Expenses
Available on Pro and above.
Labor isn’t your only cost. Expenses let you log the non-labor money spent serving a client — software licenses bought for them, ad spend, contractors, travel — so client and project profitability reflects reality, not just hours.
Logging an expense
Section titled “Logging an expense”Go to Expenses → New expense and enter:
- Client (required) and optionally the specific project
- Category and a short description
- Amount and date
- Billable? — whether you pass this cost on to the client
- Recurring? — for costs that repeat (e.g. a monthly license), so you don’t re-enter them
Markup
Section titled “Markup”On a project’s Expenses tab, a billable expense can carry a markup — the difference between what the cost you and what you charge the client. Enter a Markup % (a $1,000 expense at 10% bills as $1,100), or type directly in the Billed field to set an exact amount.
Two numbers, two jobs:
- The amount is what you paid. It’s what your profit and margin numbers use — markup never inflates your costs.
- The billed value is what the client is charged. It’s what counts against the project’s budget, and on time & materials projects it’s what flows into revenue — so the markup shows up as margin, exactly like it does on your invoice.
No markup set (or the expense isn’t billable)? The billed value is simply the amount. Nothing changes for existing expenses.
Note: billable expenses (and therefore markup) aren’t available on hourly-tracked projects — their budget is hours, and an expense can’t burn hours.
Receipts
Section titled “Receipts”Attach a receipt (image or PDF) to any expense. Receipts are stored privately — only signed-in members of your workspace can open them.
Where expenses show up
Section titled “Where expenses show up”- On the client page — reducing that client’s margin
- On the project page — when tied to a project
- On Company Overview — in your overall expense total and margins
One nuance on the project page: the Budget view shows expenses at their billed value (what’s charged against the budget), while the Profit view shows what you actually paid — because the two views answer different questions: “how much budget is left?” vs “what did this cost us?”