Expensa
Batch-upload receipts and let your own AI key extract, categorize, and total them into an accountant-ready report.
The problem it solves
At the end of every trip or month, someone ends up with a shoebox: a folder of receipt photos, a stack of PDFs in an inbox, a pocketful of crumpled paper. Turning that into an expense report means typing each vendor, date, and amount into a spreadsheet by hand, then sorting into categories and adding the totals. It's slow, error-prone, and the same every time. Black-box SaaS expense tools automate the typing, but they own your receipts, charge a per-user subscription forever, and expect you to trust a third party with your financial documents.
- Manual data entry for every single receipt
- A recurring per-user subscription just to digitize paper
- Your financial documents held on someone else's servers
What you get
Batch AI receipt extraction
Upload 5–50 receipt photos or PDFs at once and a vision-capable LLM reads vendor, date, amount, currency, tax, and payment method for each.
Editable auto-categorization
Every receipt is sorted into a category list you control in Settings — Meals, Travel, Lodging, Office Supplies, Fuel, Software, and more.
Strict multi-currency safety
Amounts in different currencies are never summed together; each currency keeps its own subtotal and grand total.
Accountant-ready exports
Export a clean RFC-4180 CSV and a print-friendly PDF summary with per-category and per-currency totals.
Choice of LLM provider (BYO key)
Switch between OpenAI, Anthropic, or a local Ollama model any time in Settings; your key never leaves your config.
Pricing — one-time, yours forever
Available soon — get notified
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Screenshots
Honest limitations
- Not accounting software — no ledgers, no tax filing, no accountant replacement
- No direct accounting-software integration (CSV/PDF export, then manual import)
- Single-tenant: one admin account per installation
- No OCR built in — relies entirely on the LLM's vision capability
- Scanned PDFs (images embedded in a PDF) may extract less accurately than native text-layer PDFs
- Extraction accuracy is not guaranteed for any specific receipt, currency, or jurisdiction
Two-minute web installer, PHP 8+ (tested on 8.3) with MySQL or SQLite, standard shared-hosting compatible.
Frequently asked questions
Is my API key safe?
Your key is stored in your database on your own server and is transmitted only in the outbound HTTPS request you trigger to your chosen LLM provider. It is never logged, echoed, or passed through any Expensa infrastructure.
Will this run on shared hosting?
Yes. Expensa requires PHP 8+ with pdo, curl, and fileinfo — extensions present on virtually all cPanel/Plesk hosts. Installation takes about two minutes through the web installer.
What does it cost to run?
Your LLM usage cost depends on your provider and model; at time of writing, GPT-4o-mini reads a typical receipt image for a fraction of a cent, but verify current pricing with your provider before estimating.
Can it handle receipts in different currencies?
Yes. Expensa keeps a separate total per currency and never adds USD and EUR (or any two currencies) into one misleading number.
What if OpenAI changes its pricing or API?
You can switch providers in Settings in under a minute. OpenAI, Anthropic, and Ollama are all supported, including running Ollama locally with no ongoing API cost.
See it running before you buy
The live demo is being prepared — check back shortly.
Demo — coming soon