As a freelancer, every expense matters. Business costs are tax deductible, but only if you track them. Here's how to stay organized without spending hours on bookkeeping.
Why Freelancers Need Expense Tracking
- Tax deductions: Business expenses reduce taxable income
- Client billing: Reimburse expenses accurately
- Profitability: Know if projects are actually profitable
- Financial clarity: Separate business from personal
- Audit protection: Clear records if questions arise
Common Freelancer Expenses
| Category | Examples |
|---|---|
| Technology | Software, subscriptions, equipment |
| Office | Coworking, home office supplies |
| Travel | Client meetings, conferences |
| Marketing | Website, ads, business cards |
| Professional | Courses, books, coaching |
| Communication | Phone, internet |
The Pocket Clear Freelancer Workflow
1. Create Business Categories
In Pocket Clear, add custom categories for your business expenses:
- 💻 Software
- 🏢 Coworking
- ✈️ Travel (Business)
- 📚 Learning
- 🎯 Marketing
2. Log Expenses Immediately
Buy something for work? Log it right then:
- Amount + Category + Note (what it was for)
- Takes 10 seconds
- Never forget an expense
3. Use Notes for Context
The note field is your friend:
- "Zoom Pro subscription - client calls"
- "Train to NYC - Acme Corp meeting"
- "Design course - skill development"
These notes help at tax time and for client billing.
4. Export Monthly or Quarterly
Regular exports keep you organized:
- Monthly: Quick review, catch categorization errors
- Quarterly: For estimated tax payments
- Annually: For tax filing
Client Expense Reports
Need to bill clients for expenses?
- Tag project expenses with client name in notes
- Export the relevant date range
- Filter by client in spreadsheet
- Attach to invoice
Why Pocket Clear for Freelancers
- Simple: Not overloaded with features you don't need
- Fast: Log expenses in seconds, not minutes
- Offline: Works in client offices, coffee shops, planes
- Affordable: $0.99/month Pro, not $15+ like "business" apps
- Private: Your client data stays on your device
- Export: CSV for any analysis, PDF for clients
Freelancer Tax Tips
- Track everything—you'd be surprised what's deductible
- Keep receipts (photo in your camera roll works)
- Separate personal and business spending clearly
- Export quarterly for estimated tax payments
- Consult a tax professional for your specific situation
Start Tracking Together
Download Pocket Clear free. Simple expense tracking for couples and expats.