Expense tracking for client projects
Record every project cost with its receipt and decide whether the client pays for it. Billable expenses go on the next invoice together with your hours.
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- Train to client workshop $ 86.40 Receipt Billable
- Stock photos $ 49.00 No receipt Billable
- Hosting $ 24.00 Receipt Internal
- Team lunch $ 68.50 No receipt Internal
Track project expenses with the receipt attached
Every expense belongs to a project, a category and a date. Attach the receipt as a PDF, PNG or JPEG when you record it, so nobody has to look for it at the end of the month. New workspaces start with common categories such as travel, meals and software, and you can change all of them.
- Mark an expense as billable when the client pays for it, or keep it internal.
- Managers record separately when an expense has been paid back to the person who spent it.
- The expense report filters by client, project, category, person and date, with totals per currency.
Mileage and other costs per unit
Some costs are a quantity times a rate, like kilometres driven. Set up a quantity category with its unit and rate once, then enter only the quantity. Rates are dated, so a new rate applies from its start date and older trips keep the rate that applied at the time.
- Each category is either a flat amount or a quantity with a unit.
- Every expense keeps the unit, rate and total it was recorded with.
- Managers can override a rate for an exceptional case.
Rates are dated, so older trips keep the rate that applied at the time.
Rebill expenses to clients
Billable expenses wait in the same list as unbilled hours. Select what belongs on the next invoice and Buezli adds the expenses to the draft next to the time. From then on the expense shows as billed and keeps its amounts.
- Internal expenses stay out of the list.
- Discarding an unsent draft releases its hours and expenses again.
- Project cost budgets can include expenses if you want them counted.
- Design 6:30 $ 780.00
- Development 12:00 $ 1'440.00
- Project management 2:30 $ 300.00
- Train to client workshop $ 86.40
- Stock photos $ 49.00
Questions and answers
Is Buezli an employee expense claim system?
No. Buezli records costs that belong to client projects, so you can rebill them and see what a project used. You can mark an expense as reimbursed, but there is no submission and approval workflow for expense claims.
Which receipt files can I upload?
PDF, PNG and JPEG files up to 10 MB. The receipt stays attached to the expense, and you can open, replace or remove it later.
How does mileage tracking work?
Create a category that is calculated by quantity, for example kilometres, and give it a rate. When you record a trip, you enter the distance and Buezli multiplies it by the rate valid on that date.
How do I rebill expenses to a client?
Mark the expense as billable. It then appears under uninvoiced work for that client, next to the unbilled hours. Select it when you create the invoice draft and it becomes a line on the invoice.
Can I track expenses in different currencies?
Yes. Each expense has its own amount and currency, and the expense report adds up each currency separately.
What does it cost?
Expenses, time tracking, invoicing and everything else are included for CHF 99 per active user per year. You can try it for 30 days without a credit card.
Send your next invoice from buezli.app.
Clients and projects are set up in minutes. Track the week and invoice it on Friday.
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