Plain-language tour of ExpensesHub.

How the parts fit together

ExpensesHub has five working pieces. Each one is small on its own — together they save you the spreadsheet hour every week.

Receipts and expenses

A receipt is the photo or scanned image; an expense is the structured record (vendor, date, total, category, optional notes). When you scan, ExpensesHub extracts as much as it can from the image and lets you review before saving. You can also enter an expense manually without a photo at all.

Fuel records

Fuel records carry extra fields — gallons, price-per-gallon, station — that regular expenses don't need. Scan a fuel receipt and the scanner routes it to the Fuel Log automatically. Mixed receipts (regular items + fuel on the same ticket) split with explicit confirmation, never silently. For trucking accounts, fuel records are structured to feed IFTA-friendly summaries; we don't auto-file IFTA returns.

Income

Income lives next to expenses, with its own list and source field. Net = true income − expenses for any date range you pick. If you opt in to monthly summary emails, both numbers appear in the digest.

Income, Refunds, and Reimbursements

ExpensesHub keeps three flavors of "money in" deliberately separate so totals don't lie:

• Income / Revenue — customer payments, job income, service revenue. Counted as true revenue.
• Refunds / Credits — money returned from a vendor or store. Money in, but never revenue. Shown in its own section.
• Reimbursements — money paid back to you after you covered an expense (lumper, mileage, per-diem, expense report). Money in, but never revenue. Also shown separately.

Picking the kind on Add Income (segmented selector at the top of the form) decides where the row lives in the Dashboard, the Reports, and the Transactions hub. Refund and reimbursement totals never inflate revenue. Net is always revenue-based unless a Money-In total is explicitly labeled.

Transactions hub

One screen with six tabs — All, Expenses, Income, Fuel, Refunds, Reimb. — and a shared period filter (Week, Month, Year, All time, Custom range). Owners and Managers see all six tabs; Members see Expenses + Fuel + All only (Income and the two non-revenue tabs require Owner or Manager access).

Refund and reimbursement receipts

If the scanner detects refund signals on a captured receipt (negative total, or phrases like "refund / return / credit memo / store credit / merchandise credit" in the vendor or notes), it does not save the row as a normal expense — it opens Add Income with the Refund/Credit kind pre-selected and a clearly labeled banner so you can review and save. Reimbursement signals (phrases like "reimbursement / paid back / per diem / mileage reimbursement / expense report") route to Add Income with the Reimbursement kind. A regular purchase paid by credit card is not treated as a refund — that's a deliberate guard against false positives.

Reports

The Reports page is built around the Custom Report Builder: pick a date range, toggle the sections you need, preview, and export. See the next section for detail.

Workspaces (light collaboration)

Optional. If you work with an accountant, partner, or family member, ExpensesHub supports inviting them into a workspace with a role: Owner, Manager, or Member. The collaboration UI is intentionally lightweight — ExpensesHub is a product for capturing and organizing records, not a team admin console. If you don't need collaboration, you'll never see it.

Custom Reports

The report that matches what you actually do.

Most apps give you a fixed monthly summary and call it a day. ExpensesHub's Custom Report Builder lets you assemble the report you actually want, in seconds:

• Date range. A week, a month, a quarter, a year, or any custom span. Every section honors the same range — no silent fallback to all-time data.
• Sections. Toggle on/off any of twelve sections — Expenses Summary, Expense Details, Fuel Summary, Fuel Details, Income Summary, Income Details, Other (refunds + reimbursements), Tax Summary, IFTA Summary, Category Breakdown, Employee Regular Expenses, Employee Fuel Activity. Show only what's relevant to today's question.
• Filters. Narrow to a category, a specific income source, or a single driver.
• Strict gating. Sections you didn't select never appear in the preview, the totals, or the exports. Net only appears when both an income side and an expense side are selected, and it's always built from true income — refunds and reimbursements never count toward revenue.
• Export. CSV for a spreadsheet (your accountant's preferred format) or PDF for a clean handoff document.

Useful for: monthly close-outs, quarterly tax estimates, year-end packets for an accountant, per-driver activity reports for fleet operators, project-level cost breakdowns, anything you'd otherwise build by hand in a spreadsheet.

Run it once, learn what you want, then re-run the same shape next month with a fresh date range — no rebuilding from scratch.

Backup & export

Your data, in your hands.

Backup Export bundles your records and any locally-saved receipt images into a single ZIP file. Save it to your phone's storage, email it to yourself, drop it on cloud storage — wherever feels safe. The export is structured (CSV-friendly), so even if you stop using ExpensesHub, the data isn't trapped.

Backup Import on a new device merges the data in — never overwrites. You'll see a preview of exactly what will be added before confirming. If a record already exists, the import skips it. Restoring a backup does not consume your scan quota.

Use cases:

• Moving to a new phone — export from the old, import on the new.
• Year-end archiving — export Dec 31, label the ZIP 2026-records.zip, store offline.
• Handoff to an accountant — export, share the ZIP, they have everything in one file.
• Peace of mind — even if cloud sync ever has an off day, your data is on your device and in your last backup.

Business profiles

When you first sign up, you choose a business profile. This decides which categories and features make sense by default — you can change profiles later without losing records:

• Trucking — fuel-heavy categories, per-driver activity, IFTA-friendly fuel records.
• Construction — material, equipment, subcontractor categories.
• Restaurant, Retail, Services, Medical, Auto, Other — category sets tuned to each.
• Personal — uncluttered: hides employees, IFTA, and team UI; keeps the 13 most-used personal categories.

What ExpensesHub does not do (yet)

We try to be honest about scope. Better to be clear up front than to leave you guessing.

• No live billing webhooks yet. Premium tiers exist in the app's structure but billing rollout is still in progress. Nothing pretends to work that doesn't — disabled CTAs are honest "coming soon", not fake-success buttons.
• No bank feed integrations. ExpensesHub is receipt-first by design. If you want a tool that pulls statements from a bank API, this isn't it (yet).
• No automated GPS mileage tracking. Manual mileage notes are supported; a real GPS-driven tracker is on the longer roadmap.
• No marketplace, in-app purchases, or ads. Period.
• No web dashboard yet. Mobile-first because receipt capture is mobile-first. A web companion may follow once the mobile experience settles.

This list is the truth as of the latest release. As features land, this page updates with them.

Privacy posture in one paragraph

Receipt images stay on your device by default. During a scan, image bytes are sent to Google's Document AI for OCR; the resulting OCR text — not the image — is then sent to Anthropic's Claude to extract structured fields. Nothing is retained at either provider beyond the request. Account-level data (your profile, your records, your workspace memberships) lives on a Supabase project we operate, gated by row-level security. We don't sell data, run ads, or share records with marketers. The full version is on the Privacy Policy page.

Where to go next

• Browse the full feature list with screenshots and detail.
• Visit Support for FAQ and the contact email.
• Read the Privacy Policy for data-handling specifics.
• Delete your account — the path is calm and reversible-ish (we send a confirmation).