Time isn't the only thing worth tracking on projects. Materials, travel costs, software subscriptions, client lunches—these expenses add up and often need to be billed or reimbursed. Timesheet lets you document expenses alongside your time entries, keeping everything in one place.
This guide shows you how to track expenses effectively and maintain proper documentation.
Why Track Expenses in Timesheet?
Complete Project Picture
See all project costs—both time and expenses—in one view.
Easier Billing
Include expenses on client invoices without hunting through receipts.
Better Estimates
Historical expense data helps you quote future projects more accurately.
Audit Trail
Keep documentation that satisfies clients, accountants, and tax authorities.
Adding Expenses to Tasks
Basic Expense Entry
- Open an existing task or create a new one
- Find the Expenses section
- Tap Add Expense
- Enter:
- Description: What the expense is for
- Amount: The cost
- Save
What to Include in Descriptions
Good descriptions make expenses clear later:
Too vague:
- "Supplies"
- "Travel"
- "Software"
Better:
- "Printer ink for client presentation materials"
- "Train ticket to Munich client meeting"
- "Adobe Creative Cloud monthly subscription"
Expense Timing
Add expenses to the task when:
- The task work was occurring
- The expense was incurred
- Or create a dedicated task for expense-only entries
Attaching Receipt Photos
Why Attach Receipts?
- Client billing requirements
- Tax documentation
- Expense approval workflows
- Personal record-keeping
How to Attach
- Open the expense entry
- Find Attach Receipt or Add Photo
- Either:
- Take a photo with your camera
- Select from photo library
- Upload from files (web)
- Receipt is attached to the expense
Mobile Receipt Capture Tips
Lighting: Good lighting prevents shadows and improves readability
Angle: Capture straight-on, not at an angle
Completeness: Include the full receipt with date, vendor, amount, and items
Promptness: Capture receipts immediately—paper fades and gets lost
Including Expenses in Reports
Export with Expenses
When exporting data:
- Go to Export settings
- Ensure expense fields are included:
- Expense description
- Expense amount
- Receipt attachment (if supported)
- Export includes expenses alongside time entries
Expense Summaries
In Statistics or Reports:
- See total expenses by project
- View expense trends over time
- Compare expenses across projects
Client Reports
Generate reports showing:
- Time entries with durations
- Expenses with descriptions and amounts
- Combined totals for billing
Common Expense Types
Project Materials
- Supplies and consumables
- Equipment purchases
- Software licenses
Travel
- Transportation (flights, trains, taxis, parking)
- Accommodation
- Meals during travel
Client-Related
- Business meals
- Meeting room rentals
- Presentation materials
Subscriptions
- Software subscriptions pro-rated to project
- Service fees
- Platform costs
Miscellaneous
- Shipping costs
- Printing and copying
- Communication costs
Expense Workflows
For Freelancers
- Incur expense during project work
- Capture receipt immediately
- Add expense to relevant task
- Include in client invoice
- Mark as billed when invoiced
- Mark as paid when reimbursed
For Employees
- Incur expense
- Capture receipt
- Add to task with expense report tag
- Export for expense reimbursement
- Submit to manager/finance
- Track reimbursement status
For Project Managers
- Review team expenses weekly
- Verify against budget
- Approve or question unusual expenses
- Include in project cost tracking
- Bill to client as appropriate
Pro Tips for Expense Tracking
Create Expense-Only Tasks
For significant expenses not tied to specific work tasks, create dedicated expense entries:
- "Project Setup Costs"
- "Monthly Software Subscriptions"
- "Travel Expenses - Client Visit"
Use Consistent Descriptions
Develop a personal naming convention:
- Start with expense type: "Travel: ..."
- Include date if helpful: "Lunch (Dec 15): ..."
- Add client context: "Client A: ..."
Track Before You Forget
Add expenses the same day they occur. Waiting leads to:
- Lost receipts
- Forgotten expenses
- Incomplete records
Separate Business and Personal
Be rigorous about only tracking true business expenses. This helps with:
- Accurate project costing
- Tax compliance
- Audit defense
Review Monthly
Once a month:
- Check for missing expense entries
- Verify all receipts are attached
- Reconcile with bank/credit card statements
Common Questions
Can I add expenses without time entries? Yes, create a task with minimal or zero time, then add expenses. Or add expenses to any existing task.
Are receipt images backed up? With Plus/Pro plans, receipt images sync to the cloud and are backed up automatically.
Can team members see each other's expenses? This depends on team permissions. Managers typically can; members typically see only their own.
How are expenses included in invoices? In PDF document generation (Pro), you can include expenses as line items on invoices.
Can I export expenses separately from time? Yes, use export filters to create expense-only reports if needed.
Expense Tracking Best Practices
Immediately
- Capture receipt photo
- Note what it's for
Same Day
- Add expense to Timesheet
- Attach receipt
- Tag appropriately
Weekly
- Review for completeness
- Verify amounts
- Check for missing entries
Monthly
- Reconcile with statements
- Generate expense reports
- Follow up on reimbursements
Summary
Effective expense tracking in Timesheet means:
- Add expenses to tasks: Document costs as they occur
- Describe clearly: Future you will thank present you
- Attach receipts: Photo capture makes this easy
- Include in reports: Get complete project cost picture
- Track status: Know what's billed and reimbursed
Keep expense tracking simple and consistent, and you'll always have complete project cost documentation.
What's Next?
With expenses tracked:
- Include in invoices when generating PDF documents
- Export to Excel for detailed expense analysis
- Track mileage for travel documentation
Start capturing your next receipt in Timesheet today.