Billable

Tracking expenses and receipts

Snap a receipt, log what you spent in any currency, and export a clean summary for your accountant, all without leaving your phone.

2 min read

Expenses is here so the cost side of your business is as easy to see as the income, without turning you into a part-time bookkeeper.

What you can log

Each expense holds the amount, a category, the date, the currency you paid in, and a photo of the receipt. That is enough to see what you are spending and to give your accountant something clean to work from, and no more than that.

Step by step

  1. Open Expenses and add one: start a new expense from your phone or the web.
  2. Snap the receipt: photograph it and Billable keeps the image attached to the record.
  3. Fill in the details: enter the amount, pick a category and set the currency you paid in.
  4. Export when you need it: download a categorised summary to hand to your accountant.

Spending in another currency

Set the currency you actually paid in and Billable converts the cost to your reporting currency using the same live rates it uses for your invoices and dashboard. A euro taxi fare and a dollar subscription both line up against your income, so “what am I spending against what I am billing” is a glance rather than a spreadsheet.

What it is not

Expenses tracks what you spend and keeps the receipts with it. It is not accounting software: there is no general ledger, no bank reconciliation and no tax return. If you need those, your accountant does, and the one-click export is what you hand them.

Quirks worth knowing

The small things that trip people up.

Expenses never touch your revenue totals

The cost side is kept separate from the money coming in, so recording what you spent never changes what you billed or what your dashboard shows as earned.

Costs in another currency are converted, not exact to the cent

A cost paid in another currency converts to your reporting currency at the same daily rates as everything else, which means, like every converted figure, it is indicative rather than what left your account precisely.

The receipt lives with the expense

The photo you attach stays with the record. Delete the expense and the receipt goes with it, the same way attachments behave everywhere else in Billable.

The accountant export is a summary to hand over, not a filing

Billable gives your accountant a clean, categorised list of what you spent. It does not keep your books, calculate your tax or file anything for you.

It is expense tracking, not bookkeeping

There is no ledger to balance and no bank feed to reconcile. You log what you spent, keep the proof with it, and hand a summary to whoever does your books.

More about track expenses →

More guides

Creating and sending an invoice

Build an invoice with line items, tax and a currency, email it to your client with the PDF attached, and move it through draft, sent and paid.

Sending a quote and turning it into an invoice

Build a quote with a "valid until" date, email it to your client, track whether it was accepted or declined, and convert an accepted quote into a draft invoice.

Tracking time and billing it

Run a live timer or log hours by hand against a project, then pull unbilled time straight onto an invoice and export any timesheet to CSV.

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