Scan the receipt. See what the job cost.
Scan a receipt and AI fills in the vendor, amount, line items and tax. Check it, link the project and save.
14-day free trial. Card required. After the trial: from $29/month. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.
Request a demo- 01
- Photo, PDF or HEIC, or shared from your iPhone.
- 02
- Filter by expense type to see where money went.
- 03
- Each cost counted against its job and in your books.
What is expense management software?
Expense management software records what a business spends and keeps the receipt with each cost. In Workspace369 AI reads the receipt into an expense you check, link to a project and post to your books, from the Specialist plan.
Reviewed October 21, 2026 by the Workspace369 Product Team. Availability can vary by plan, region, and workspace configuration.
Read the finance workflow documentationWatch · 1:25
Track your expenses in Workspace369
Track your expenses in Workspace369: scan a receipt and let AI fill it in, link costs to projects, filter by type, and see your net income in Accounting.
Read the transcript and chapter guide →Recorded in a demonstration workspace. Check current plans and settings for availability.
Drop in the receipt. Check what AI filled in.
Choose Scan invoice/receipt and pick a photo or PDF. Nothing is saved until you look it over. Each scan uses your plan's monthly AI usage.
- 01
AI fills in the details
Vendor, amount, date and description, plus one of your expense types when one fits. When it isn't sure, the form says so.
- 02
Line items and tax come with it
Each receipt line becomes a line item with quantity and unit price; tax gets its own field. If the lines don't add up, the form says so.
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Link the project, keep the receipt
Pick the project and, with accounting on, the account. The scanned file is already attached.
What did software cost this month?
Pick an expense type and its total sits beside the filter. Costs with no project? Select them and link them in one go.
- Your own expense types, added from the form
- Export expense records from Settings for your accountant
- FigmaOct 21Brand identity$45.00
- Stock artOct 21Brand identity$120.00
Sample data. Pick a type to filter the list.
One expense, in the books and on the job.
With accounting on, saving it posts a journal entry. Linked to a project, it counts as a direct cost of that job.
A photo, PDF or HEIC file, or a receipt shared from the iPhone share sheet.
Checked and saved, with the receipt attached.
Saving creates the entry against the expense's account and your cash account. It waits for review unless review is off.
Linked expenses count as direct costs of the job, next to tracked time.
Expenses start at Specialist.
Expenses, receipt scan and project profitability come with Specialist, with basic accounting. Commander adds full accounting, manual journal entries and vendor bills.
Compare plans- Expense trackingSpecialist and up
- Project profitabilitySpecialist and up
- AccountingSpecialist and upBasicFull
- Accounts payable & vendor billsCommander and up
Read from the current plan comparison.
Expenses questions
Can Workspace369 read a receipt for me?
Yes. Choose Scan invoice/receipt and upload a photo, PDF or HEIC file. AI fills in the name, amount, date, description, line items and tax, and tells you when it is unsure of the scan. You review the form before saving. Each scan uses your plan's monthly AI usage.
Can I add a receipt from my iPhone?
Yes. Share the receipt to Workspace369 from the iPhone share sheet and choose to create an expense. AI reads it and prefills the expense for you.
Can I track expenses by project?
Yes. Link an expense to a project from the form, or select several in the list and choose Link to Project. Linked expenses count as direct costs in the Job Profitability report.
Do expenses go into my accounting?
Yes, once accounting is set up. Saving an expense creates a journal entry against the expense's account and your cash account. New entries wait for review unless you turn off Require review before posting in Accounting Settings.
Can I bill an expense back to a client?
No. Expenses are linked to a project and count in its profitability, but they aren't marked billable or added to invoices. To pass a cost on to a client, add it as a line on their invoice.
Which plan includes expenses?
Expense tracking and receipt capture start at Specialist ($149/month), along with project and customer profitability. Manual journal entries, the review queue and vendor bills come with Commander.
Recent updates
All release notes- Text new leads and missed callers your booking link, and save from the top barWorkflows can now text a lead or a missed caller your booking page link, and the full-page task and accounting create screens save from a top bar.
- June 2026: fine-grained team access, receipt scanning and notes that work like documentsLimit teammates to their own clients, bill tracked time in one step, scan receipts into expenses, and write notes with rich text, sharing and AI.
Scan your first receipt into a project.
Expenses start on Specialist: scan a receipt, link it to the job and see the margin.
14-day free trial. Card required. After the trial: from $29/month. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.
See pricing