MealsClient Reimbursable
Who was there?
optional
Platform · Expenses
Every receipt lands
Every receipt lands
where the money is
Photograph a receipt and Workroom reads it. Pick a category, add your markup, and the expense is ready to bill — sitting against the right project, with the detail that category actually needs.
Expenses
AllPendingSubmittedApprovedInvoicedPaid
+ Add expense
Total expenses$19,636.797 entries
Client reimbursable$9,353.72Billable to clients
Firm overhead$10,283.07Studio costs
Total billed$10,731.50Invoiced to clients
ProjectCategoryCostMarkupTotalStatus
Robin ResidencePrinting & Reprographics$2,500.00
56%$3,900.00Paid
Ashwood ResidenceSamples & Materials$255.00
30%$331.50Invoiced
Robin ResidenceTravel$6,500.00
—$6,500.00Paid
Ashwood ResidenceMeals$22.11
—$22.11Approved
Kessler ResidenceMileage · 38 mi$26.60
—$26.60Submitted
Trusted by the studios doing the work
1 photo
of a receipt is enough — Workroom reads the vendor, date, and amount off it
21
categories ready on day one — ten client-reimbursable, eleven firm overhead
3
types that behave differently: client reimbursable, firm overhead, purchase order
0
re-entry — an expense you invoice stays on the expense list, now marked invoiced
Capture
Shoot the receipt on the way to the car
Upload a photo or a PDF and Workroom reads it for you — vendor, date, amount. Then it asks only for what that category genuinely needs, and nothing it doesn't.
BURRITO BAR
West Hollywood, CA
BALANCE DUE$22.11
Client meeting, Ashwood Residence
Read from the receipt
VendorBurrito Bar
DateJul 2, 2026
Cost$22.11
CategoryMeals
Business purposeNeeds you
Workroom fills what it can read and asks for the rest. A meal without a business purpose isn't a record that survives an audit.
One form per kind of cost
A mileage log and a freight bill are not the same thing
So Workroom stops pretending they are. Pick a category and the form reshapes itself around it. Click a card to send it to the back, or choose a type below.
TravelClient Reimbursable
Flight / rail / car
mm/dd/yyyymm/dd/yyyy
MileageClient Reimbursable
StudioKessler Residence
38 mi
$0.70 / mile
$26.60
Samples & MaterialsClient Reimbursable
Primary bath4
Stark
$255.00 → $331.50
Shipping & FreightClient Reimbursable
Sunbelt Freight1Z99…
Dining table, crated
PO-101
Categories
Your categories, not a generic chart of accounts
Twenty-one categories ship ready. Turn off the ones you don't use, require a receipt on the ones you do, and add your own when the studio needs something we didn't think of.
Client reimbursable
- Travelreceipt
- Mealsreceipt
- Samples & Materialsreceipt
- Shipping & Freightreceipt
- Mileagereceipt
- Blueprintsreceipt
- Site Visitreceipt
- Photographyreceipt
- Permitting & Feesreceipt
- Customyours
Firm overhead
- Rent & Leasereceipt
- Utilitiesreceipt
- Software & Subscriptionsreceipt
- Insurancereceipt
- Payroll & Benefitsreceipt
- Office Suppliesreceipt
- Professional Servicesreceipt
- Marketing & Advertisingreceipt
- Bank & Merchant Feesoff
- Equipment & Hardwarereceipt
Two settings do a lot of work
A default markup percentage applies to client-reimbursable expenses so nobody has to remember it, and one mileage rate governs every trip the studio logs.
Default markup %30
Mileage rate (per mile)0.70
Cost → billed
The expense doesn't disappear when you invoice it
Log the cost
$255.00 to Stark for samples, against Ashwood Residence.
Apply the markup
The studio default of 30% lands automatically. Billed becomes $331.50.
Add it to an invoice
One click from the expense drawer. It joins the invoice as a billable line.
It stays on the list
Now marked invoiced and linked — so you can still see it, and still audit it.
Between appointments
Two minutes in the driveway, not Sunday night
The receipt gets photographed before it goes soft in a jacket pocket. Category, project, markup — done from the driver's seat, while you still remember what the samples were for.
Add expense · Step 2 of 3
Samples & Materials
Client Reimbursable
ProjectKessler Residence
VendorStark
Room / areaPrimary bath
Quantity4
Cost$255.00
Markup30%
Billed$331.50
Receipt attached — read automatically
"I used to lose two hundred dollars a month in receipts I never got round to entering. Now it's a photo in the car park and I'm done."
Tessa B. — Operations Lead, seven-person studio
Questions we hear
Expenses, specifically answered
Do I have to type the receipt in?
No. Upload a photo or PDF first and Workroom reads the vendor, date, and amount off it. You confirm the category and add anything only a human knows — like who a meal was for.
Can I add a category we invented ourselves?
Yes. Both groups take custom categories, and you decide per category whether a receipt is required before it can be submitted.
How does mileage work?
Log a start and end point and the distance between them. Your studio's rate is set once in settings and applied to every trip, so the billed amount is calculated rather than guessed.
What happens after I invoice an expense?
It stays on the expense list, marked invoiced and linked to the invoice it joined. Nothing is moved or hidden, so the list is still a complete record of what the project cost.
Can I keep studio costs out of project margin?
That's what the firm overhead type is for. Rent, software, and insurance are tracked without touching any project's profitability.
See the connected workflow
Run the project. See the real margin.
We'll show you a receipt becoming a billed line on an invoice — and where it lands in profitability afterwards.