Help Center

Step 1: Create an Account

Click “Sign In” on the homepage and enter your email address. We'll send you a magic link to sign in securely without a password. Check your inbox and click the link to access your dashboard.

Step 2: Configure Your Settings

Before uploading your first statement, go to Settings and configure:

• Your province (affects HST/GST calculations)
• The tax year you're tracking
• Your business name (appears on exports)

Step 3: Upload Your First Statement

Navigate to the Upload page and drop your CSV file. ExpenseFlow will automatically detect the format and categorize your transactions. Review the categories and make any adjustments before confirming.

Exporting from Your Bank

Each bank has a slightly different process for exporting transactions. Here's how to do it for major Canadian banks:

Supported CSV Formats

ExpenseFlow automatically detects most CSV formats. Your file should include at minimum: Date, Description, and Amount columns. We support both debit/credit columns and single amount columns with +/- signs.

Duplicate Detection

If you upload a statement that overlaps with a previous upload, ExpenseFlow will automatically detect and skip duplicate transactions. This means you can safely upload monthly statements without worrying about double-counting.

CRA T1 General Categories

ExpenseFlow uses expense categories aligned with the CRA T1 General tax form. These include:

• Advertising: Marketing, ads, promotional materials
• Meals & Entertainment: Business meals (50% deductible)
• Bad Debts: Uncollectible invoices
• Insurance: Business insurance premiums
• Interest & Bank Charges: Loan interest, bank fees
• Office Expenses: Office supplies, small equipment
• Professional Fees: Legal, accounting, consulting
• Rent: Office or workspace rent
• Repairs & Maintenance: Equipment repairs
• Salaries & Wages: Employee compensation
• Travel: Business travel, accommodation
• Telephone & Utilities: Phone, internet, utilities
• Vehicle: Gas, insurance, maintenance, CCA
• Other: Miscellaneous business expenses

Auto-Categorization

When you upload transactions, ExpenseFlow automatically categorizes them based on merchant names and descriptions. For example:

• “SHELL” or “PETRO-CANADA” → Vehicle
• “STAPLES” or “AMAZON” → Office Expenses
• “TIM HORTONS” or restaurant names → Meals
• “BELL” or “ROGERS” → Telephone & Utilities

Manual Categorization

To change a transaction's category, click on the category dropdown in the Transactions view and select the correct category. You can also select multiple transactions and bulk categorize them at once.

Marking Personal Expenses

If a transaction is personal (not business-related), categorize it as “Personal” to exclude it from your tax reports. Personal expenses are tracked but not included in deduction totals.

Export Options

Go to the Export page to generate reports. You can choose:

• Date Range: Export a specific period or full tax year
• Format: Summary (totals by category) or Detailed (all transactions)
• File Type: CSV for spreadsheets

Summary Report

The summary report shows totals for each expense category, matching the line items on the T2125 (Business Income) form. It includes:

• Category name and CRA line number
• Total amount before HST
• HST/GST amount
• Net deductible amount

Detailed Report

The detailed report lists every transaction with its date, description, amount, category, and HST. Share this with your accountant or keep it for your records in case of audit.

HST/GST Report

ExpenseFlow calculates recoverable HST/GST based on your province settings. The export includes HST amounts you can claim as Input Tax Credits (ITCs) on your GST/HST return.

Province Selection

Your province determines the HST/GST rate used for calculations:

• Alberta, BC, Manitoba, Saskatchewan, Territories: 5% GST
• Ontario: 13% HST
• Atlantic provinces (NS, NB, NL, PEI): 15% HST
• Quebec: 5% GST (QST tracked separately)

Tax Year

Select the tax year you're currently tracking. You can switch between years to view historical data or prepare future filings.

Business Information

Enter your business name and GST/HST registration number (if applicable). This information appears on your exported reports.

Is my banking data secure?

Yes. We never have access to your banking credentials. You export your own CSV file from your bank and upload it to ExpenseFlow. All data is encrypted in transit and at rest, stored on secure servers in Canada.

Can I delete my data?

Yes. Go to Settings and click “Delete All Data” to permanently remove all your transactions. Contact us at hello@bitmentorsinc.com to delete your entire account.

Why are meals only 50% deductible?

Under CRA rules, only 50% of meals and entertainment expenses are deductible for tax purposes. ExpenseFlow automatically applies this rule when calculating your totals.

What if my CSV format isn't recognized?

Contact us at hello@bitmentorsinc.com with a sample of your CSV (with sensitive data removed) and we'll add support for your bank's format.

Is ExpenseFlow a replacement for an accountant?

No. ExpenseFlow helps you organize and categorize expenses, but we recommend working with a qualified accountant for tax filing. Our exports make it easy to share organized data with your accountant.