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How to put expenses on a contractor invoice

Updated 21 July 2026 · Reviewed by Spainlink engineering

BillMyTime 2.0 adds expenses to the invoice. Alongside the billed hours, your approved and billable Clockify expenses (travel, software, hardware) come out as their own line items on the same standardized, tax-ready PDF, in the same currency, folded into the total. No separate spreadsheet, no second document to reconcile.

Important: you need Clockify Pro. Expenses and expense approvals are a paid Clockify feature: your workspace must be on the Clockify Pro plan (or higher). Without Pro, expenses can’t be approved. BillMyTime still bills the hours as usual, but expenses won’t appear on the invoice.

The steps below each come with a clip of the real screens. For the full setup-to-PDF flow, see how to generate an invoice with BillMyTime; for the reasoning behind approved-and-billable time, see how to turn Clockify timesheets into contractor invoices.

Before you start: expenses need to be available on your Clockify workspace plan and logged as billable, and a workspace admin enables expense billing in BillMyTime. Only expenses that are both approved and billable are included, the same rule the hours follow.

  1. Admin

    Turn on expenses for the workspace

    A one-time switch: an admin or owner enables expense billing for the workspace. Once it's on, approved and billable Clockify expenses start appearing on invoices across the workspace.

    • Set once at the workspace level: it applies to every contractor.
  2. Contractor

    Set up your details and generate the invoice with expenses

    Each contractor fills in their own details and generates the invoice, and in 2.0 that invoice now carries expenses. Here's a finished example: your approved, billable expenses sit alongside the billed hours on the same PDF, converted and totaled the same way. This is what your team receives.

    • Approved, billable expenses appear as their own line items, next to the hours.
    • Amounts are converted to the invoice currency using the European Central Bank's rate, the same as the hours.
    • Everything lands in the same standardized, tax-ready format and folds into the total.

Common questions

Which expenses end up on the invoice?
Only expenses that are both approved and billable in Clockify, the same rule the hours follow. Anything marked non-billable is left off automatically.
Do I need to switch anything on?
Expenses need to be available on your Clockify workspace plan and logged as billable, and a workspace admin enables expense billing in BillMyTime. After that, approved billable expenses show up on the next invoice.
What currency are expenses shown in?
The same currency as the rest of the invoice. An expense logged in another currency is converted at the European Central Bank's published rate for the period, exactly like the hours.