# Expense Tracking > Log every cost, keep the receipt, bill it back — some of it without typing a thing. 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. ## Recording expenses - **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. ## Track it, then bill it back Keep a clean, filterable record of every cost — and when one's billable, turn it into an invoice without re-keying a thing. ### Turn expenses into invoice line items 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. - Convert a single expense or several at once - Amounts in another currency convert to your organization currency first - A shared customer is pre-selected on the draft invoice - Converted expenses link to the new invoice once you create it ### Search, filter and export every cost Every expense in one list, with month and year totals up top. Narrow it down however you need, then export exactly what you filtered. - Search title, vendor and notes; filter by date range, category or receipt status - This Month, This Year, Top Category and Missing Receipts up top - Sort by date, title, vendor, category, amount or created date - Export the filtered list to CSV — amounts, currency, customer, invoice and more ## Scan a receipt, skip the typing 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. - An AI receipt scanner and expense extractor for receipts, bills and purchase invoices - Reads images — PNG, JPG, JPEG, WebP, GIF — and PDFs up to 5MB - Auto-classifies into one of nine categories; change it if it's off - Shows the document type, per-field confidence and any warnings - The receipt attaches to the expense the moment you save ## However the money goes out, track it Five ways teams keep costs in order with PineBill — and the category each one leans on. ### Freelancer — Software Track the subscriptions that keep you running — design tools, hosting, domains — with the receipt on each one and the category sorted for tax time. Example: Figma $15 + hosting $20 + domain $12 = $47/mo ### Agency — Contractors Log what a project costs to deliver — freelancers, stock, ad spend — then convert the billable ones straight onto the client's invoice. Example: $1,200 contractor + $300 ads → billed back ### Consultant — Travel Capture flights, hotels, taxis and client meals on the road, snap the receipt, and keep every cost linked to the customer it's for. Example: Flight $420 + hotel $260 + meals $85 = $765 ### E-commerce Business — Equipment Keep hardware, packaging and marketing costs categorized and receipted, so your margins and your accountant both add up. Example: Laptop $1,800 + ads $450 + supplies $120 ### Studio / Small Team — Taxes / Fees Record bank charges, accounting and government fees the whole team can see — members log their own, owners see everything. Example: Bank fees $40 + accounting $250 = $290 ## Frequently asked questions ### Can AI read my receipt and fill in the expense for me? 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. ### Do I have to accept whatever the AI extracts? 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. ### Can I bill an expense back to a client? 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. ### What files can I upload as a receipt? 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. ### What expense categories are there? 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. ### Can I export my expenses? 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. ### What happens to an expense in another currency? 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. ### Can I recover an expense I deleted? 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. ### Who on my team can add, edit or 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. ## Links - [Expense Tracking](https://www.pinebill.app/features/expenses): this page. - [Extract from Receipt](https://www.pinebill.app/docs/expenses/extract-from-receipt): how AI receipt scanning works. - [Pricing](https://www.pinebill.app/pricing): plans and pricing. - [Documentation](https://www.pinebill.app/docs/expenses): full expenses documentation. - [Sign up](https://www.pinebill.app/auth/signup): start a 7-day free trial, no credit card required.