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What This Worker Can Do

Once onboarded, your accountant will:
  • Collect receipts via photo or email
  • Extract data automatically (vendor, amount, VAT, category, date)
  • Organize files in Google Drive with a monthly folder structure
  • Track expenses in a categorized spreadsheet with unique IDs
  • Generate monthly reports ready to send to your accountant
This onboarding plan takes about 15-20 minutes to complete. Your worker will be fully operational for receipt handling by the end.

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Tools to Connect

Before starting, make sure your worker has access to these tools:
ToolPurpose
Google DriveStore and organize receipt files
Google SheetsTrack expenses in a spreadsheet
Gmail (optional)Fetch bank statements and receive forwarded receipts via email
1

Go to your worker's settings

Click on your worker → Settings → Tools
2

Connect the required tools

Authorize Google Drive and Google Sheets
3

Connect Gmail (optional)

If you want your worker to fetch bank statements from your email or receive forwarded receipts, also connect Gmail

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The Process Your Worker Takes Over

Here’s how expense management flows once your worker is onboarded:

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Step-by-Step Onboarding

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Step 1: Hire your accountant

Start by hiring a new worker. When Bob asks what you need, say something like:
“I need an accountant to help me manage business receipts and expenses”
You can also add this role to an existing worker if they have capacity.

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Step 2: Set up the folder structure

Your worker needs a place to store receipts. Ask them to create the structure:
Important: Create the folder structure for the entire time period you expect to process invoices for. For example, if you’re setting this up in early 2026 for the next year, create all 12 months for 2026 upfront. This ensures your worker has the complete structure ready from the start.
You:
I want you to be in charge of storing and categorizing my receipts. First, let’s create a Google Drive folder structure. Create a folder called “2026 Receipts”, and inside it create a folder for each month (January, February, etc.)
Your worker will create the folders and confirm when done.

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Step 3: Set up expense tracking spreadsheets

Now create a spreadsheet inside each monthly folder: You:
Inside each monthly folder, create a Google Spreadsheet to track expenses. The columns should be: ID (generated), Vendor, Total Amount, VAT Amount, and Category.
Worker:
Got it! What categories should I use for expenses?
You:
Use these categories: Office Supplies, Software & Subscriptions, Travel, Meals & Entertainment, Professional Services, Equipment, Utilities, and Other.

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Step 4: Teach receipt handling

Now tell your worker what to do when you send a receipt: You:
Whenever I send you a photo of a receipt — whether by chat or email — I want you to:
  1. Read the image to extract the invoice details
  2. Upload the receipt to the correct month’s folder (create it if it doesn’t exist)
  3. Add a new row to that month’s spreadsheet
  4. Confirm the IDs that already exist and then generate a unique ID based on the date
  5. Confirm with me and share the receipt details and the ID you generated
If you need to match physical receipts to entries on the spreadsheet, write the ID that the worker returns directly on the receipt.

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Step 5: Set up monthly reporting

Finally, automate the monthly handoff to your accountant: You:
On the 5th of every month, I want you to draft an email about the previous month’s expenses for my accountant. Address it to my accountant. Include:
  • Link to the Google Drive folder
  • Link to the spreadsheet
  • A summary of the expenses in the email body
Send the draft to me for review before sending.

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Test Your Setup

Send your worker a test receipt to make sure everything works:
  1. Take a photo of a recent receipt
  2. Send it via chat or forward it by email
  3. Verify your worker:
    • Extracts the correct information
    • Uploads to the right folder
    • Adds it to the spreadsheet
    • Sends you the confirmation with ID
If your worker completes all steps correctly, your accountant is ready to go! 🎉

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Tips for Success

Be consistent

Send receipts as you get them rather than batching — your worker keeps a running total

Physical receipts

Write the ID your worker gives you on physical receipts so you can match them later

Filter by NIF

If you have both personal and business receipts, tell your worker to only process ones with your company’s NIF

Ask for summaries

Ask “How much did I spend in January?” anytime to get a quick breakdown

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Common Questions

Yes! Forward receipt emails to your worker or ask them to scan your inbox for receipts with your company’s NIF.
No problem — just send it late. Your worker will file it in the correct month based on the receipt date, not when you sent it.
Yes, just tell your worker to use different categories going forward. They’ll remember the new system.