Who is Xpense for?
Companies of any size that reimburse employees, their approvers and accountants, and self-employed people who want their own business expenses in order. One account can belong to an employer's company and to a personal workspace at the same time.
How does Xpense read a receipt?
When you take a photo, add a PDF or paste an e-mail and ask Xpense to read it, the image or text is sent to an AI service that returns the place, date, amounts, taxes and the vendor's tax numbers. You check the result before saving. You can always type a line yourself instead.
How does approval work?
Each company sets its route: the employee's supervisor, then up to three levels (for example a manager, a director and accounts payable). Approvers can approve, send a report back with a reason, ask a question, or approve a different amount. Everyone is notified when it's their turn.
Does Xpense handle Canadian sales taxes?
Yes. GST, HST, QST and PST are worked out for the province where the money was spent, and Xpense asks for the vendor's registration numbers when the CRA requires them to claim the taxes back. Journal entries put each tax on its own account.
Can my accountant use what Xpense produces?
Yes. Approved lines carry their GL account, province and taxes. Your accountant can export the grid to Excel with the columns they choose, produce journal entries, and correct a line with the change logged.
Which languages are available?
English, French and Spanish, for the screens and the e-mails. Each person picks their own language, and messages written in another language can be translated with a tap.
Does it work on a phone?
Yes. Xpense works in your phone's browser, with screens made for a phone: take the photo of the receipt right where you paid.
Is my information safe?
What people write and attach is encrypted in the database with a key for each company, each person sees only what their role allows, and every change is recorded. See the Security page and our Privacy Policy for details.
Does Xpense give tax advice?
No. Xpense keeps your records and applies the CRA's published figures (per-kilometre rates, thresholds, depreciation limits) to estimate amounts for your accountant. Decisions about your taxes remain yours and your accountant's.
Can I get my data out?
Yes. Export the expense grid to Excel at any time. You can also ask us for a copy of the personal information we hold about you, or to delete it, as described in our Privacy Policy.