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Getting Started

  1. Visit app.smartbills.io/register
  2. Enter your email address and create a password
  3. Verify your email address
  4. Complete your profile setup
You can also sign up with Google or Microsoft SSO.
Yes! Smartbills offers a 14-day free trial with full access to all features. No credit card required to start.
Smartbills is available on:
  • Web: Any modern browser (Chrome, Firefox, Safari, Edge)
  • iOS: iPhone and iPad (iOS 14+)
  • Android: Android devices (Android 8.0+)
Your data syncs automatically across all devices.
  1. Go to Settings → Users & Teams
  2. Click Invite User
  3. Enter their email address and assign a role
  4. Click Send Invitation
They’ll receive an email to create their account.

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Expenses

There are several ways to upload expenses:
  1. Web: Drag and drop receipts or click to browse
  2. Mobile: Use the camera to snap a photo
  3. Email: Forward receipt emails to your Smartbills inbox
  4. Email Capture: Connect your email for automatic capture
Our AI automatically extracts merchant, amount, and date from receipts.
We support:
  • Images: JPG, JPEG, PNG, HEIC, GIF
  • Documents: PDF
  • Maximum size: 10MB per file
For best results, ensure images are clear and well-lit.
Our AI achieves:
  • Merchant name: 99% accuracy
  • Amount: 99% accuracy
  • Date: 98% accuracy
  • Tax: 95% accuracy
We recommend reviewing AI-extracted data before submitting expenses.
Yes! To split an expense:
  1. Open the expense detail
  2. Click Split Expense
  3. Enter amounts for each portion
  4. Assign categories to each split
  5. Save
This creates separate expense records linked to the original.
You can replace the receipt:
  1. Open the expense
  2. Click on the receipt image
  3. Select Replace
  4. Upload the correct receipt
If the expense is already in a submitted report, you’ll need to recall the report first.

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Expense Reports

  1. Go to Reports and click Create Report
  2. Enter a name and optional description
  3. Add expenses to the report
  4. Review the report summary
  5. Click Submit for Approval when ready
See our detailed guide for more information.
Not directly. Once submitted, reports are locked. You can:
  1. Recall the report (if not yet reviewed)
  2. Make your changes
  3. Resubmit
Note: Recalling restarts the approval process.
Approval time depends on your organization’s workflow. Typically:
  • Simple workflows: 1-2 business days
  • Multi-level approval: 3-5 business days
You’ll receive notifications as your report progresses through approval.
If rejected:
  1. Review the rejection reason in the report comments
  2. Make the necessary corrections
  3. Create a new report or update and resubmit
Common rejection reasons include missing receipts, incorrect categories, or policy violations.

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Approvals

As a manager:
  1. Go to Reports → Pending Approval
  2. Click on a report to review
  3. Examine each expense and receipt
  4. Click Approve, Reject, or Request Changes
You can also approve directly from email or Slack notifications.
Yes! To set up delegation:
  1. Go to Settings → Delegation
  2. Select a delegate
  3. Set the date range
  4. Choose which report types to delegate
Your delegate will receive approval notifications during the specified period.

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Integrations

We integrate with:
  • QuickBooks Online
  • Xero
  • Sage
  • NetSuite
  • FreshBooks
More integrations are coming soon!
  1. Go to Settings → Email Inbox
  2. Click Connect Email Account
  3. Choose your provider (Gmail, Outlook, etc.)
  4. Authorize access
  5. Configure scanning rules
Smartbills will automatically detect and import receipt emails.
Yes! Search for “Smartbills” in Zapier to:
  • Create expenses from other apps
  • Send expense data to spreadsheets
  • Trigger workflows on approval
  • Connect to 5,000+ apps

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Billing & Plans

Visit smartbills.io/pricing for full details.
Yes! You can upgrade or downgrade at any time:
  1. Go to Settings → Billing
  2. Click Change Plan
  3. Select your new plan
  4. Confirm the change
Changes take effect immediately. We’ll prorate charges.
We accept:
  • Credit cards (Visa, Mastercard, Amex)
  • Debit cards
  • ACH bank transfer (Business & Enterprise)
  • Wire transfer (Enterprise only)
  • Monthly plans: No refunds for partial months
  • Annual plans: Pro-rated refund within first 30 days
  • Enterprise: Per contract terms
Contact [email protected] for refund requests.

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Security & Privacy

Yes! We take security seriously:
  • SOC 2 Type II certified
  • 256-bit encryption for all data
  • TLS 1.3 for data in transit
  • Regular penetration testing
See our Security page for details.
Your data is stored in secure AWS data centers:
  • North America: US-East, Canada-Central
  • Europe: EU-West (for EU customers)
Enterprise customers can choose their data region.
Yes! You can export your data anytime:
  1. Go to Settings → Data Export
  2. Choose what to export
  3. Select format (CSV, JSON)
  4. Download your data
For account closure, we provide a complete data export.
Yes! We are fully GDPR compliant:
  • Data processing agreements available
  • Right to access, rectification, erasure
  • Data portability supported
  • EU data residency option
See our Privacy Policy for details.

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Troubleshooting

Try these steps:
  1. Check you’re using the correct email
  2. Use Forgot Password to reset
  3. Clear browser cache and cookies
  4. Try a different browser
  5. Check status.smartbills.io for outages
Still stuck? Contact [email protected]
Common issues:
  • File too large: Max 10MB per file
  • Wrong format: Use JPG, PNG, or PDF
  • Connection issue: Check internet connection
  • Browser issue: Try a different browser
The AI may need correction for:
  • Unusual receipt formats
  • Poor image quality
  • Handwritten receipts
Simply edit the expense to correct any errors. Your corrections help improve the AI.

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Contact Support

Can’t find what you’re looking for?

Email Support

[email protected]

Live Chat

Available in the app (bottom right)