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Beebole’s expense tracking lets you record spending — travel, meals, mileage, equipment — against the projects and people it belongs to. Expenses are grouped into categories you define, can carry a billing markup, and appear in reports and budgets alongside tracked time.
Expense tracking is not included in every Beebole plan. If you don’t see expense features in your account, review your plan and add-ons on the Subscription page.

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How expenses work in Beebole

Expense tracking has two building blocks:
  • Expense types — The categories of spending your organization recognizes (Travel, Meals, Equipment, …). You create them once in Beebole’s settings.
  • Expense records — The individual entries: a date, a category, an amount or quantity, and an optional note. You log them on the Expenses panel of a person or a project.
Every expense record must be linked to at least a person or a project — it can be linked to both, so you know who incurred the expense and which project it is charged to.

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Creating expense types

1

Open the Expense Type settings

Click the button with your initials at the bottom of the sidebar, then go to Settings > Expense Type.
2

Add an expense type

Click Add Expense Type, enter a Name (e.g., “Travel”, “Meals”, “Mileage”), then click Add Expense Type again to confirm.
3

Configure the Details panel

In the expense type’s Details panel, check Currency if entries of this type are monetary amounts; leave it unchecked for quantity-based expenses such as kilometers or meals. Changes are saved automatically.
For currency-based expense types, two more settings appear in the Details panel:
SettingWhat it does
Billing markup in %The percentage applied to the expense amount when calculating the billed amount in reports. The billed amount is expense amount × markup / 100, so a markup of 100 bills the expense at cost.
Impacts budgetWhen enabled, expenses of this type count toward project budgets.

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Controlling who can use an expense type

Each expense type has a Who has access? panel where you assign it to specific people, tags, or projects — for example, mileage reimbursement for field staff only. The organization-wide default is the Show all expenses toggle in your organization’s Show or hide by default panel: when it’s on, every expense type is available unless you exclude it; when it’s off, an expense type is only available where you assign it. See Assignments for the full availability model.

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Logging expenses

You log expense records on the Expenses panel of a person or a project:
1

Open the person or project

Click People or Projects in the sidebar and select the person who incurred the expense or the project it is charged to.
2

Open the Expenses panel

In the detail panel, open the Expenses panel.
3

Add the expense

Click Add, then pick a category with Select expense category. Beebole creates the record, dated today, and saves it automatically.
4

Fill in the details

Adjust the Date, enter the Amount (for currency-based categories, with its own currency) or Quantity (for unit-based categories), link the Project — or the Person when you started from a project — and add an optional Note. Every change is saved automatically.
To remove an expense record, open it in the Expenses panel and click the trash button (Delete).
What a person can see and do in the Expenses panel depends on the Expense records permission of their role. See Roles and authorizations.

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Expenses in reports

To analyze spending, click Reports in the sidebar and add an Expense column to a report. You can group expense records by expense type, person, project, tag, or period, and filter them like any other report. Expense columns include Amount, Quantity, and Expense billing — the billed amount with the category’s markup applied (in the report matrix they appear as Expense amount and Expense quantity). See Reports for folders, charts, sharing, and exports. For expense types with Impacts budget enabled, expense amounts also count toward the project’s budget consumption, alongside time-based costs — track them in the Budget Status report described in Budgets.

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Related content

Budgets

Set billing, cost, and hours targets on projects and monitor consumption — including expenses.

Reports

Build, filter, and share reports on time and expense records.

Assignments

Control which expense types, projects, and absence types are available to each person.

Projects

Create the projects that expenses and budgets are tracked against.

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Frequently asked questions

No. Beebole’s approval workflow covers timesheets and time-off requests. Expense records are not submitted or approved — anyone with the Expense records permission can add and edit them directly.
Yes. Leave the Currency setting unchecked on the expense type, and Beebole records a Quantity instead of a monetary amount — useful for kilometers, meals, or any per-unit expense.
Each currency-based expense type has a Billing markup in % setting. In reports, the Expense billing column shows expense amount × markup / 100 — so a markup of 100 bills the expense at cost, and a markup of 120 adds 20%.
Yes. Use the expense type’s Who has access? panel in Beebole to assign it to specific people, tags, or projects, and the organization’s Show all expenses toggle to set the default for everyone else.
The default is your own currency setting; you can change it on the Amount field.