E-commerce margins live and die by accurate cost tracking. ExpensePro automatically captures supplier invoices, shipping receipts, and platform fee statements from your email, extracts the data with AI, and keeps your cost-of-goods-sold accurate down to the penny.
95%
Extraction accuracy
12hrs
Saved per month on AP
100%
COGS visibility
50+
Currencies supported
What document processing looks like today, and why it costs you more than you think.
Your Alibaba supplier sends a PDF in broken English. Your domestic wholesaler emails a formatted invoice. Your packaging vendor sends a handwritten receipt. Your freight forwarder sends a customs declaration stapled to a commercial invoice. Each one needs to be entered into your books, and they all look completely different.
Between inbound freight from suppliers, FBA fees, 3PL charges, last-mile shipping costs, and return shipping labels, your actual shipping spend is spread across a dozen vendors and platforms. Tracking the true per-unit shipping cost is nearly impossible without spending hours reconciling carrier invoices.
Amazon referral fees, FBA fulfillment fees, Shopify transaction fees, payment processor charges, advertising costs—these fees are buried in settlement reports and platform dashboards. By the time you account for all of them, your 40% gross margin turns out to be 18%.
You buy from suppliers in China (CNY), Vietnam (VND), or Europe (EUR) and sell in USD. Each invoice needs to be recorded at the correct exchange rate on the invoice date. Getting this wrong throws off your COGS and your profit calculations.
Connect your purchasing email and ExpensePro scans for supplier invoices automatically. Whether they come from Alibaba trade assurance, a domestic distributor, or a freight forwarder, the AI extracts vendor details, line items, quantities, and amounts. No more digging through email threads to find that one invoice from three weeks ago.
ExpensePro reads the currency from each invoice and records both the original currency amount and the converted amount. Your books reflect the correct exchange rate on the transaction date, keeping your COGS calculations accurate across currencies.
During peak seasons, you might receive 50–100 invoices in a single week. Upload them all at once and ExpensePro processes them in parallel. Your finance team reviews a clean queue of extracted data instead of opening files one by one.
Your top 10 suppliers probably account for 80% of your invoices. After you categorize their first invoice, ExpensePro applies the same category, cost code, and project tag automatically. Monthly invoices from your 3PL, your packaging supplier, and your shipping carriers process themselves.
Your cost of goods sold is the single most important number in your e-commerce business. If your COGS is wrong, your gross margin is wrong, your pricing decisions are wrong, and your profitability analysis is fiction. Yet most e-commerce businesses track COGS using estimates, averages, or whatever number was in the last spreadsheet someone updated.
ExpensePro gives you actual COGS from actual invoices. Every supplier invoice gets captured, extracted, and recorded with the correct amounts. When your unit cost from a supplier goes up by 8% between orders, you see it immediately in the extracted invoice data instead of discovering it three months later during a margin review.
Inbound freight from overseas suppliers often involves multiple documents: the commercial invoice, the customs declaration, the freight forwarder’s invoice, and the last-mile delivery receipt. ExpensePro processes all of these and lets you tag them to a specific purchase order or inventory receipt. Your landed cost calculation becomes straightforward because all the component costs are captured and categorized.
For outbound shipping, carrier invoices from UPS, FedEx, DHL, and USPS can be scanned from your email. Weekly or monthly carrier invoices with hundreds of line items get extracted in bulk, giving you per-shipment cost data without manual entry.
If you sell on Amazon, Shopify, Walmart Marketplace, or other platforms, you receive periodic settlement statements that detail fees, refunds, and net payouts. While ExpensePro does not replace your marketplace analytics tool, it captures the settlement documents and fee invoices from these platforms so they are recorded in your accounting system alongside your other expenses.
Platform advertising invoices—Amazon PPC, Shopify Ads, Google Ads, Meta Ads—also flow through the email scanner. Instead of logging into five ad platforms to download invoices, they appear in your ExpensePro queue automatically.
A common pattern in e-commerce growth: you go from $500K in annual revenue to $2M, and suddenly you have 4x the invoices but the same one person handling accounts payable. They are drowning. The traditional answer is to hire another AP clerk. The ExpensePro answer is to automate 80% of the data entry so your existing person can handle the increased volume.
At $2M in revenue, you might process 300–500 supplier-related documents per month. Manual processing at 5 minutes each means 25–40 hours of pure data entry. With ExpensePro, the same volume takes 5–8 hours of review time. That is the difference between needing a second AP hire and not.
If you source products internationally, you deal with invoices in multiple currencies. A supplier in Shenzhen invoices in USD or CNY. A packaging supplier in Poland invoices in EUR. Your freight forwarder might invoice in the currency of the origin country. ExpensePro extracts the currency code from each invoice, records the original amount, and converts to your home currency using the exchange rate on the invoice date. Your accountant gets clean, properly converted records without manual currency lookups.
Start processing documents in minutes. No credit card required for the free tier. Cancel anytime.
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