Logging Expenses & Receipts

Your categories are set up. Now it's time to actually track expenses. This lesson covers the day-to-day workflow — snapping receipts, typing quick entries, and pulling reports when you need them.

Prerequisites

Logging Workflow

  Input (any of these)        OpenClaw              Expense Log
  ┌──────────────────┐      ┌──────────┐      ┌──────────────────┐
  │ 📷 Receipt photo  │      │          │      │ Mar 5  $45.00    │
  │ 💬 "Lunch $45"    │─────>│ Extract  │─────>│ Client Meals     │
  │ 📧 Email forward  │      │ Classify │      │ The Kitchen      │
  │ 🎤 Voice note     │      │ Log      │      │                  │
  └──────────────────┘      └──────────┘      │ Mar 5  $32.00    │
                                               │ Travel           │
                                               │ Uber             │
                                               └──────────────────┘

Log an Expense by Text

The fastest way to log an expense. Just type what you spent.

Chat Examples

OpenClaw is flexible with format. You don't need to follow a specific syntax — "$45", "45 dollars", "45 bucks", or even just "lunch 45" all work.

Add Context for Better Categorization

The more context you provide, the more accurate the category. "$45 lunch" might need a follow-up question, but "$45 lunch with client at The Kitchen" categorizes instantly.

Log an Expense by Photo

Snap a photo of a receipt and send it in your chat. OpenClaw extracts everything automatically.

Receipt Photo Flow

Receipt Quality Tips

For best results: lay the receipt flat, make sure the total is visible, and avoid shadows. OpenClaw handles crumpled or faded receipts reasonably well, but a clear photo means fewer corrections.

Check Your Spending

Ask OpenClaw for a summary anytime. No need to open a separate app.

Spending Check

Generate a Monthly Report

At month-end (or anytime), generate a formatted report for your accountant or records.

Terminal

openclaw expenses report --month 2026-03 --format pdf

Report Output

The PDF includes a summary page, category breakdowns, and an itemized list with receipt thumbnails attached. The CSV works for importing into QuickBooks, Xero, or any accounting software.

Fix Mistakes

Mistyped an amount or wrong category? Easy to fix in chat.

Editing Expenses

For subscriptions and recurring bills, set them up once and OpenClaw logs them automatically each month.

openclaw.config.yaml

OpenClaw logs these on the specified day and confirms in chat: "Logged recurring expense: GitHub $4.00 (Software & Tools)"

Track driving expenses by telling OpenClaw your start and end points.

You: Drove from office to client site and back

OpenClaw: Mileage logged:
  Office → Client Site: 12.3 miles
  Client Site → Office: 12.3 miles
  Total: 24.6 miles × $0.67/mi = $16.48
  Category: Travel (mileage)

Set your reimbursement rate in config with mileage_rate: 0.67 (the 2024 IRS standard rate).

Knowledge Check

What's the best way to ensure an expense is categorized correctly on the first try?