Expense Tracking Assistant
Hire an expense tracking assistant so receipts stop going missing.
Receipts get lost, reimbursements wait and month-end turns into detective work. An expense tracking assistant collects, matches and logs every expense as it happens, so your books start the month clean.
Free consultation. Working with businesses in the USA, UK, Canada, UAE and Australia.
What they do
What an expense tracking assistant takes off your plate
Collecting receipts
Receipts gathered from email, chat and photos, and filed against the right transaction.
Matching to card transactions
Every charge matched to a receipt, with gaps listed for follow-up.
Chasing missing receipts
Polite reminders to the people who made the purchase.
Coding to categories
Expenses assigned to the categories your accountant uses.
Expense reports for approval
Reports drafted and sent to you or a manager to approve.
Reimbursement tracking
Who is owed what, and what has been paid.
How it works
How expense work can run
An example for a small team with company cards and reimbursements.
Daily
New receipts collected and matched to card transactions.
Weekly
Missing receipts chased and uncoded items sorted.
Before month-end
Reports drafted and sent for approval.
Month-end
A clean expense file handed to your bookkeeper or accountant.
Software
Platforms an expense tracking assistant can work in
Expense tools
- Expensify
- Dext
- Zoho Expense
Cards and spend
- Ramp
- Brex
Accounting
- QuickBooks
- Xero
- Google Sheets
Names show software your assistant can work inside, not official partnerships.
Who hires
Who hires an expense tracking assistant
Teams with company cards
Charges arrive faster than receipts, and month-end is a scramble.
Owners who reimburse staff
Claims pile up and nobody is sure what has been paid.
Freelancers and small businesses
A box of receipts is waiting for tax time.
Vetting
What we look for in an expense tracking assistant
Everyone on your shortlist has been interviewed, skills-tested, reference-checked and English-tested. How vetting works.
Accuracy
Amounts, dates and categories entered correctly the first time.
Persistence with people
Getting receipts out of busy colleagues without making enemies.
A system
A consistent way of filing that anyone can follow.
Discretion
Spending data treated as confidential.
Stays with you: Approving spend, setting expense policy, changing card limits and releasing payments stay with you. The assistant collects, matches and prepares. They do not authorize.
Before you hire
Mistakes to avoid when you hire one
- 01
No written policy
Set what is allowed, what needs approval and when receipts are due, or the assistant has nothing to enforce.
- 02
Handing over payment rights
Keep approval and payment with you and give the assistant view and prepare access.
- 03
Leaving it to month-end
Receipts are easiest to find within days. Ask for weekly matching rather than a monthly rescue.
No. They prepare and organize. Approving spend and releasing payments stay with you or an authorized manager.
Tell us if you use Expensify, Dext, Ramp, Brex, Zoho Expense or a spreadsheet. We look for someone who has worked in it.
A bookkeeper keeps the whole set of records. An expense tracking assistant focuses on receipts, matching and reimbursements, which is the part that tends to fall behind.
Yes, with friendly reminders in your name. Set a deadline for receipts and the assistant keeps to it.
A part-time assistant starts at $700 a month and a full-time assistant at $1,400. We confirm your rate before you hire.
More in Finance and Accounting
Ready to hand off the work you keep putting off?
Share the role and get your shortlist within 24 hours, or talk to our team first.
