Capture enough detail for a useful review
Record the date, supplier, amount, currency and purpose of the expense. Attach the appropriate evidence and select the project or customer when the cost belongs to specific work. A brief explanation can prevent repeated questions later, particularly for travel or shared purchases. Decide which categories matter to finance and how staff should handle missing receipts or corrections.
Agree what can be charged to a client
An expense being recorded does not automatically make it billable. Check the contract, approval and agreed treatment before adding a cost to an invoice. Define who can mark an expense for rebilling and how a reviewer confirms the amount. If costs are exported to accounting software, reconcile the category and tax treatment there. Keep access proportionate: an employee may need to submit their own record without seeing every colleague's spending.