What Is a Good Way to Track Expenses Reimbursable by Clients?
A good way to track expenses reimbursable by clients is to have professionals record each expense with a receipt photo, client and project, mark it as reimbursable, approve it according to value and include approved expenses in the client's billing.
In Jestor, expenses are linked to clients, and the Image Reader (OCR) reads receipts to reduce typing.
Why are reimbursable expenses often lost?
Travel, fees and other costs paid on behalf of clients are recorded late or not at all. Receipts are lost.
When billing is prepared, reimbursable expenses are forgotten, and the firm absorbs the cost.
Clients may also question expenses without receipts.
What problems does expense tracking solve?
- Reimbursable expenses never billed
- Lost receipts
- Expenses approved without control
- Disputes with clients about charges
- Late reimbursement to professionals
How does an approval workflow with value limits work for expenses?
Small expenses can be approved by the project lead, while larger ones need a partner. Each approval is recorded on the expense.
This keeps control without slowing routine reimbursements.
How do I track reimbursable expenses in Jestor?
- Create an expense form with client, project, amount, category and receipt photo.
- Use OCR to extract amount and date from the receipt.
- Mark expenses as reimbursable or internal.
- Approve according to value limits.
- Send approved reimbursable expenses to billing in Omie or Conta Azul.
| Expense status | Next step |
|---|---|
| Submitted | Approval |
| Approved | Include in client billing |
| Billed | Wait for payment |
| Rejected | Inform the professional |
Why use Jestor for reimbursable expenses?
- Mobile receipts: expenses recorded on the spot.
- OCR: receipt data extracted automatically.
- Approvals with limits: hierarchy and value thresholds.
- ERP integration: billing and reimbursements processed in the ERP.
What else helps you track expenses reimbursable by clients?
- Recording expenses by client also helps evaluate engagement profitability, since some clients generate more costs than expected.
- Clear expense policies help everyone. Publishing which expenses are reimbursable, and what receipts are required, reduces rejected submissions and questions to finance.
- Clients also benefit from clear rules agreed in the engagement letter.
This is how you track expenses reimbursable by clients and recover every cost.
Frequently Asked Questions
Can receipts be read automatically?
Yes. The Image Reader (OCR) extracts data from receipt images.
Can approvals depend on the amount?
Yes. Approval flows route by value; see jestor.com.
Does Jestor issue the client invoice?
No. Invoices are issued in your ERP with the approved expenses.
Get to know Jestor
With Jestor, you can automate workflows, connect teams, and build internal systems your way — all without code and powered by AI.
Discover Jestor at jestor.com and see how to take your company's operations to a new level of efficiency and control.