Expense capture that reads your inbox

Manual expense entry is the part of bookkeeping nobody pretends to enjoy. Receipt, vendor, amount, tax line, date, category — six fields, typed in, every time. Most tools call this "expense management" and charge $20 a month for it.

Guliel reads the receipt for you. Forward a receipt, the vendor, amount, tax come out. Scan one from your phone, same thing. Connect your inbox and we do it without you forwarding anything.

How it works

There are three ways an expense gets into the system. All three produce the same record at the end.

Forward a receipt

Every organization gets an inbox address. Forward the email — the Uber receipt, the AWS invoice, the WeWork charge — to that address. The PDF or image attachment runs through OCR / DocAI. Vendor, total, tax breakdown, date, currency get extracted. The expense lands in the review queue.

You approve it. That's the loop. No retyping.

Connect your inbox

Connect Gmail or Outlook directly and we poll for receipts on your behalf. No forwarding step. The dedup logic uses the IMAP message-id so a receipt that arrives twice — original plus a forward — only creates one expense. Per-connection processed-message tracking keeps the queue honest.

IMAP and POP3 are supported for non-Google, non-Microsoft setups. Same extractor, same dedup.

Scan from your phone

Snap the receipt in the app or upload a PDF. Same OCR pipeline. Same review queue. Useful for paper restaurant receipts and anything that arrived in physical form.

Vendor matching

Once a vendor is in your data, we recognize it. "AMZN Mktp" and "Amazon.com" map to the same canonical vendor — the mapping is stored per organization so your normalization is yours, not a global guess. Subsequent expenses from the same vendor inherit the category, the tax treatment, and the GL hint you set the first time.

If a vendor is also a supplier in your supplier list, the expense links to that supplier. If that supplier's invoice came in against a purchase order you issued, the round-trip closes — the order, the supplier invoice, and the expense reconcile against each other. No three-way match in a spreadsheet.

Plan limits

Expense scanning has real marginal cost — roughly $0.003 per page through DocAI. The pricing table reflects that:

Plan	Expense scans / month
Free	100
Standard ($20 / org / month)	1,000
Premium ($99 / org / month)	10,000

A scan is one document. A two-page PDF receipt is two scans. Manual expense entries — typed not scanned — are unmetered on every tier. Full pricing on /pricing.

What gets extracted

For most receipts in most languages, we pull:

• Vendor name (raw + normalized)
• Vendor address and tax ID when present
• Document date and due date
• Line items when the receipt is itemized
• Subtotal, tax (broken down by rate), total
• Currency
• Document type — invoice, receipt, credit note
• Payment method when visible

What we don't auto-extract: project codes, custom GL accounts, cost centers, mileage. Those are yours to set on review and they stick to the vendor mapping going forward.

Reporting handoff

Approved expenses feed the reports and invoicing flows directly. The "monthly expense bundle to accountant" automation packages the period's expenses with attached source documents and emails them out — the most common single use case for the whole feature.

FAQ

How accurate is the extraction?

DocAI handles structured receipts (PDF invoices, marketplace receipts) reliably. Scanned paper at sharp angles or with handwritten amounts is where errors show up. Every extracted expense lands in a review queue — you approve before it counts. The review takes seconds when the extraction is right and a couple of edits when it isn't.

What happens if a receipt is forwarded twice?

We dedup on message-id per connection and on the document hash for scan uploads. Forwarding the same email twice produces one expense, not two. If two different emails happen to contain the same source PDF, we catch that at the attachment level.

Can I split a receipt across categories?

Yes. On the review screen, split the line items into separate expense entries with their own categories. The original document attaches to all the splits so the audit trail stays intact.

Does the OCR work in non-English languages?

Yes. DocAI handles the major scripts and locales. Receipts in Japanese, French, German, Hebrew, Spanish, Portuguese, and Chinese are routinely extracted. Right-to-left layouts are handled correctly. Where a locale isn't supported well, the document still saves and you fill the fields manually.

What about expenses that are also supplier invoices?

When a supplier in your supplier list sends you an invoice — either directly into your Guliel inbox if they're on Guliel, or via email — it logs as an expense and attaches to the supplier and to the originating order if you issued one. The expense, the supplier invoice, and the order all reference each other. No double entry.

How does this interact with the invoice limits on the pricing tiers?

Invoices and expense scans are separate caps. The 200 invoices on Free does not eat into the 100 expense scans on Free. You can max both without one affecting the other.

Start free at /pricing.