ExpenseBot AI
Intelligent Expense Automation for Global Entrepreneurs
Overview
ExpenseBot AI is a custom AI-powered expense automation system designed for entrepreneurs managing multiple businesses across international borders. It automatically processes receipt emails, classifies business vs personal expenses using contextual AI, and generates accounting-ready reports—eliminating 5+ hours of monthly manual work.
The Challenge
Managing expenses across multiple companies in France and the US was consuming 5+ hours every month. The manual process involved hunting for invoices in Gmail, downloading PDFs one by one, sorting business vs personal expenses, filling expense reports, and preparing accounting documents. Traditional expense software like Ramp required proprietary cards, didn't support multiple payment methods, was US-only, and didn't offer the flexibility needed for international operations.
Our Solution
We built a fully automated expense management system powered by Gmail MCP integration and intelligent AI classification. The platform automatically monitors receipt emails from Uber, Lyft, DoorDash, hotels, airlines, and other vendors. Our AI engine analyzes context—dates, locations, account names, calendar events—to accurately classify expenses as business (PRO) or personal (PERSO) with 94-99% confidence. The system generates branded PDFs, stores receipts in Google Drive, logs data in Airtable, and sends notifications only when manual review is needed. Built with n8n workflows, the solution handles multi-card support, cross-border transactions, and custom business rules.
The Results
ExpenseBot AI reduces monthly expense management time from 5+ hours to just 10 minutes. It eliminates 100% of missed receipts (down from 15-20% loss rate), reduces classification errors to under 5%, and accelerates reimbursement from 2-3 weeks to under 3 days. The system provides complete data ownership, supports unlimited payment methods, works across France and the US, and costs $150/month versus traditional SaaS tools that require proprietary cards and charge per user.
Project Showcase
Comprehensive use case and feature overview
Technologies Used
backend
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