Expense tracking software with receipt upload
Capture, manage and bill project expenses without spreadsheet chaos
TimeStatement helps teams record business expenses, attach receipts and keep every cost connected to the right client, project and expense category. Travel, meals, mileage, materials and other project expenses stay transparent from capture to billing.
Employees can submit expenses in the web app or mobile app, upload receipts as PDF, PNG or JPG, and add comments when context matters. Finance and project managers get clean expense reports instead of chasing missing receipts.
For service businesses, consultancies, agencies and project teams, expense tracking works together with project time tracking, work time tracking and invoicing.
How expense tracking works in TimeStatement
Turn individual spending into a clear process for review, reimbursement, reporting and client billing.
Create expense categories
Define project-specific categories such as mileage, meals, materials, accommodation or transport. Set whether a category is billable, which unit applies, and whether unit prices or foreign currencies should be used.
Capture expenses and receipts
Employees add expenses via mobile app or web app, select the client, project and category, enter the amount, add a comment and upload the receipt in the same flow.
Report, reimburse and invoice
Billable expenses can be transferred to customer invoices. Expense reports show open, invoiced and documented costs by client, project, employee or expense category.
Expense capture wherever the cost happens
Whether your team is travelling, visiting clients, working remotely or buying project materials, TimeStatement keeps receipts and expense data together.
Mobile expense tracking
Employees can photograph receipts, submit expenses on the go and reduce the risk of missing proof documents after a trip or client visit.
Web-based expense management
Admins, finance teams and project managers can review expenses, categories, receipts, deadlines, exports and billing status from the browser.
Connect time and expenses
Combine expense tracking with digital time tracking and project timesheets so services, working hours and billable costs can be reviewed together.
Expense management features in TimeStatement
Project-specific expense categories
Create expense categories that match each project, such as mileage allowances, materials, meals, hotels, transport or other costs. For every category you can define units, unit prices, billable status and foreign currency handling.
This keeps project expenses structured and makes later reimbursement, reporting and client billing easier to audit.
Receipt upload and digital document management
Receipts, restaurant bills, hotel invoices and material purchases can be uploaded as PDF, PNG or JPG. Employees can capture a receipt immediately with their smartphone and assign it to the right expense.
The expense overview shows which items already have proof attached, helping teams reduce follow-ups and prepare expense reports faster.
Automatic expense allowance for small costs
Define an expense allowance for recurring small costs such as postage, office supplies, materials or incidental charges. The configured percentage is applied automatically to the invoice amount.
Individual expenses and allowances can be combined, which reduces manual work without losing transparency.
Flexible deadlines for expense submissions
Set how long employees may add expenses retrospectively. Deadlines can be calculated from the end of the day or month and adjusted to your internal approval process.
That keeps expense claims current and reduces late or forgotten submissions.
Transfer billable expenses into invoices
Billable expenses can be added directly to customer invoices. Related receipts are collected automatically and prepared as a ZIP download for invoicing.
Expense management, receipt handling and invoicing stay connected in one workflow.
Expense reports and cost analysis
Create expense reports by client, project, employee or category. Filters, CSV, Excel and PDF exports, plus bundled receipt downloads, make further processing and archiving easier.
You can see which expenses were invoiced, which are still open and which are already documented with receipts.
Separate gratuity capture
For meal expenses, restaurant visits and business dinners, gratuity can be captured separately from the main amount.
This gives finance teams clearer documentation and supports transparent expense review.
Simplify expense reports and project billing
Start your free TimeStatement trial and manage expenses, receipts, project timesheets and invoices in one connected system.
FAQ about expense tracking with TimeStatement
Common questions about digital expense capture, receipt management, project expenses and expense reports.
Who is TimeStatement expense tracking for?
It is built for companies, teams and employees who regularly record project costs, travel costs, client expenses or internal reimbursements.
How can employees submit expenses?
Employees submit expenses in the web app or mobile app by selecting the date, client, project and category, adding the amount and uploading the receipt.
Can receipts be captured on the go?
Yes. Employees can photograph receipts with the mobile app and attach them directly to the expense entry.
Which receipt file formats are supported?
TimeStatement supports receipt uploads as PDF, PNG and JPG files.
Can project expenses be billed to customers?
Yes. Billable expenses can be transferred into customer invoices, and related receipts are bundled automatically for download.
Can I export expense reports?
Yes. Expense reports can be exported as CSV, Excel or PDF and filtered by client, project, employee or category.