If you're a savvy solopreneur, you’ve probably encountered this classic freelance moment: You’re picking up a few supplies for a client project, they’ve approved the spend, and you tell yourself you’ll log the receipt later. Then “later” becomes “where did I put that receipt from last month?” and next thing you know, you're eating the cost of three poster prints, a software license, and an oat milk latte you swear was for the client.
Managing reimbursable expenses doesn’t have to be this chaotic. With a few simple strategies — and the right tools and online payment methods — you can keep your records straight, stay stress-free come tax time, and (most importantly) get paid back for what you’re owed.
Let’s break it down.
If it’s not something the client asked for (or approved), it’s probably not reimbursable.
Let’s start here, because not everything you spend on your freelance business is billable to a client.
Reimbursable expenses are out-of-pocket costs incurred specifically for a client project that the client agrees to pay back. Think:
Agreement now means fewer headaches and awkward conversations later.
This isn’t just a nice-to-have. It’s a must.
Before you spend a single dollar on a client’s behalf, include a clause in your contract (or at least your email) that outlines what’s reimbursable and what’s not. Set a limit. Ask for written approval for anything above a certain threshold.
Moxie makes this easy with editable, legally vetted contracts you can send before you ever hit the checkout button.
Real-time tracking keeps you from forgetting the little stuff that adds up fast.
Waiting until the end of the month to gather receipts is a recipe for missed items and personal bank account regret.
Instead, track reimbursable expenses as you go. That might mean taking a quick phone pic of a receipt, jotting a note in your Moxie workspace, or tagging the expense in your accounting software.
Use Moxie to keep expenses organized and integrated with your workflow.
A sticky note on your monitor doesn’t count as a system.
If you're using Moxie, you already have a built-in way to manage reimbursables inside your project and invoicing workflows. You can:
That means no manual tallying, no spreadsheet gymnastics, and no forgotten expenses.
Clear, itemized invoices make reimbursements a no-brainer.
Don’t bury reimbursable expenses in a single lump sum labeled “misc.” That can lead to client confusion (and potential disputes).
Instead, list each reimbursable expense as a separate line item on the invoice. Include the date, a description, and any attached receipts.
For example:
Clients appreciate transparency. You appreciate getting paid faster.
If it’s not documented, it didn’t happen. Keep a digital paper trail.
Even if your client seems totally chill, keep backup receipts and documentation for your own records. Why?
Because clients change teams. Finance departments ask questions. And if you get audited, “I think I had a receipt somewhere?” won’t cut it.
Scan or snap receipts and store them in your Moxie file library or your go-to cloud storage. For even easier organization, name files with a consistent naming convention, like “ClientName_ExpenseType_Date”.
Monthly reviews help you spot missed reimbursements before they go stale.
The danger with reimbursables is they can sneak past you. A few bucks here, a client lunch there…until you’re sitting on $800 in unpaid expenses you forgot to invoice.
Set a recurring time each month to review your active projects and reconcile reimbursable expenses. Ask yourself:
Treat this like a mini financial check-in for your business.
Reimbursable expenses are part of doing business as a freelancer — but they shouldn’t come at the cost of your profits or peace of mind.
With a little preparation, clear client communication, and the right tools (ahem, Moxie), you can stay organized and ensure you’re getting paid back for what you’ve fronted.
So next time you find yourself at Office Depot picking up a pack of glossy presentation paper for a client pitch, remember: log it, tag it, and add it to the invoice.
Ready to get reimbursables under control? Moxie’s smart invoicing and project management tools were made for solopreneurs like you. Try it free and keep your business running smoothly — receipts and all.
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