Can clients see our expenses and receipts in Zircon CRM?

No. Expense records, receipts and internal notes are for staff only. Clients see a rebilled cost as an invoice line, and they see a project's expense totals in the customer portal only if you set that project to show them.

How do I pass a subcontractor's fee on to a client in Zircon CRM?

Record the fee as a billable expense in the client's project, with the subcontractor's invoice as the receipt. At month end, use Convert To Invoice or tick it under Expenses available to bill on the monthly invoice. Its status stays visible until the client pays.

Do I have to enter a monthly software licence every month in Zircon CRM?

No. Record it once as a recurring expense, choose how often it repeats and for how many cycles, or let it run with no end date. Every expense it creates is listed under the original one.

Can I bring past expenses over from a spreadsheet?

Yes, as a CSV file. Zircon CRM gives you a sample file, only category, amount and date are required, and categories and customers can be given by name. Simulate Import shows the result before anything is saved.

Zircon CRM / Finance & invoicing

Runs in the browser · HU / EN / DE

Expense tracking that keeps billable costs on the invoice

In Zircon CRM, every cost becomes a record with a category, a date, taxes and the scanned receipt, linked to a customer and a project if you like. For costs you pass on to a client, you can see at any time whether they have been invoiced and whether that invoice is paid. Monthly fees are recorded once and re-created on schedule.

Book a 20-minute demo All modules

A receipt on every expenseBillable status until paidRecurring costs on schedule

In short

What is expense tracking in Zircon CRM for?

Expense tracking means recording what a company spends, with the receipt, category and tax, so you can see where the money goes. In Zircon CRM each expense can be tied to a customer and a project, billable expenses are tracked until the client has paid for them, and an expense becomes an invoice line. It is built for finance staff, project managers and account managers in service businesses.

Sound familiar?

The money is spent. The receipt and the invoice are missing.

If one of these rings true, your costs are still scattered.

01
Nobody rebilled the stock photos
The images for a client campaign went on the company card and never made it onto that client's monthly invoice. A quarter later, nobody remembers which project they belonged to.
02
Receipts in an envelope
Parking tickets and fuel receipts pile up until the end of the month. Then someone types them into a spreadsheet one by one.
03
Project profit is a guess
The hours are logged, but the subcontractor fee and the licences live in a separate spreadsheet. Nobody can say what the project really cost.
04
The same fee, typed in every month
Hosting, the software licence and the office rent are the same amount every month, and every month someone enters them by hand.

What it does

What expense tracking in Zircon CRM covers.

A short form: optional fields stay hidden until you need them.

A receipt on every expense

Drag the receipt onto the expense form or the expense preview. The file stays attached to the record and can be downloaded at any time.

From gross to net

Pick up to two taxes from your tax list. If the receipt shows a gross amount, tick Subtract TAX total from amount and the net amount is saved.

Billable expenses with a status

Once you choose a customer, an expense can be marked Billable. The list shows each one as Not Invoiced, Invoiced or Billed (paid), and the totals bar shows how much is still waiting to be invoiced.

Three ways onto an invoice

Use Convert To Invoice on the expense preview, as a normal invoice or a draft. Tick the customer's open costs under Expenses available to bill on any new invoice. Or let the project's billable expenses join the invoice when you invoice the project. The invoice line carries the expense's taxes.

Recurring expenses

Weekly, monthly, quarterly, yearly or a custom interval, for a fixed number of cycles or with no end date. For billable recurring costs, Auto Create Invoice can raise an invoice each cycle and e-mail it to the customer.

Costs per project and per customer

Every project and every customer profile has its own expense list with totals. The project overview shows total, billable, billed and unbilled expenses side by side.

How it works

From receipt to invoice in four steps.

01
Record it in the project
In the client's project, choose Record Expense. Customer and project are pre-filled and Billable is already ticked.
02
Attach the receipt
Drop in the PDF and enter the category, date, amount and tax.
03
The cost waits to be billed
The list marks it Not Invoiced in red, and the project's unbilled expenses figure goes up.
04
Month end: it becomes an invoice line
Finance converts the expense or ticks it on the monthly invoice. Once the client pays, the expense shows Billed.

Control

Invoiced costs stay as they are.

Own or all expenses

Without global view rights, a staff member sees only the expenses they recorded, in the list, in projects and on customer profiles.

Protected once invoiced

An invoiced expense cannot be deleted, and its Billable box is locked. A receipt can only be removed by the person who uploaded it or by an administrator.

Works with

Where an expense goes next.

Honestly

Good to know before you start.

Recurring expenses and their automatic invoices need the scheduled job (cron) running on the server. New expenses are created once a day at the hour you set, 09:00 by default.
An invoice created from an expense is Zircon CRM's own invoice and is not reported to the Hungarian tax authority (NAV). Hungarian companies issue the official invoice through the Számlázz.hu integration; invoices created automatically from recurring expenses are not issued there by themselves.
If you switch on automatic e-mailing, the client receives the Zircon CRM invoice with its internal number.
The monthly Expenses vs Income comparison uses your base currency, so it gives an accurate picture for businesses that work in one currency.

Before you write

Fair questions. Straight answers.

01
Can clients see our expenses and receipts in Zircon CRM?
No. Expense records, receipts and internal notes are for staff only. Clients see a rebilled cost as an invoice line, and they see a project's expense totals in the customer portal only if you set that project to show them.
02
How do I pass a subcontractor's fee on to a client in Zircon CRM?
Record the fee as a billable expense in the client's project, with the subcontractor's invoice as the receipt. At month end, use Convert To Invoice or tick it under Expenses available to bill on the monthly invoice. Its status stays visible until the client pays.
03
Do I have to enter a monthly software licence every month in Zircon CRM?
No. Record it once as a recurring expense, choose how often it repeats and for how many cycles, or let it run with no end date. Every expense it creates is listed under the original one.
04
Can I bring past expenses over from a spreadsheet?
Yes, as a CSV file. Zircon CRM gives you a sample file, only category, amount and date are required, and categories and customers can be given by name. Simulate Import shows the result before anything is saved.

Let's talk.

The first call costs nothing
A human replies — not a bot

Bring a few receipts and one client project where you pass costs on today. In the demo we will show you how they turn into tracked lines on that project's monthly invoice.

E-mail: hello@zircon.hu
Phone: +36 30 487 7979
Hours: Weekdays 9–17
Support: support@zircon.hu (existing clients)