Beyond time, most projects also incur direct costs — software licenses, travel, subcontractor fees, hardware purchases, materials, and other out-of-pocket spending. Everhour's Expenses section lets you log these costs against specific projects so your actual budget figures always reflect the full financial picture, not just the labor component.
This short video shows how to add an expense, mark it as billable or non-billable, attach supporting information, and see how expenses feed into both the project budget view and client invoices.
What's covered in this video
Adding an expense takes only a few seconds. You enter the amount, choose the project it belongs to, select a category from a configurable list (such as Travel, Software, Supplies, or Contractor), add an optional description, and set the date. Each expense is also tagged as either billable or non-billable. Billable expenses are ones you intend to pass on to the client — a travel cost reimbursed at cost, for example. Non-billable expenses are internal costs that reduce your margin but don't appear on the client invoice — such as internal software tools or office supplies. This distinction ensures that when you generate an invoice, only the expenses the client agreed to pay are included.
Expenses appear in the project detail view alongside time costs, giving you a combined budget burn figure that reflects both labor and direct spending. This is essential for any project running a monetary budget, since a budget that only counts hours will underreport actual cost if the project also has significant out-of-pocket spend. The Expenses list view can be filtered by project, by team member who logged the expense, by date range, or by billable status, making it straightforward to audit all expenses on a particular project before issuing an invoice or closing out a budget period.
When you generate an invoice for a client, Everhour pulls all unbilled billable expenses for the selected time period and presents them as line items alongside the time entries. You can review and adjust these expense line items before finalizing the invoice, add a markup percentage if your billing agreement includes one, or consolidate multiple small expenses into a single line item for a cleaner presentation. This integration between expenses and invoicing means the client receives a complete and accurate bill every time, with no risk of expenses being forgotten or billed on the wrong invoice.
Key features shown
The Expenses section extends Everhour's financial tracking beyond time to capture the full cost of delivering a project. Each expense entry includes a project association, category, date, amount, and billable flag — giving you rich metadata that's useful both for internal cost analysis and for client billing. Categories are customizable so you can adapt the list to your business. Budget burn calculations in the project detail view combine time costs and expenses into a single number, providing an accurate picture of total spend against your budget. The expenses list supports filtering by multiple dimensions, making it easy to prepare expense reports for any period or project. Billable expenses flow automatically into invoice generation alongside time entries, ensuring that client bills are always complete.
