The Problem
You're wasting hours every week copy-pasting data from your expense reports. Errors pile up, and your team loses precious time on repetitive tasks.
How it works
1. Create a template
Define the fields to extract from your expense reports (number, date, amount, etc.).
2. Set up automation
Connect Google Sheets and define how data should be sent.
3. Upload your documents
Drag and drop your files. Extraction and sending happen automatically.
Expense management in Google Sheets remains popular for its simplicity and flexibility. But manual receipt entry transforms this system into a bottleneck. Automatic receipt extraction to Google Sheets combines the best of both worlds: spreadsheet power and automation efficiency.
Expense Tracking Google Sheets: Automating Data Entry
Google Sheets is the most widely used expense tracking tool for small teams. Its advantages are numerous: free, accessible anywhere, easy to customize, powerful with formulas and charts.
The weak point? Data entry. Each receipt must be read and its information manually entered. This time-consuming step can be eliminated with Extralys:
1. The employee takes a photo of the receipt 2. AI extracts: date, amount, merchant, category 3. Data is automatically added to Google Sheets 4. Formulas calculate totals instantly
Your tracking spreadsheet becomes a dynamic system, fed in real-time.
- •Automatic receipt extraction
- •Real-time spreadsheet feeding
- •Automatic calculations and totals
- •Complete and traceable history
Travel Expense Management: Simplified Business Trips
Travel expenses are particularly complex to manage: transportation, accommodation, meals, tolls, parking. Each trip accumulates dozens of receipts.
With Extralys connected to Google Sheets, the traveling employee can submit expenses in real-time:
- Toll ticket photo → immediate extraction - Hotel invoice → data added to table - Restaurant receipt → automatically categorized
Upon return, their expense report is already created. No need to reconstruct expenses from memory or search for crumpled tickets at the bottom of a pocket.
- •Real-time submission during travel
- •Automatic categorization by expense type
- •Pre-filled expense report upon return
- •Elimination of lost tickets
Use Case: SMB with 15 Sales Reps
An SMB employs 15 sales reps who each generate 30-40 expense reports per month. Manual management ties up a half-time person for data entry and review.
With Extralys automating extraction to Google Sheets:
1. Each sales rep submits receipts by photo 2. Data arrives in a centralized Google Sheets 3. Views by employee, month, category are created 4. Formulas calculate reimbursements due 5. Manager validates at a glance
Result: the person dedicated to expense reports now focuses on review and analysis, not data entry. Reimbursement time goes from 3 weeks to 5 days.
- •Centralization of all 15 sales reps
- •Customized views by employee
- •Simplified validation for managers
- •75% reduction in reimbursement time
Expense Report Template Google Sheets
To get started, you need a well-structured Google Sheets. Here are recommended columns:
- **Date**: Expense date - **Employee**: Employee name - **Category**: Transport, Meals, Accommodation, Supplies... - **Description**: Expense detail - **Amount**: Total amount - **VAT**: If recoverable - **Status**: Submitted, Validated, Reimbursed - **Receipt**: Link to receipt image
Extralys automatically fills Date, Category, Description, Amount, and VAT. You just need to validate and mark as reimbursed.
Small Business Expense Tracking: Affordable Solution
Small businesses don't have the budget for SaaS expense management solutions at $15/user/month. Google Sheets + Extralys offers an affordable and powerful alternative.
Total solution cost: - Google Sheets: free - Extralys: starting from a few dollars per month based on volume - Setup time: 30 minutes
Compare to a dedicated solution: - High monthly subscription - Deployment time: several days - User training required
For an SMB of 10 people with 200 receipts per month, savings can reach several hundred dollars per year.
Try with 50 Free Extractions
Ready to automate your expense reports to Google Sheets? Create your Extralys account and test the solution with 50 receipts for free.
Set up your tracking spreadsheet, connect Extralys, and discover how to transform expense management. Simpler, faster, more reliable.