buezli.app Help

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.

01

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.
02

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.
03

Billable and reimbursed

Billable controls whether an expense appears under uninvoiced work. Managers record reimbursement separately, even after an expense becomes financially protected.

  • Expenses linked to an invoice are shown as billed.
  • An editable expense that has not been reimbursed can be permanently deleted. Undo reimbursement first.
  • Billed, invoiced or project-archived expenses keep their financial snapshot and cannot be deleted.
04

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.
  • The expense list lets managers mark selected expenses billed or unbilled. The detailed report also lets them refresh configured rates, reset overrides, set one exact-currency rate and change reimbursement. Page selection can extend to every expense matching the active filters.