Time is not the only thing a project costs. Expenses records the rest — travel, subcontractors, software, whatever the work required — and keeps track of which of it the client is supposed to pay for.
Log one
- Open Expenses and add an expense.
- Enter the amount and the date, and pick a category — Travel, Software, Hardware, Subcontractor, Meals, Marketing, Office, Legal or Other.
- Attach it to a project if it belongs to one. This is what lets it reach an invoice later.
- Tick Billable if the client is paying for it. Leave it clear for internal costs.
Billable, and billed, are different things
Billable means the client should pay for it. Billed means they have actually been invoiced. The gap between the two is the money you have spent and not yet asked for, which is why it has its own figure at the top of the page — billable and unbilled, ready to invoice. It is the number worth checking before you close a month.
Getting them onto an invoice
When you bill a project, its unbilled billable expenses are picked up alongside its unbilled time: each becomes a line on the invoice and is marked billed, so nothing can be charged twice. An expense that is not billable, or not attached to a project, is never swept up by accident.
Seeing where the money went
Filter by project, by category, or by billable status, and the page totals what you are looking at — including which category you are spending the most on. Non-billable costs still belong here: knowing what a project actually cost you is the point of tracking them.