Track Project Expenses Alongside Billable Hours
Log expenses, attach receipts, include in budgets and invoices. See true profitability by tracking time and costs together.
Why Track Expenses with Time
Time tracking alone doesn't show true project costs and profitability
See true project profitability
Billable hours don't tell the whole story. Factor in software licenses, travel costs, materials, and contractors to see if projects actually make money. Many "profitable" projects lose money once all costs are included.
Bill clients accurately for all costs
Client invoices should include project expenses—not just time. Track materials, travel, software, and other billable costs alongside hours. Generate invoices with complete, transparent breakdowns clients can verify.
Reimburse employees quickly
Team members pay out-of-pocket for supplies, meals, or parking. Without expense tracking, these costs get forgotten or delayed. Log expenses immediately, attach receipts, and process reimbursements accurately.
Track costs against project budgets
Project budgets should account for all costs—not just labor. Include or exclude expenses from budget calculations. Get alerts when total spending approaches limits, not just when hours run out.
Expense Tracking Features
Everything you need to track project costs alongside time
Receipt Attachments
Upload receipt images or PDFs when logging expenses. Keep records organized and accessible for accounting, audits, or client verification.
Unit-Based Pricing
Set unit prices for expense categories: per mile for travel, per copy for printing. Enter quantities instead of calculating totals manually.
Custom Expense Categories
Create categories matching your business: travel, meals, software, materials, contractors. Set default unit pricing or fixed amounts per category.
Budget Integration
Choose whether expenses count toward project budgets or track separately. See real-time budget impact as costs are logged.
Invoice Integration
Add billable expenses to invoices alongside tracked time. One-click invoice generation includes detailed expense breakdowns clients can review.
Expense Reports
View expenses by project, client, team member, or category. Filter by date range, billable status, or budget inclusion.
Complete Project Cost Management
Everhour combines expense tracking with time tracking, budgeting, invoicing, and reporting
Questions? We have answers
Common questions about expense tracking in Everhour
Click the Expenses tab, select a project and task, enter the expense amount or quantity with unit price, choose a category, add description, and optionally attach a receipt image. Mark as billable or non-billable. Expense appears immediately in budget calculations.
Yes, upload receipt images or PDFs when logging expenses. Receipts are stored with expense records for accounting, audits, or client verification. View attached receipts from expense reports or project summaries.
Instead of entering total amounts, set unit prices for expense categories. For example: $0.67 per mile for travel, $0.10 per copy for printing. When logging expenses, enter quantity (50 miles, 200 copies) and Everhour calculates the total automatically.
You choose whether expenses count toward project budgets or track separately. For fee-based budgets, expenses can be included or excluded. Budget alerts trigger based on total spending (time + expenses) when expenses are included.
Yes, billable expenses appear on invoices automatically alongside billable time. Invoices show expense categories, descriptions, quantities, and amounts with detailed breakdowns. Clients see exactly what costs were incurred on their project.
Go to Settings > Expenses and create custom categories matching your business needs: travel, meals, software, materials, contractors, etc. Set default unit pricing or fixed amounts per category. Choose whether expenses in each category are billable by default.
Yes, employees log out-of-pocket expenses with receipts attached. Managers review expense reports filtered by team member and date range. Export expense data to process reimbursements through your payroll or accounting system.
Yes, Project Summary reports show total revenue (billable time + billable expenses) compared to total costs (all time + all expenses). See true project profitability factoring in all costs, not just labor hours.
