Invoice Clients for Expenses
Complete guide to billing travel, meals, software, and business expenses. Upload all receipts at once—AI creates itemized expense invoice with originals attached.
Common Reimbursable Expenses
Travel Costs
- • Flights to client site
- • Hotels during client visits
- • Rental cars
- • Uber/Lyft to meetings
- • Parking & tolls
- • Mileage (IRS rate: $0.67/mile)
Business Expenses
- • Client dinners & meals
- • Software/SaaS for client project
- • Conference registrations
- • Equipment purchases
- • Printing & shipping
- • Professional services (legal, design)
Step-by-Step Guide
Upload Contract (Optional But Helpful)
If you have a client contract or SOW, upload it first. AI extracts client name, your name, and payment terms. Makes the expense invoice more complete.
Dump All Receipt Files
Upload everything at once—don't organize or sort:
- • Screenshot of Uber email receipt
- • Photo of restaurant bill
- • PDF from hotel booking
- • Screenshot of flight confirmation
- • Scanned parking garage ticket
Add Context (Optional)
Add a note: "Reimbursement for client trip October 3-5, 2025. Flight, hotel, meals, Ubers to meetings." Helps AI understand purpose.
Generate Invoice PDF
Click "Generate PDF". AI creates invoice with "Reimbursable Expenses" section listing each item (date, vendor, amount), plus all original receipts attached as pages 2-N. Total time: 10 seconds.
Example Expense Invoice
Consultant's client trip expenses:
| Date | Vendor | Purpose | Amount |
|---|---|---|---|
| Oct 3 | United Airlines | Flight to client | $856.00 |
| Oct 3-5 | Marriott | Hotel (2 nights) | $432.00 |
| Oct 4 | The Capital Grille | Client dinner | $127.00 |
| Oct 3-5 | Uber | Rides to meetings | $48.00 |
| Total Reimbursable Expenses: | $1,463.00 | ||
Plus: Pages 2-5 contain original receipts (flight confirmation, hotel invoice, restaurant bill, Uber receipts).
Invoice Your Client for Expenses
Upload receipts. Download invoice. Get reimbursed faster.
Create Expense Invoice