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Expenses

Expenses claimed, approved and billed back — without the spreadsheet

Claims with receipts, line-by-line review, payout through a pay run, the payroll export or by hand — and every approved item lands where it belongs: on the client's invoice, in the cost of that account, or in overhead.

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app.aspirepro.io/finance/expenses
An AspirePro expense claim with receipt thumbnails, categories and per-line approval
On this page

Expense management software captures money spent on the business — usually out of someone's own pocket — and moves it through approval to reimbursement. In a services firm it has a second job most tools ignore: deciding whether that spend belongs to a client. AspirePro routes approved expenses to the client invoice as a billable pass-through, to that client's direct costs, or to overhead.

Line by line

Approve four items, question one

A reviewer can approve most of a claim and send one line back with a reason, instead of bouncing the whole claim.

Billable

Straight onto the client's invoice

Mark an item billable and link it to a client, and it appears on their next invoice as a real line.

Standalone

No accounting integration required

Reimbursements work with no ledger connected; QuickBooks mirroring is an option, not a prerequisite.

Logging

A phone and ten seconds

Amount, date, category, a note, and a receipt dropped in. Link it to the client, project or ticket it belongs to if it is billable. Mileage is its own entry type, so nobody is converting miles to dollars in their head.

  • Receipt upload with the expense, not emailed separately
  • Expense or mileage, with your own category list
  • Optional link to a company, project or ticket for billable spend
  • Items collect into a monthly claim you submit when you are ready
app.aspirepro.io/finance/expenses
The new expense dialog with amount, date, category, description, related record and receipt drop area
Review

Review that respects the reviewer

A submitted claim shows the total, the item count, and every line with its date, category, description, what it links to, whether it is billable, and the amount. Approve the claim, or approve some items and reject others with a reason — the submitter sees exactly what happened and why.

  • Per-item approve and reject with a stated reason
  • Partially rejected claims come back with only the disputed lines open
  • Receipts viewable inline while reviewing
  • Every decision audit-logged against the person who made it
An expense claim showing total, item count, and individual expense lines with billable flags and approval status
Review that respects the reviewer
The queue

A queue finance can actually clear

Submitted, partially rejected, approved and reimbursed as tabs, with who submitted what and when. Approve, then mark reimbursed — through a pay run or the payroll export when you pay people that way, or manually when you do not.

  • One queue across everyone, filtered by state
  • Reimburse through a pay run or the HR payroll export, or record it manually
  • Approved items become real expense records the moment they are approved
app.aspirepro.io/finance/expenses
The reimbursements queue showing submitted claims by person with item counts, totals and review actions
The ledger

All spend in one place, whoever paid for it

Approved reimbursements and — when QuickBooks is connected — vendor purchases and bills land in one expense ledger with vendor, category, document number and whether the item was billable. This is where the direct-cost half of client profitability comes from.

  • Reimbursed staff spend and vendor spend in one view
  • Filter by vendor, category, type, source and date; export to CSV
  • Billable items marked and attributed to the client they belong to
app.aspirepro.io/finance/expenses
The expenses ledger listing spend by date, vendor, category and amount with billable indicators
Vendors

What you actually spend with each vendor

Every vendor with the last twelve months of spend, expense count and balance — mirrored from your ledger. It is the list you want open before renewing a tool or renegotiating a subcontractor.

  • Last-twelve-month spend and expense count per vendor
  • Mirrored from QuickBooks where connected
  • Vendor spend feeds overhead and, where tagged, client costs
The vendors list showing trailing twelve month spend, expense counts and balances per vendor
Vendors, and what you actually spend w
How it works

From receipt to reimbursed

1

Log it

Someone adds the expense with a receipt, and links it to a client if it is billable.

2

Submit the claim

Items collect into a claim for the month; submitting sends it to the review queue.

3

Review line by line

Approve, or approve some and send others back with a reason. Approval creates the real expense record.

4

Pay back and attribute

Pay through the payroll export or by hand; billable items pass through to the invoice, the rest count as costs.

Connected

What Expenses connects to

Nothing here is a standalone tool — each of these reads the same clients, people and permissions.

Billing & InvoicingBillable expenses pass through onto the client invoice as their own lines.ProfitabilityApproved expenses are the direct-cost side of every client margin figure.HRReimbursements can be paid out through the HR payroll export with the pay run.IntegrationsQuickBooks mirrors vendors and bills in, and can take reimbursements back as bills.
Questions

Frequently asked questions

What is expense management software?
It captures business spending — usually paid personally by a team member — and moves it through approval to reimbursement, keeping the receipt and the reason with the record. For services firms it also has to decide whether spend belongs to a client, since that determines both what gets invoiced and what a client relationship really cost.
Do I need an accounting integration to use it?
No. Reimbursements work standalone: staff log expenses, reviewers approve them, finance marks them paid, and approved items become real expense records that feed client direct costs or overhead. Connecting QuickBooks adds vendor spend mirroring and optional write-back, but nothing depends on it.
Can a reviewer approve part of a claim?
Yes — approval is per item. A reviewer can approve most lines and reject one with a stated reason, and the claim returns to the submitter as partially rejected with only the disputed items open. It avoids the all-or-nothing bounce that makes expense processes miserable.
How do billable expenses reach the client?
Mark the item billable and link it to the client, project or ticket it belongs to. Once approved it becomes available as an invoice line, so the pass-through happens without anyone re-entering it.
How are people actually reimbursed?
Through a pay run, where approved claims are added to each person's statement and marked reimbursed when the run is paid; through the HR payroll export; or manually recorded when you pay another way. Both mark the claim reimbursed and leave an audit trail.
Does it handle mileage?
Yes — mileage is its own entry type with its own rate, so nobody is converting distance to dollars by hand.
Documentation

Read the documentation

The full how-to for this module, written for the people who use it every day.

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