To track freelance expenses, keep a record of what you spent, which project it belongs to and whether the client has agreed to pay for it. Review those costs when you prepare the invoice, rather than trying to reconstruct them afterwards.
TaskTime Pro connects project expenses, tracked time and invoicing. Its core workflow works without a product account, with data stored locally in your browser. Here is a practical way to organise that work.
Start with a useful expense record
For each purchase, keep the date, description, amount and currency, category, relevant project and whether it is billable. Keep supporting receipts somewhere you can find them.
TaskTime Pro lets you associate an expense with a project, categorise it and mark it billable or non-billable. Linking the cost to the work makes it easier to distinguish a client purchase from your general running costs. A billable label should reflect your agreement with the client, not simply that you used the purchase for their project.
An example project
Take a fictional project: Alex, a freelance designer, is building a café website. Alex buys a £24 image licence specifically for that website. The client has agreed to reimburse it, so Alex records it against the website project as billable.
Alex also pays £15 a month for a design subscription used across several clients. In this example, that subscription is Alex’s own running cost, not something to add to the café’s invoice. Keeping the distinction explicit avoids treating every business purchase as reimbursable.
Keep recurring costs visible
TaskTime Pro supports recurring expenses, creating records on the schedule you set. That can keep regular software or service costs in view alongside one-off purchases.
Review recurring records when a price changes, a subscription ends or a cost stops belonging to a project. Check scheduled costs against actual payments and the client agreement.
Connect expenses to the invoice
When you generate an invoice, billable expenses appear alongside tracked time. Before sending it, compare the included costs with your client agreement and supporting records. Check descriptions and amounts, and make sure a reimbursable purchase has not already been billed.
The useful connection is between the work, its costs and what you charge.
Local storage means backup responsibility
By default, your records live in your browser. Clearing browser data or losing the device can put those records at risk. Keep an independent backup outside that browser and check that you can restore it before relying on it.
Google Drive or Dropbox sync is optional. Sync is not, by itself, a guarantee against deletion. For more context, read the Dropbox sync guide.
For current optional features and terms, check the pricing page.
Open TaskTime Pro and try connecting one project expense to your invoice workflow.