Add expenses to an invoice
Include a client's billable expenses on an invoice. Expenses are opt-in in the builder and always render under their own Expenses group.
Bill back the costs you've logged against a client. The invoice builder lists that client's billable expenses so you can add the ones you want.
- Role
- OwnerAdminManager
Adding expenses to an invoice is a manager-tier action. Members never see expenses or invoices.
Add expenses while building
Open the builder
Start a new invoice for the client, or edit a draft.
Select the expenses
Unlike time entries (which start selected), expenses are opt-in — tick each expense you want to bill. Only billable expenses appear here.
Create or save
Create the draft, or save your edits. The chosen expenses join the invoice.
Expenses always render under their own "Expenses" group, no matter how time entries are grouped.
What happens next
- Each expense you add is marked invoiced and locked so it can't be edited or deleted while it's billed. See Billed & locked.
- Releasing an expense means cancelling, deleting, or rebuilding the invoice so it's no longer included.
Tips
- Don't see an expense you expected? Confirm it's marked billable for that client. See Billable expenses.
- Expenses are billed at the amount you logged. To add a markup, record it as a separate custom line.
Custom lines, discounts & tax
Add fixed-fee or one-off lines, apply a discount, and set a tax rate on an invoice. How quantities, rates, and the order of math work.
Edit a draft invoice
Only Draft invoices can be edited. Change lines, grouping, discount, tax, and details — and how re-running the entry selection rebuilds the lines.