Track time and expenses
Track expenses
Expenses belong to a project, category, user and date. They can remain internal or be passed on to the client with other work.
Create an expense and receipt
Choose project, expense category and date. Flat categories ask for an amount and currency; quantity categories calculate quantity times the rate effective for the project currency and date.
- Open an editable expense to correct its project, category, date, flat amount and currency or quantity, note, billability and receipt. Changing a quantity expense's project, category or date reloads the configured rate.
- A quantity expense snapshots its unit, rate and once-rounded total. Managers may deliberately override a missing or exceptional rate.
- Open, replace or deliberately remove an existing receipt.
Manage expense categories
The Categories tab lists every expense category in the workspace. Managers can create, edit, archive and restore categories.
- New workspaces start with common categories in the selected language, such as travel, meals and software. Every default can be changed.
- Choose Flat amount when each expense gets a directly entered total. Choose By quantity for mileage or item-based expenses and define its unit once.
- A quantity-based category needs an all-time starting rate for every currency. The account currency is preselected for convenience, but it is not a fallback for other currencies.
- Add a dated rate when a price changes; it applies from that date forward. Categories are archived and restored rather than permanently deleted; after first use, their calculation type and unit remain fixed.
Billable and reimbursed
Billable controls whether an expense appears under uninvoiced work. Managers record reimbursement separately, even after an expense becomes financially protected or archived.
- Expenses linked to an invoice are shown as billed.
- Archiving removes an editable expense from the normal view without deleting its history; restoring makes it visible again.
- Expenses are never permanently deleted. Billed, invoiced, archived or project-archived expenses keep their financial snapshot.
Use the expense report
Filter by text, client, project, category, user, billability, reimbursement, billing state, rate exception and date range.
- The summary shows total amount and open billable amount in each currency.
- Managers can refresh configured rates, reset overrides, set one exact-currency rate, change reimbursement, or mark selected expenses billed or unbilled. Page selection can extend to every expense matching the active filters.