Scan receipts with AI
Click Scan receipt with AI and choose a photo of a paper receipt, a screenshot of an online order or an emailed bill. The AI receipt scanner reads the vendor, date, total and currency and suggests a category, so all you do is check the amount and press Add. Typed an expense yourself? Pick category with AI sorts it into the right category from the description. The photo is processed by our AI provider and not stored; your expense list itself stays in your browser.
Why freelancers should track every expense
Each legitimate business expense reduces your taxable profit, and for self-employed people that cuts both income tax and self-employment tax. A $50 monthly software subscription you forget to record is $600 of deductions lost each year. Tracking expenses as they happen – not in a panic at tax time – also shows you where your money goes and whether your prices leave enough profit.
Add each expense with its date, a clear description, a category and the amount. The tracker totals your spending by month and category, and the profit & loss panel compares it with the invoices you've marked as paid and the receipts you've saved in My documents.
Common deductible expense categories
The categories in this tracker follow the main lines of the US IRS Schedule C, which most sole proprietors and single-member LLCs file. Other countries use similar groupings.
| Category | Typical examples |
|---|---|
| Advertising | Online ads, business cards, sponsored posts, website hosting for marketing |
| Software & subscriptions | Design tools, accounting software, cloud storage, domain names |
| Equipment | Laptop, camera, tools – larger items may need to be depreciated |
| Office supplies | Paper, printer ink, postage, small items used up within a year |
| Professional services | Accountant, lawyer, bookkeeper, subcontractors |
| Vehicle & mileage | Business miles at the standard mileage rate, or actual costs |
| Travel & meals | Flights and hotels for business trips; business meals are usually only 50% deductible |
| Rent, utilities & insurance | Office or co-working rent, business phone and internet, liability insurance |
Rules on what is deductible, how much, and when differ by country and change over time. Use this tracker to keep good records, and check with a tax professional before you file.
Keep the receipts
A list of expenses is not proof on its own. Tax authorities expect you to keep receipts, invoices or bank records showing what you bought, when, from whom and how much you paid. In the US the IRS generally asks you to keep records for at least three years after you file. A simple system that works:
- Photograph paper receipts on the day you get them and store them in a folder per month.
- Use the note field to record where the receipt is saved or the business purpose ("lunch with client about Q3 project").
- Use a separate bank account or card for business so personal spending doesn't get mixed in.
- Export a CSV each month and keep it with your receipts – your accountant can import it directly.
Know your real profit
Revenue isn't what you keep. The profit & loss panel subtracts your expenses from the income you've actually been paid for this month, this year or all time, and shows your profit margin. If your margin is shrinking, compare your prices with the profit margin calculator. Log business driving with the mileage calculator, and use your yearly profit to estimate what to set aside with the self-employment tax calculator.
Example
Say you were paid $4,000 in invoices this month and spent $300 on software, $450 on co-working rent and $250 on travel. Expenses total $1,000, so your profit is $3,000 and your margin is 75%. That $3,000 – not the $4,000 you invoiced – is the figure your income tax and self-employment tax are based on.
Private by design
Your expenses are stored only in your browser on this device – nothing is uploaded and there is no account. That also means they don't sync between devices and disappear if you clear your browser data, so export a CSV regularly.
Frequently asked questions
Can it scan receipts?
Yes. The built-in AI receipt scanner reads a photo or screenshot of a receipt and fills in the vendor, date, amount, currency and category. Always check the amount before you add it.
What business expenses can I deduct?
Generally, costs that are ordinary and necessary for your business – software, equipment, advertising, professional fees, business travel, a share of phone and internet, and business mileage. Rules vary by country, so check with a tax professional.
How is profit calculated?
Income is the total of invoices you've marked as paid plus receipts saved in My documents in the selected currency and period. Profit is income minus expenses in the same currency, and margin is profit divided by income.
Can I track expenses in different currencies?
Yes. Each expense keeps its own currency and totals are shown per currency. Amounts are not converted, so the profit & loss panel only compares income and expenses in the currency you select.
Where is my expense data stored?
Only in your browser's local storage on this device. Nothing is sent to a server. Export a CSV to back it up, share it with your accountant or move it to another device.
