Expenses

Record and bill an expense.

Use expenses to log project costs, mark them billable or non-billable, and convert billable expenses into invoice line items.

Updated May 2026

Add an expense

Expenses live alongside time entries in the Time and Expenses workspace, on the Expenses tab. Each expense carries an amount, description, category, and date.

Open the Time and Expenses workspace and switch to the Expenses tab.
Click Add Expense to open the expense form.
Enter the amount and a description, then pick a category and date.
Save the expense to add it to the list.

Set billable status

Billable expenses must be linked to a project so they can be invoiced later. Non-billable expenses are kept for your records only.

Choose a category from Software, Subscriptions, Outsourcing, Travel, Materials, or Other.
Leave the expense billable to invoice it, or mark it non-billable.
Select a project when the expense is billable.
Save the expense to confirm its status.

Convert to an invoice

A billable expense with status Unbilled can be converted into an invoice line item, after which it moves to Billed.

Find an Unbilled billable expense in the Expenses tab.
Use the Convert to Invoice action on the expense row.
Confirm the client and invoice in the convert dialog.
Check that the expense status changes to Billed.

Track and filter expenses

The Expenses tab shows KPI totals and filter pills so you can separate unbilled, billed, and non-billable costs.

Review the unbilled expense total and expense count at the top of the tab.
Use the Unbilled, Billed, and Non-billable filter pills to narrow the list.
Open a row to preview its category, date, and amount.
Delete an expense from its row menu if it was entered in error.

Notes

A non-billable expense, or a billable expense with no linked project, cannot be converted to an invoice. ClientDeck blocks the conversion with a message rather than producing an invoice line.