Expenses

Track your costs — from monthly subscriptions to one-time purchases — and see how they impact your project budgets in real time.

Two types of expenses

WorkWiz organises expenses into two distinct types so that recurring costs and capital purchases are tracked correctly and never mixed up.

Adding an expense

You can add expenses from /expenses by clicking Add expense. Fill in the form fields relevant to the expense type you select.

• 1
  Enter a nameGive the expense a clear, descriptive name — for example "Figma subscription" or "MacBook Pro M4".
• 2
  Choose a typeSelect Recurring for ongoing costs or Asset for a one-time purchase. Your choice determines which additional fields appear.
• 3
  Set the amountEnter the cost in your workspace currency. For recurring expenses this is the amount per interval; for assets it is the full purchase price.
• 4
  Configure type-specific fieldsFor Recurring: choose an interval (Daily, Weekly, Monthly, Quarterly, or Yearly) and set the next due date. For Asset: enter the useful life in months so WorkWiz can calculate monthly depreciation.
• 5
  Assign a category and projectPick a category (or create a new one) to keep your expenses organised. Optionally link the expense to a specific project for budget-vs-actual tracking.
• 6
  SaveClick Save expense. The expense appears in your list immediately and is counted toward your totals and any linked project budget.

Recurring expenses

Recurring expenses represent any cost that repeats on a regular schedule. WorkWiz supports five intervals:

• Daily — cost repeats every calendar day
• Weekly — cost repeats every seven days
• Monthly — cost repeats once a month (most common for SaaS subscriptions and retainers)
• Quarterly — cost repeats every three months
• Yearly — cost repeats once per year (annual licences, domain renewals, etc.)

Next due date

Each recurring expense has a next due date. WorkWiz uses this to show you what is coming up on your expenses dashboard and to flag overdue items. Update the next due date after each payment to keep the schedule accurate.

Active / inactive toggle

The active/inactive toggle lets you pause a recurring expense without deleting it. Inactive expenses remain in your records and history but are excluded from your active cost totals. This is useful for subscriptions you have paused, seasonal costs, or anything you want to revisit later.

Asset expenses & depreciation

Asset expenses are one-time purchases that provide value over a period longer than a single billing cycle — think hardware, cameras, specialist software purchased outright, or office equipment.

When you log an asset expense you provide two values:

• Purchase price — the full amount you paid
• Useful life in months — how long the asset will remain useful before it needs replacing

WorkWiz divides the purchase price by the useful life to calculate the monthly depreciation cost automatically. This lets you see the true monthly cost of your equipment alongside your recurring subscriptions, giving you a more accurate picture of your overheads.

Project linking

Any expense — recurring or asset — can be linked to one of your projects. Linked expenses feed directly into that project's budget tracking, so you can see actual spending versus your budget at a glance from the project detail page.

Use project linking whenever a cost is specific to a client engagement or deliverable. Common examples include:

• Stock photography or font licences purchased for a client project
• Third-party API costs billed per project (e.g. a mapping service for a specific app)
• Freelancer or contractor fees for a specific engagement
• Equipment rented for a shoot or event

Expenses not linked to a project are counted as general business overhead on your expenses dashboard.

Expense fields reference

The table below lists every field available on an expense record and which expense type each field applies to.