A teammate snaps a receipt, submits an expense, and the system reads it, categorizes it, routes it to the right approver, confirms reimbursement, and rolls the total into the monthly report — without a single spreadsheet thread or manual forward.
The Taskade Genesis Personal Expense Tracker (try it live below) is the working expense and approval system: claims on a Board by stage, category totals in a Table, and the approval routing running in the background. Click "Use this app" to clone and own a running copy today.
The hub runs end to end. A submitted receipt or expense form triggers the workflow: the AI agent reads the receipt using OCR tools, categorizes the expense, checks it against your policy rules — amount limits, approved vendors, budget codes — and flags anything outside policy before it reaches an approver. The right manager gets a clean approval request with the receipt attached, the category noted, and the policy check result included. Approve or reject in one click. Reimbursement is logged, the requester is notified, and the expense rolls up to the month-end total automatically.
This is bidirectional automation at every handoff. The uploaded receipt pulls the raw data in; actions push the policy-checked request to the approver, pull the approval decision back to advance or reject the claim, and push the reimbursement confirmation to the submitter. Built-in reliable automations handle the overdue logic — if an approval sits unreviewed for 48 hours, the approver gets a Slack reminder; if it goes three days, their manager is looped in automatically.
The Relationship field links every expense to the right employee, project, client, and cost center — so you can run a P&L by project or client spend report by employee at any time, not just at month-end. View claims across the seven project views: a Board by approval stage, a Table of spend by category and employee, a Calendar of submission and reimbursement dates. All on one expense dataset.
100+ bidirectional integrations connect the full reimbursement stack: Gmail or mobile upload pulls receipts in; Slack pushes approval requests and confirmations out; Google Sheets or QuickBooks pushes the approved expense to your accounting layer; Stripe or your payroll system handles the actual transfer. The embedded AI agent uses 33 built-in tools including OCR, file analysis, and persistent memory of your expense policies and past approvals.
Workspace DNA runs the whole process: Memory holds your policy rules, approved vendors, budget codes, and expense history; Intelligence categorizes and policy-checks each claim; Execution routes approvals, fires overdue reminders, and rolls up month-end totals reliably. Clone-and-own — configure your approvers and policy once, and the hub runs your team's expense process from day one.
Pair with the AI Bookkeeping Agent Workflow so approved expenses flow directly into your ledger, or the Proposal-to-Cash Pipeline System for the full revenue and expense picture in one system. Browse bookkeeping automations, explore the Community Gallery, or read Learn: Automation triggers.
Common questions
How does the policy check work?
You define policy rules in Workspace Memory — maximum amounts by category, approved vendor lists, budget codes by department. The agent checks each submission against these rules before routing to an approver and flags violations clearly with the reason.
Can different expense types route to different approvers?
Yes. The automation supports conditional routing — travel expenses go to one approver, equipment purchases to another, client entertainment to a third. Configure the routing rules when you clone.
Does the hub handle multi-currency expenses?
Yes. The agent can read and convert currency amounts from receipts, and your Workspace Memory can store FX conversion rules or pull live rates via web search. The ledger stores both the original currency and the converted amount.