Manage Expenses
Extract all information from receipt photos and categorize them into clear expense summaries in Notion. Submit expenses to clients with a single message.
Quick start: speak these
This expense is for Acme Corp – Product Launch Offsite.
Mark this as billable.
Draft an email to submit this expense to the client.
Notis reads receipts, extracts details, and helps you submit expenses.
Expense management workflow
1. Snap a photo
Send a photo of your receipt to Notis:
📸 Send receipt photo
Notis extracts:
- Merchant: La Marina Restaurant
- Date: 24 Nov 2025
- Amount: €86.40
- Payment method: Visa •••• 1234
2. Add context
Specify the client and project:
This is for Acme Corp – Product Launch Offsite.
Mark this as billable.
Category is Meals & Entertainment.
Notis will update the expense with:
- Client association
- Project linkage
- Category classification
- Billable status
3. Submit expenses
Once your expense is categorized, you can submit it:
Draft an email to submit this expense to the client.
Send the expense report to accounts-payable@acmecorp.com.
Notis will:
- Draft a professional email
- Attach the original receipt
- Save it to your Gmail drafts for review
Set up your Expenses tracker
The Notis Second Brain already contains an Expenses database set up for you.
If you choose to use an accounting tool such as QuickBooks or Xero, make sure to delete the bug tracker database in the Notis Second Brain template to avoid any conflicts.
Recommended Integrations
Integration | What it enables | Examples |
Expense Database | Store and categorize expenses | Notion |
Email | Submit expenses to clients | Gmail, Outlook |
Accounting (optional) | Push reconciled expenses into your accounting system | QuickBooks, Xero |
Automations
Weekly “expenses to review” digest (Schedule)
Set this up if you want a weekly cleanup pass on uncategorized or incomplete expenses.
Trigger: Schedule → Every Friday at 5pm
- In the Notis portal, go to Automations.
- Create a new Scheduled automation.
- Set the schedule to Friday at 5pm.
- Paste the instruction below:
You are running a weekly expense review.
Goal:
Identify expenses that need user attention and produce a concise digest.
Steps:
1) Find all Expenses created in the last 14 days.
2) Filter to entries with missing or suspicious data, such as:
- Missing Category
- Missing Merchant
- Missing Date
- Missing Amount
- Missing Receipt attachment
- Marked Billable but missing Client/Project
3) Produce a digest grouped by problem type.
4) For each item, include: Merchant (or “Unknown”), Amount (or “Unknown”), Date (or “Unknown”), and a Notion link.
Output format:
### Weekly expense review
#### Missing receipt
- ...
#### Missing category
- ...
#### Billable but missing client/project
- ...
Finish with:
### Suggested next actions
- 3–7 bullets maxPro tips
- Batch receipts: Send multiple receipts in one session, categorize at the end.
- Default projects: Tell Notis your current project to auto-assign.
- Currency handling: Notis detects currency from the receipt automatically.
- Keep originals: Notis saves the receipt image to the Notion entry.