Expense Tracker & Bookkeeping app for Incorporated Contractors & Consultants
Zoombooks helps contractors, management consultants, and incorporated professionals track business expenses, client income, GST/HST, receipts, and vehicle mileage as they work. When it's time to prepare your T2 corporate return or T2125 statement, hand your accountant tax-ready books—not an cleanup project.
- Built for incorporated contractors, consultants & self-employed
- GST/HST and ITC tracking
- T2 & T2125 tax-ready exports
- Mobile + Web dashboard
Where Did That Receipt Go? The Deduction Goes With It
Disorganized records cost incorporated professionals real money every year. If you can't prove a purchase, you lose the deduction — period. Missing receipts and details can also mean more year-end cleanup, unanswered questions, and extra work if the CRA asks you to support an expense.
The receipt you know you had
Business purchases are easy to remember in the moment, but impossible to reconstruct 12 months later during tax filing.
The spreadsheet you meant to update
Manual bookkeeping works until project deadlines hit. Then receipts pile up, and tax season becomes an expensive cleanup project.
The mileage you cannot rebuild
Reconstructing business trips for your vehicle log months later leaves you vulnerable during a CRA desk review.
The GST/HST you did not track
When GST/HST paid and collected isn't tracked daily, figuring out your actual position becomes a year-end exercise.
- "I can't remember where I spent money at tax time, and my accountant keeps asking."
- "I always lose my expense receipts."
- "Wish I'd put all my receipts and invoices in one place."
- "I keep telling myself I'll do the books later. Then suddenly it's tax time."
- "My subscriptions cost me so much this year, I wish I'd recorded them properly."
- "I didn't know I could have claimed that as a tax deduction."
- "I paid GST/HST on so many business expenses, I don't want to miss out on those ITCs."
- "I never know what my actual profit is."
Trusted by contractors, consultants & incorporated professionals who want simpler bookkeeping
I run my business on my own, so I do not have time to stay on top of a complicated spreadsheet. I spend a few minutes in Zoombooks during the week, and that is enough to keep things organized.
“Cash flow at a glance”
The dashboard helps me see what is coming in and what is going out without digging through spreadsheets. It makes it easier to know where the business stands.
Rolando R.
“Great all-in-one tracker!”
The app is simple to use. I can take a photo of a receipt, add the details, and know it is saved with the rest of my business records.
Tariq
“Saves me hours every month”
Bookkeeping is not my strength, but the app keeps my expenses and receipts organized enough that I am not scrambling when my accountant asks for something.
Stiff Lane
“Does what I need”
I use it to track mileage and expenses while I am working. It is simple enough that I actually keep using it.
Krishnan KR
Every Receipt Scanned, Categorized & Tax-Ready
Zoombooks isn't a generic US expense app with Canadian words tacked on. It is built for the records Canadian incorporated contractors and consultants need to keep: business expenses, source receipts, income, mileage, GST/HST details, and organized reports for annual tax preparation.
Real-time receipt scanner
Snap a receipt or log a purchase in seconds. Every entry stores the vendor, total, sales-tax breakdown and deduction category — organized to meet the six-year record-retention rule.
Business expense tracker
Tag every dollar to a client, project or contract, so you and your accountant know exactly what each engagement earned and cost.
GST/HST & ITCs tracker
Track tax collected on invoices against tax paid on expenses. Your Input Tax Credit position builds all year, so you know your net position before you file your GST/HST return.
Explore featuresMileage tracker & vehicle log
Log business kilometres for personal and business. Have a mileage log to support for vehicle claim on your T2125 or T2 return or a CRA audit situation.
Income tracker & profit insights
Record consulting fees, client invoices and platform payments in one place. Know revenue, expenses and net profit any day of the year.
T2 tax & T2125 ready exports
Generate income summaries, expense reports by category, GST/HST totals with ITCs, and mileage logs. Share straight with your accountant from mobile app or web interface.
Busy Professionals > Organized Books > Tax Savings & Peace of Mind
Zoombooks is designed for the part of bookkeeping you can realistically handle yourself. Record the expense. Keep the receipt. Track the GST/HST. Log the mileage. Keep the books moving.
From First Receipt to Accountant-ready Reports in 4 Steps
You do not need bookkeeping training to use Zoombooks. If you can take a photo, you can start keeping better business records. No complicated setup. No accounting software course. Just track as you work.
Download & set up
Create your account and add your business. Zoombooks is built first for incorporated contractors, consultants, and professional corporations, with support for self-employed users as well.
Capture expenses as you go
Snap receipts, log income, and record mileage while the details are fresh. A few seconds now saves hours of sorting later.
Keep GST/HST visible all year
Each entry helps you organize the GST/HST paid or collected. Instead of waiting until filing time to understand your numbers, you can stay informed throughout the year.
Generate reports when your accountant needs
At tax time, export your organized income, expense, GST/HST, ITC, and mileage records. Your accountant starts with cleaner information for T2/T2125 preparation. Good for DIY tax filing as well.
Bookkeeping and Business Expense Tracker Features for Incorporated Professionals
Zoombooks is built around the real moments that create year-end stress for incorporated contractors and consultants: a receipt that disappears, a kilometre that is forgotten, a subscription that never gets recorded, or a GST/HST amount nobody can find.
Keep every receipt in one place
Capture receipts and invoices as you work, and keep every supporting document in one organized place.
Know your GST/HST position
Track GST/HST collected, paid and eligible Input Tax Credits before filing deadline arrives.
Track every business expense that count
Fuel, software, travel, subcontractors, meals and office expenses — all categorized throughout the year.
Give your accountant cleaner books
Generate organized reports that make GST/HST filings, T2125 reporting, and T2 corporate tax return preparation easier.
Keep more of your tax deductions
Maintain complete purchase records so you can claim every legitimate deduction you earn.
Log mileage while it is fresh
Record business kilometres as you travel instead of estimating them months later at tax time.
Track income & expenses together
Track business income and expenses in one app for complete, tax-ready bookkeeping all year long.
Keep records you can refer back to
Store receipts, invoices, and supporting documents securely to help meet the six-year retention rule.
Access your books wherever you work
Capture transactions on your phone and manage your bookkeeping anytime from your secure web dashboard.
Stay tax-ready year round
Built by Canadian tax professionals to help contractors and trade workers avoid end-of-year tax filing stress.
See where your money is going
Review spending by category, client, or project so you can spot the costs affecting your margins.
Be ready when questions come up
Organized digital receipts, ready if your return is reviewed or you need to verify an expense or GST/HST amount.
The Bookkeeping App Built for How Canadian Incorporated Professionals Work
You don't need to become an accountant to keep your books up to date. Zoombooks helps you record expenses, scan receipts, track GST/HST and mileage, monitor income and keep organized records throughout the year - so tax time starts with a year's worth of bookkeeping, not a year's worth of catching up.
Why a personal expense tracker won't work for your business
Personal finance apps like YNAB, Mint, and Spendee track household spending groceries, subscriptions, and rent. They have no concept of CRA deduction categories, GST/HST paid on purchases, Input Tax Credits, or the difference between a deductible business meal and a personal lunch.
A business expense tracker needs to separate deductible from non-deductible spending, capture the GST/HST component on every receipt, tag expenses to specific clients or job sites, and produce reports your accountant can use directly for tax filing. That is what Zoombooks does because it was built by the same Canadian tax accountants who file contractor returns every year.
What makes Zoombooks different from QuickBooks, Wave, and accounting apps
Based on years of experience as Canadian tax accountants, we’ve seen how QuickBooks, FreshBooks, Wave, and similar bookkeeping platforms can be overkill for incorporated professionals, solo corporations, and self-employed businesses. They’re often designed for businesses with payroll, inventory, fixed assets, and high-volume transactions — features many solo professionals simply don’t need.
Zoombooks was built differently. Created by the accountants at Instaccountant, it is designed specifically around the bookkeeping and tax needs of Canadian incorporated contractors, consultants, and self-employed professionals. It wasn’t adapted from a U.S. bookkeeping product or built around features you’ll never use.
Instead, Zoombooks gives you the essential toolkit in one place: receipt scanning, business vs. personal mileage tracking, GST/HST and ITC calculations, customer and vendor tagging, and tax-ready exports for T2125 and T2 corporate tax returns.
Simple enough to keep using. Structured enough to keep your books tax-ready all year.
How GST/HST tracking works inside Zoombooks expense tracker
Every business expense you log in Zoombooks captures the GST/HST component automatically. Scan a receipt for software, materials or a client meal, and the app separates the gross amount from the GST/HST paid - calculating your Input Tax Credits (ITCs) position through the year. Zoombooks tracks GST/HST collected on your invoices against GST/HST paid on your expenses, so you always know your net position before filing your quarterly or annual GST/HST return.
Why spreadsheets and shoeboxes fail every tax season
The problem is not discipline it is "friction". Spreadsheets require you to open a laptop, find the right tab, type the vendor, amount, GST/HST, category, and date for every single purchase. Zoombooks reduces that to just snapping the receipt. Eight seconds per expense instead of hours of reading receipts and manual spreadsheet data entry.
Most Canadian incorporated professionals start the year with good intentions a fresh Excel sheet or a dedicated envelope for receipts. By week three, work fatigue takes over and the tracking stops. When tax season arrives, you are paying a bookkeeper somewhere around $500 to $1,500 just to reconstruct what should have been logged in real time.
What the CRA actually requires from your expense records
The Canada Revenue Agency requires incorporated contractors and self-employed individuals to keep supporting documents for every business expense claimed on their T2 corporate tax return or T2125. Each record must include the vendor name, transaction date, itemized amount and the GST/HST/PST paid.
These records must be retained for a minimum of six years from the end of the tax year they relate to. During a CRA audit, bank statements alone are not sufficient you need the actual receipt or invoice. Zoombooks stores every scanned receipt in secure cloud storage with timestamps, automatically satisfying the six-year record retention rule without you managing a single folder or a shoe box receipts.
Why Zoombooks Fits Incorporated Professionals
Most accounting apps force you to pay for payroll, inventory, and complex multi-user modules you never touch. Zoombooks isolates the exact workflow incorporated contractors and consultants need: fast expense entry, automated sales tax tracking, and accountant-ready financial exports.
| What matters to contractors | Zoombooks | QuickBooks | Wave | Spreadsheet |
|---|---|---|---|---|
| Built for Canadian tax rules | ✓ By Canadian accountants | ✗ US-focused, adapted | ✗ US-focused | ✗ No |
| Easy setup, Zero Accounting skills | ✓ Yes | ✗ Learning curve | ✗ Learning curve | ✗ Learning curve |
| GST/HST calculation | ✓ Automatic | ✗ Limited | ✗ Limited | ✗ Manual |
| ITCs tracking & recording | ✓ Yes | ✗ Basic photo only | ✗ No | ✗ No |
| CRA 6-year record retention | ✓ Digital, timestamped | ✓ Yes | ✓ Basic | ✗ You manage |
| Business vs personal mileage log | ✓ Separate logs | ✓ Yes | ✗ No | ✗ Manual |
| Reports for T2 corporate & T2125 | ✓ Both supported | ✗ No | ✗ No | ✗ No |
| Free to start | ✓ Yes | ✗ No | ✓ Free (limited) | ✓ Yes (no features) |
Less Than Your Year-end Books Clean-up Bill
You are in control of your numbers. Spend a few dollars a month instead of hundreds at year-end. Real-time income, expense and GST/HST tracking means no cleanup bill — your accountant gets organized, tax-ready records from day one.
- 30 receipt scans (One-time)
- Manual expense entry free forever
- Track income & expenses
- Mobile app only
- 40 receipt scans per month
- Track income & expenses
- Personal/Business mileage tracking
- GST/HST & Input Tax Credit (ITC) tracking
- Accountant-ready expense reports
- Mobile app + web dashboard
- 110 receipt scans per month
- Track income & expenses
- Multiple businesses
- Personal / Business mileage tracking
- T2 preparation relevant reports
- T2125 preparation relevant reports
- Mileage reports
- GST/HST remittance summary
- Year-round organized books
- Bookkeeper review
- Mobile app + web dashboard
- 250 receipt scans per month
- Track income & expenses
- Multiple businesses
- Personal / Business mileage tracking
- T2 preparation relevant reports
- T2125 preparation relevant reports
- Mileage reports
- GST/HST remittance summary
- Year-round organized books
- Bookkeeper review
- Mobile app + web dashboard
- Priority support
- T2 corporate tax filing fee (partner discount)
- 30 receipt scans (one-time)
- Manual expense entry free forever
- Track income & expenses
- GST/HST monitoring
- CRA-compliant records from day one
- Mobile app + web dashboard
Save $13
- 40 receipt scans per month
- Everything in Starter
- CRA-compliant mileage tracking
- GST/HST & Input Tax Credit (ITC) tracking
- Accountant-ready expense reports
- Mobile app + web dashboard
Save $29
- 110 receipt scans per month
- Everything in Smart
- T2125-ready statement of business activities
- Multiple income stream tracking
- Year-round organized books
- GST/HST remittance summary
Save $49
- 250 receipt scans per month
- Everything in Smarter
- T2 corporate tax reports (Schedule 125)
- Incorporated business income & expense tracking
- CRA-compliant records for corporation income tax filing
- Priority support
What Incorporated Professionals Want to Know First
Why do Canadian contractors choose Zoombooks over QuickBooks or Wave?
Does Zoombooks sync with my Canadian bank account?
Will the CRA accept Zoombooks receipts if I'm audited?
Do I still need a tax accountant if I use Zoombooks?
Is my data secure and CRA-compliant?
Is Zoombooks really free, or are there subscription fees?
A Bank Transaction Shows a Payment. Your Books Explain It
A bank or credit-card transaction tells you where money went. It doesn't always tell you what you bought, why it was a business expense, or how much GST/HST was involved. Zoombooks keeps the transaction, receipt, category, and tax details together—so your records tell the complete story.
Keep documents with the transaction
Store receipt images and invoices with the expense they support—not in a random photo album, inbox, or shoebox.
Separate business from personal spending
Record business income and expenses using categories designed around T2 and T2125 reporting, making year-end preparation easier.
Make year-end review easier
Organized records mean fewer transactions to explain and cleaner information for your accountant to review.
The Expense Tracker Built by Canadian Tax Accountants
Download Zoombooks and start tracking your business expenses, GST/HST, mileage, and income today. Keep your books organized throughout the year and give your accountant cleaner, tax-ready records at year-end.
