Track expenses

Available on Starter plans and up.

Every dollar out, captured in seconds. Go to Expenses → New Expense.

The expense form

• Date (defaults to today) and Amount (required)
• Vendor — pick or create one; selecting a vendor auto-fills its default category. See Vendors and categories.
• Category — for reporting and filtering
• Description — what the money bought
• Payment method — cash, check, credit card, ACH, or other — plus Account / Card (e.g. "Chase Visa ••4242") and a Reference / Check #
• Client (job costing) — tie the expense to a client; once set, a Billable to client checkbox appears so you can flag pass-through costs
• Asset — tag the expense to a piece of equipment; tagged expenses count in Asset ROI
• Notes and a Receipt upload
• Repeat this expense — turns it into a recurring bill in the same step

Receipts

Attach a photo or PDF of the receipt — PNG, JPEG, WebP, or PDF, up to 10 MB. One receipt per expense (uploading again replaces it). Receipts are stored privately and downloadable from the paperclip icon in the expenses table. Come tax time, every receipt is one click away.

The summary cards

The top of the Expenses page keeps three running numbers for the current year:

• This Month — total spent this calendar month
• Year to Date — total spent this year
• Unbilled — billable expenses you haven't invoiced yet, with a count. This is money waiting to be recovered — check it before you send each project invoice.

Billable expenses

Mark an expense Billable when the client should ultimately pay for it (materials, permits, mileage). The table marks unbilled billables with an amber $ and billed ones with a green check — so recoverable costs never fall through the cracks.

Filtering

Filter the table by date range, category, or vendor; every column tells you the story of where the money went. The whole picture rolls up in Profit & Loss.