---
title: "Track and manage expenses"
description: "Track, categorize, and manage your project or business expenses with ease."
url: https://support.hubflo.com/en/articles/11462734-track-and-manage-expenses
collection: "Time & expense tracking"
updated: 2026-07-13
language: en
alternates: [fr]
---

# Track and manage expenses

Track, categorize, and manage your project or business expenses with ease.

You can log and categorize your business spending, and bill any project-related costs back to clients. Whether you're tracking what you've paid on behalf of a client or managing internal costs, everything stays in organized in one place.

## Where to find expenses

Go to **More** in the left sidebar, then click **Expenses**.

### What you can do with expenses

-   Log expenses with receipts, amounts, and VAT
    
-   Mark expenses as billable so they can be added to a client invoice
    
-   Link expenses to projects and companies
    
-   Track internal costs by category, tag, and internal members
    
-   Set up recurring expenses for predictable ongoing costs
    
-   Filter and organize by status, date, project, or category
    

# Create a new expense

1.  Click **New Expense**
    
2.  Fill in the details
    
3.  Click **More fields** to access additional options.
    

## Set up a recurring expense

For expenses that repeat on a schedule, you can add a recurrence directly on the expense.

When creating an expense, click the **recurrence icon** (↺) next to the **Payment** date field and configure the schedule. The expense will appear under the **Recurring** group in your expenses list.

![](https://staticfiles.gleap.io/helpcenter/6a4bcc4e8b024171cc9027af/20260709133121_5174.png)

## Create an expense from a project

1.  Open the project
    
2.  Click **+** → **Expense**
    
3.  Fill in the details and make sure **Billable** is toggled on
    

![](https://staticfiles.gleap.io/helpcenter/6a4bcc4e8b024171cc9027af/20260709133121_5343.gif)

Expenses created from a project are automatically linked to it, making them ready to bill back to your client.

[Learn how to bill back expenses on an invoice →](https://support.hubflo.com/en/articles/15362661-bill-back-expenses-to-a-client.md)

# Organize and filter expenses

Expenses are automatically grouped by status in the sidebar:

-   **To Validate**: logged but not yet approved
    
-   **To Pay**: approved and awaiting payment
    
-   **Paid**: settled expenses
    
-   **Recurring**: expenses that repeat on a schedule
    

![](https://staticfiles.gleap.io/helpcenter/6a4bcc4e8b024171cc9027af/20260709133121_9005.png)

Use the filters at the top right to narrow your view by date, category, or project. Use **More filters** for advanced filters including tags, internal members, company, recurring expenses, and whether a receipt has been uploaded.

# Export expenses

Click the **gear icon ⚙️** next to the **New Expense** button to export the current view:

-   **Export expenses (CSV)**: download a spreadsheet of all expenses in the current view
    
-   **Export receipts (ZIP)**: download all uploaded receipts as a ZIP file