbox or processing queue. Some accounting apps process forwarded documents asynchronously or reject unsupported files; Expensent can confirm that it sent the email, but the receiving app controls import and OCR after receipt.

Some Google connection flows may show an extra security notice. Review the requested permissions carefully and continue only if you are connecting the expected Expensent account. Contact support if you are unsure.

Yes. Choose Skip tour while the guided tour is open if you want to explore on your own. To run it again later, open Settings > Support and choose Replay Guide. The guide walks through Find Invoices and Action Center without forwarding anything for you.

Use Settings > Support for live chat when available, email support from the same section, or use the public Contact page. Include the mailbox provider, the Action Center tab, and the vendor or subject you are troubleshooting.

Include the connected mailbox provider, destination type, vendor name, email subject, Action Center tab, approximate date, and whether the problem happened during scanning, previewing, forwarding, auto-forwarding, upload, or billing.