Everything you need to manage expenses
without the manual work
From capture to compliance, Xpense covers the full AP workflow so your finance team can focus on strategy, not data entry.
AI-Powered Receipt Extraction
Stop re-typing data from receipts and invoices. Xpense uses AI to read every document and pull out everything you need automatically.
- Extracts vendor name, address, date, invoice number, and amounts
- Reads line items with descriptions, quantities, and unit costs
- Detects PO numbers, job numbers, and payment terms
- Supports JPEG, PNG, WebP, HEIC, and multi-page PDF
- AI confidence scoring flags anything that needs a second look
Email AP Inbox
Forward invoices straight from Outlook or Exchange. Xpense monitors your AP inbox and processes attachments automatically — no manual uploads needed.
- Native Microsoft Outlook and Exchange integration
- Automatically classifies emails as invoices or receipts
- Extracts attachments and queues them for review
- Replies to vendors from within Xpense
- Full email thread history kept alongside each expense
Smart Approval Workflows
Define approval rules once and let Xpense route every expense to the right person automatically. No chasing down managers or lost emails.
- Route by job, GL account, vendor, expense type, or dollar amount
- Multi-level sign-off with configurable required approver count
- Rejection with written reasons and full decision history
- Dynamic rules that add or replace approvers based on conditions
- Real-time notifications when action is needed
Mobile PWA
Your team is always on the move. The Xpense mobile app runs in any browser and works offline, so receipts get captured the moment they happen.
- Progressive Web App — no app store install required
- Capture receipts with your phone camera
- Works offline; syncs automatically when back online
- Same full feature set as the desktop web app
- Push notifications for approvals and status changes
Expense Allocation
Split expenses across multiple jobs and GL accounts down to the line item. Keep overhead and project costs cleanly separated without the spreadsheet gymnastics.
- Per-line-item allocation across jobs and GL accounts
- Separate overhead and job-specific cost tracking
- GL account library with meal type flagging
- Job registry with assigned project managers for approval routing
- Allocation changes trigger re-routing automatically
Compliance & Audit
Stay audit-ready with automatic IRS meal documentation, a complete audit trail for every action, and fine-grained role-based access control.
- Automatic meal expense flagging for IRS documentation
- Complete audit trail with IP address and timestamp
- Role-based access control with granular permission scopes
- Expense status flow: Pending → Submitted → Approved → Posted
- Configurable enforcement rules per company policy
Reporting & Analytics
Get visibility into your spend patterns, approval cycle times, and AI usage with built-in reporting — no BI tool required.
- Line item search and reporting across all expenses
- Sales tax analysis and breakdown
- AI extraction usage and accuracy metrics
- Export to CSV or Excel for downstream processing
- Posting and completion tracking
User & Role Management
Control who can see and do what with flexible roles and permission scopes. Invite team members in seconds.
- Custom roles with granular permission assignments
- Permission scopes: global, ID-based, attribute-based, owner-based
- Email invitation flow with acceptance tokens
- Session management and audit logging per user
- Instance admin controls for organization-wide settings
Custom Branding
Make Xpense feel like your own platform with custom logos, favicons, and header styling tailored to your brand.
- Upload your company logo and favicon
- Header color and style configuration
- White-label-ready for enterprise deployments
- Per-instance branding settings
See Xpense in action
Book a personalized demo and we'll walk you through the features that matter most to your team.
Request a Demo