Accountants and bookkeepers managing multiple clients spend up to 60% of their time on manual data entry. ExpensePro processes documents in seconds, giving you that time back for advisory work and client growth.
10x
Document throughput per hour
80%
Less time on data entry
3x
More clients per bookkeeper
<30s
Average extraction time
What document processing looks like today, and why it costs you more than you think.
Every receipt you key in by hand costs you money. At an average of 3–5 minutes per document, a bookkeeper processing 200 documents a month loses 10–17 hours to pure data entry. That is time you cannot bill for advisory services or use to onboard another client.
Switching between client files, remembering each client’s chart of accounts, and keeping vendor mappings straight across 10 or 15 QuickBooks files is mentally exhausting. Mistakes happen when you are toggling between tabs at 4pm on a Friday.
Every new batch of clients requires another set of hands. Recruiting, training, and retaining bookkeeping staff takes months and costs tens of thousands before they are productive. Your growth is bottlenecked by headcount.
Clients dump shoeboxes of receipts on you in the last week of the month. You scramble to get everything entered, categorized, and reconciled before the deadline. The pattern repeats next month.
Drop a receipt or invoice into ExpensePro and the AI reads the vendor name, date, line items, amounts, and tax codes in seconds. You review and approve rather than type. One click sends it to QuickBooks.
Each client gets their own organization workspace with dedicated vendor rules, categories, and approval flows. Switch between clients instantly without mixing up chart-of-accounts mappings.
The first time you categorize an invoice from a vendor, ExpensePro remembers. Next time a document from that vendor arrives, it auto-categorizes and routes it correctly. Over time, your review queue shrinks to only the exceptions.
Connect a client’s Gmail or Outlook inbox and ExpensePro scans for invoices and receipts automatically. No more asking clients to forward things. The documents appear in your queue, extracted and ready for review.
The typical solo bookkeeper or small bookkeeping firm manages between 5 and 20 clients. Each client generates anywhere from 30 to 300 documents per month—supplier invoices, expense receipts, credit card statements, and the occasional credit note. Before ExpensePro, the workflow looked something like this:
With ExpensePro, steps 2 through 4 are automated. The bookkeeper’s job shifts from data entry clerk to data reviewer. Here is what the new workflow looks like:
Connect each client’s email account (with their permission) and ExpensePro scans incoming messages for attachments that look like invoices or receipts. Alternatively, clients can forward documents to a dedicated email address or upload them through the client portal. Either way, documents land in the right client workspace without manual sorting.
ExpensePro’s GPT-4 Vision model reads each document and pulls out the vendor name, invoice number, date, due date, line items with descriptions and amounts, tax codes, and total. For vendors the system has seen before, it also applies the correct category based on your previous mapping.
Your dashboard shows a queue of extracted documents. Each one displays the original image alongside the extracted data. You scan the extraction, confirm it is correct (or make a quick edit), and approve. Most documents take under 10 seconds to review. The ones that need attention are flagged automatically—duplicate detection catches the same invoice submitted twice, and confidence scores highlight anything the AI was unsure about.
Approved documents sync to the client’s QuickBooks file as bills, expenses, or journal entries. Vendor matching happens automatically. If a vendor does not exist in QuickBooks yet, ExpensePro creates it. Tax codes carry over. The reconciliation at month-end becomes a verification step, not a data entry marathon.
Assume 15 clients averaging 100 documents per month each. That is 1,500 documents. At 4 minutes per document for manual entry, you are looking at 100 hours of data entry per month—more than two full work weeks. With ExpensePro handling extraction and you spending 10 seconds per document on review, that drops to about 4 hours. You just freed up 96 hours per month. That is enough time to take on 10 more clients, offer advisory services, or simply stop working weekends.
ExpensePro charges per document processed, not per client. This means you can add new client workspaces without increasing your fixed costs. As your volume grows, your per-document cost drops. Most bookkeeping firms find that ExpensePro pays for itself within the first week of use.
Start processing documents in minutes. No credit card required for the free tier. Cancel anytime.
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