Track expenses before they add up
Track, approve, and reimburse team expenses effortlessly. With receipt uploads, approval workflows, and automatic categorization.
Track, approve, and reimburse team expenses effortlessly. With receipt uploads, approval workflows, and automatic categorization.
Track expenses before they add up
Track, approve, and reimburse team expenses effortlessly. With receipt uploads, approval workflows, and automatic categorization.
1-Klick
Receipt Upload
100%
Transparency
Auto
Approval
Export
How Expense Management Works
From receipt to reimbursement in just a few clicks
Submit Expense
Team members submit expenses directly in the system. Upload receipts, select categories, and assign to projects.
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Photo or PDF receipt upload
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Automatic category suggestions
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Project and client assignment
Team members submit expenses directly in the system. Upload receipts, select categories, and assign to projects.
Submit Expense
Team members submit expenses directly in the system. Upload receipts, select categories, and assign to projects.
Manager Approval
Managers receive notifications and can approve or reject expenses with context and comments.
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Automatic approval notifications
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Budget limits and policies
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Multi-level approval chains
Managers receive notifications and can approve or reject expenses with context and comments.
Manager Approval
Managers receive notifications and can approve or reject expenses with context and comments.
Reimbursement & Reports
Approved expenses are tracked for reimbursement. Export reports for accounting and tax purposes.
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Reimbursement tracking
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Monthly and quarterly reports
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CSV and PDF export for accounting
Approved expenses are tracked for reimbursement. Export reports for accounting and tax purposes.
Reimbursement & Reports
Approved expenses are tracked for reimbursement. Export reports for accounting and tax purposes.
Everything for Expense Management
Professional features for transparent expense tracking
Receipt Upload
Upload receipts as photos or PDFs. All documents stored securely and linked to expenses.
Approval Workflow
Multi-level approval processes with automatic notifications and configurable policies.
Categories & Tags
Organize expenses with custom categories, tags, and tax rate assignments.
Reports & Analytics
Detailed expense reports by category, project, team member, and time period.
Reimbursement Tracking
Track reimbursement status from approval to payment. Never lose track of outstanding amounts.
Project Assignment
Assign expenses to projects and clients for accurate project costing and billing.
Why Digital Expense Management
No more lost receipts and manual spreadsheets. Automate your expense tracking.
Save Time
Submit and approve expenses in seconds. No more paper forms or email chains.
Full Transparency
Every expense tracked, categorized, and linked to projects. Real-time budget overview.
Tax-Ready Reports
Export expense reports with receipts for accounting and tax filing. Always audit-ready.
A Closer Look at Expense Management
The features that make expense tracking seamless.
Bill expenses straight to your client
Approved expenses turn into a line item on the customer invoice with a single click — receipt attached. No copy-paste, no forgotten line items.
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Per expense: billable yes/no toggle
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Markup configurable per category
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Receipt attached to the invoice
Approved expenses turn into a line item on the customer invoice with a single click — receipt attached. No copy-paste, no forgotten line items.
Bill expenses straight to your client
Approved expenses turn into a line item on the customer invoice with a single click — receipt attached. No copy-paste, no forgotten line items.
Connected to the project budget
Every expense reduces the project budget in real time. Your team sees how much is left while logging — no surprises at month-end.
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Live budget hint while creating an expense
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Warning when threshold is crossed
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Per-project & per-client breakdown
Every expense reduces the project budget in real time. Your team sees how much is left while logging — no surprises at month-end.
Connected to the project budget
Every expense reduces the project budget in real time. Your team sees how much is left while logging — no surprises at month-end.
What expenses do beyond the list
Four areas where expenses in Zen-Work go further than a receipt archive.
Who submitted, who approved, when reimbursed? Every action is captured in the audit log — review-ready.
Per-receipt audit trail
Who submitted, who approved, when reimbursed? Every action is captured in the audit log — review-ready.
Expenses below a defined amount are auto-approved by automation — saves manager time on small items.
Auto-approval below a threshold
Expenses below a defined amount are auto-approved by automation — saves manager time on small items.
Which category is growing, which client drives which cost? Analytics shows the trend per quarter.
Expense trends in analytics
Which category is growing, which client drives which cost? Analytics shows the trend per quarter.
Billable expenses surface with their receipt inside the customer portal — full transparency for the client.
Visible in the customer portal
Billable expenses surface with their receipt inside the customer portal — full transparency for the client.
Perfect for Every Team
Whether freelancer or growing company – digital expense management saves time and money.
Small Businesses
Keep track of all business expenses without complex accounting software.
Agencies & Consultancies
Track project-related expenses and bill them back to clients accurately.
Remote Teams
Manage expenses across locations. Digital receipts and approvals – no paper needed.
Zen-Work vs. spreadsheet & manual reimbursement
What changes when expenses no longer live in a worksheet and an inbox.
Ready for Effortless Expense Tracking?
Start free and streamline your expense management today.