Costs lose the client relationship
Subscriptions, travel, purchases, and contractor costs are recorded without the project that created them.
Expense tracking software for freelancers who need to know what each client costs.
Workspace369 links each freelance expense and its receipt to the project it belongs to; expense tracking and receipt capture start on Specialist ($149 a month, 10 seats). The cost then counts in that project's profitability and, through the project, in what the client costs you.
14-day free trial. Card required. After the trial: from $29/month. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.
2 minutes: email, mobile number (code for US/Canada only), card. $0 for 14 days.
Clientcosts rolled up from their projects
Projectexpenses tied to delivery
Marginrevenue and costs viewed together
Expenses aren't added to invoices: to pass a cost on to a client, add it as a line on their invoice. On the native app for iPhone and iPad, with iPad in every orientation, you can share a receipt to Workspace369 to start an expense.
Key facts
Freelancer expense tracking at Workspace369 covers 10 areas, including expense records, receipt files, expense types.
The workflow runs in 4 steps, from "capture the cost" to "review the margin".
Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats and 12× Cadet usage at $299/mo.
Additional seats cost $10 each; full pricing is public on the Workspace369 pricing page.
An expense list does not explain the business
Project costs sit in a separate list
The expense is captured, but nobody connects it to the project when it is time to judge whether the work paid.
Profit is guessed from revenue
A paid invoice looks successful until software, labor, travel, products, and delivery costs are considered.
See the workspace your clients feel.
01
Every channel in one inbox
Email lands beside the client record on every plan; texts, calls and voicemail join it from Voyager, with AI call summaries from Specialist.
02
Client work, organized as projects
Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.
03
Proposals to paid invoices
Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.
04
A portal clients actually check
Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.
Track expenses as part of the client-work record
01
Capture the cost
Record the name, amount, date, expense type, description and receipt, or scan the receipt and check what AI filled in.
02
Connect the work
Link the expense to the project that produced it, so it counts toward that client's work.
03
Pass costs on yourself
Expenses aren't added to invoices. When the client agreed to cover a cost, add it as its own line on their invoice.
04
Review the margin
Compare revenue, expenses, project progress, receivables, and profitability without a spreadsheet merge.
Expense visibility beyond a receipt folder
- Workspace369 is designed for operational expense context, not only tax categorization.
- A tax-first solo business may still prefer a dedicated bookkeeping product and accountant workflow.
- The strongest fit is a freelancer who needs costs tied to projects, client profitability, and delivery decisions.
Expense records
Receipt files
Expense types
Project costs
Products
Invoices
Payments
Accounting
Reports
Profitability
What reviewers say about Workspace369.
★★★★★
SMB ModernizationGreat tool for modernizing small businesses. Ability to leverage AI without technical background.
★★★★★
True all-in-one systemIt beautifully combined my CRM, team calendar, and billing tools so I could finally stop paying for a bunch of separate software subscriptions
★★★★★
Best app for my construction businessGreat app. This app solved all my needs! Not only did it help, but it is cheaper than other apps. I highly recommend this app if you want to start organizing and automating your business on another level. Also love the design
Quoted exactly as written, in the reviewer’s own language. This is a selection of reviews, not all of them. Reviews from our own team are left out of the selection, but the overall rating includes their ratings.
See Workspace369 on your own client work.
Start a free trial or talk to sales — either way, you will see the whole loop: inbox, projects, portal, and billing. Start free trial Talk to sales
14-day free trial. Card required. After the trial: from $29/month. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.
What freelancers should know before choosing
Can Workspace369 track freelance expenses?
Yes. Workspace369 records expenses and receipts against projects, posts them to accounting, and counts them in project and customer profitability. Expense tracking, receipt capture, accounting and profitability reporting start on Specialist.
Can I bill an expense back to a client?
Not from the expense itself. 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.
Does Workspace369 replace tax software?
Workspace369 provides expense and accounting context for client-work operations. Tax filing and specialized tax advice may still require dedicated software or a qualified professional.
See where Workspace369 fits into your client-work flow.
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
14-day free trial. Card required. After the trial: from $29/month. Renews automatically every month until you cancel. Cancel anytime in Settings → Billing.
