Entries, Categories, & Reports

Adding an Expense Entry

To add an expense entry, click “Add new” on the project against which you want to log the expense and then select “Add expense”.

You will then be presented with the expense entry form.  Simply write any notes about the expense (this will show in the history section of the project), indicate the amount of money spent, the category of the expense (this will be used in a variety of reports), indicate whether or not this expense should be billed to the client, and ensure that the date is correct (it will default to the current date, but you can backdate entries if you wish).  Hit save and you’re done!

When you look at the “History” tab of your project record you’ll see your new entry appear.

Expense Categories

Expense categories are a way to understand how you’re spending the expenses you log against projects.  This information is useful for quoting projects more accurately (see Smart Estimates in Key Expense Reports), calculating your profit and loss, and finding opportunities to cut costs.  The following are examples of the expense categories you might find the account of a graphic designer:


Expense categories can be added to your account from the “Project” section in settings or while adding an expense entry.

Key Expense Reports

The two primary reports focused on time are Smart Estimates and Profit & Loss.

Smart Estimates are a tool to help you stop under-quoting jobs.  Rather than guessing as to how long a job will take you and how many expenses you’ll incur for a given project, Smart Estimates shows you the average time & expenses incurred, by category, for a given project type.  The following is an example Smart Estimates report for a graphic designer:


The Profit & Loss report shows your profitability over time by project type.  It also shows your total client payments, expenses, and profit (as well as a breakdown by project type).

Smart time tracking for freelancers.

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