Use cases
Every kind of cost, in one place.
From a $12 domain to a $1,800 laptop — categorized, receipted, and ready to bill back when it's billable.
Log every cost, keep the receipt, bill it back — some of it without typing a thing.
Add Expense
Title
Amount
Currency
Date
Category
Expense preview
Expense title
Vendor
$0.00
—
No receipt yet
PineBill keeps your business costs in one working list — capture an expense by hand, or drop in a receipt and let AI fill it out for you. Every cost gets a category and, when you want it, a receipt, a customer and an invoice link. Filter and export exactly what your accountant needs, and when a cost is billable, turn it into an invoice line item in a click.
Capture in seconds
Title, amount, currency, date and a category to start — then optional vendor, payment method and notes. Nine categories, from Software to Taxes / Fees.
Receipts attached
Drag in one image or PDF up to 5MB. A Missing Receipts card keeps count of every expense still without one, so nothing slips through at tax time.
Linked to your work
Connect a cost to a customer or an existing invoice. Pick the customer first and the invoice picker narrows to just their invoices.
Totals & analytics
This Month, This Year and Top Category at a glance, plus spending charts by day, week, month, quarter or year in Analytics.
Keep a clean, filterable record of every cost — and when one's billable, turn it into an invoice without re-keying a thing.
Pick one expense or a whole selection and convert. PineBill opens a draft invoice with each expense as a line item, ready for you to review and send.
Expenses
3 this tripClient dinner
Meals
$85.00
Taxi to airport
Travel
$42.00
Figma subscription
Software
$180.00
Select expenses to bill back
Every expense in one list, with month and year totals up top. Narrow it down however you need, then export exactly what you filtered.
Expenses
Export CSVThis Month
$2,480
This Year
$18,320
Top Category
Software
Missing Receipts
2
Taxi to airport
$42.00
Client dinner
$85.00
Train — client site
$56.00
Figma subscription
$180.00
Hotel — 2 nights
$260.00
5 expenses
Upload a receipt and let AI fill in the expense — then check it over and save.
Drop in a photo or a PDF and PineBill's AI pulls out the title, amount, currency, date, category, vendor and payment method — plus line items and tax for your review. It's a head start, not a black box: every field stays editable before you save.
Extract from Receipt
2.5 creditsBlue Bottle Coffee
123 Market St · Jul 18, 2026
Pour-over
$5.50
Almond croissant
$4.80
Cold brew ×2
$11.00
Tax
$3.50
TOTAL
$24.80
Extracted details
Vendor
Amount
Date
Category
Five ways teams keep costs in order with PineBill — and the category each one leans on.
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Everything about tracking expenses in PineBill. Can't find what you're after? Reach out to our team.
Yes. Click Extract from Receipt, drop in a photo or PDF, and PineBill's AI reads it and pre-fills the expense form — title, amount, currency, date, category, vendor and payment method, plus line items and tax for review.
No. The AI only pre-fills the form — every field stays editable before you save. You'll also see the detected document type, a confidence score for each field, and any warnings, so you know exactly what to double-check. The uploaded receipt is attached to the expense when you save it.
Yes. Use Convert to Invoice on one expense or a whole selection — PineBill opens a draft invoice with each expense as a line item. If the expenses share a customer, that customer is pre-selected, and amounts in another currency are converted to your organization currency first. Once you create the invoice, the expenses are linked to it.
Images — PNG, JPG, JPEG, WebP or GIF — and PDF files, up to 5MB each. Each expense holds one receipt. Digital PDF receipts tend to give the AI the cleanest read; for photos, a clear, well-lit shot of the whole receipt works best.
Nine: Software, Office, Travel, Meals, Marketing, Equipment, Contractors, Taxes / Fees, and Other. When you scan a receipt the AI picks the closest one automatically, and you can change it before saving if it doesn't match.
Yes. Export CSV downloads the current filtered list, so you can narrow by date range, category or receipt status first and get exactly the period you need. The file includes the date, title, vendor, category, amount and currency, the converted amount, payment method, customer, invoice number, notes and the receipt file name.
PineBill keeps the original currency and amount, and also stores a converted amount in your organization currency for summaries, analytics and invoice drafts. That's why a converted figure can look a little different from what you typed — the original is never lost.
No. Deleting an expense permanently removes both the expense and its attached receipt, and it can't be undone. Owners and admins can delete any expense and can remove several at once; members can't delete expenses.
Owners and admins can view, create, edit, delete and export any expense. Members can view all expenses and create their own, and edit the ones they created — but they can't delete or export. It keeps everyone contributing costs while control of the record stays with owners and admins.