Agree what you need to record for the job.

Before spending on a client’s behalf, clarify which costs they expect, whether approval is needed and what documents they want. Keep the agreement with the job information. A receipt proves a purchase occurred; it does not establish that the client agreed to reimburse it.

Ask who should receive the expense record and whether it accompanies an invoice or goes through another process. Prepare the PDF expense report in BillBack, then provide any invoice or other documents through the separate process you agreed with the client.

Choose one consistent way to identify the work.

Use a tag that distinguishes the client or job and a note that explains the purchase. For several jobs with one client, a shared client tag and a specific note can be more useful than a series of nearly identical labels. Choose a convention you will recognize later.

For example, a fictional tag “Client A” and a note “Display materials for October launch” identify both the client and the work. “Supplies” alone might fit several jobs. Avoid putting sensitive client information into a tag or exported note unless it is necessary for the recipient.

Save the expense while its purpose is clear.

Photograph a paper receipt or import the digital file in BillBack. Check the scanned merchant, date and amount, add the relevant tag and note, then confirm that the supporting image is readable. This joins the purchase and its explanation before the details fade from memory.

If several people send you copies of a receipt, establish whether they are documenting one purchase or different purchases. Do not create a second expense simply because the same document arrived from another email address. Keep track of who actually paid through your agreed process.

Handle shared purchases deliberately.

A single purchase may serve two clients or include your own business supplies. Keep the full receipt and ask how the agreed allocation should be documented. Write down the basis for any split rather than charging the complete total to each client.

Record the full purchase and keep a clear explanation of any allocation you have agreed. Resolve the treatment with the client before preparing the final submission. Check that the report and any separate billing record describe the same agreed amount.

Review the selection for the client.

When a reporting month contains several clients, the complete month is unlikely to be the right submission for each one. Use manual selection in BillBack to choose the intended expenses and check the resulting report. Do not assume that adding a tag automatically filters the export.

Compare every selected purchase with the job and supporting receipt. Remove unrelated context from notes, check for already reported entries and review the total. Share only the client’s intended record rather than sending a full work-expense history for convenience.

Send the record with a clear explanation.

Identify the job, the covered dates and the report total in the message that accompanies the PDF. If the client also requires an invoice or portal submission, use their process separately. Keep a copy of the report and any confirmation you receive.

Princeton’s guidance offers an example of why a clear business purpose helps a reviewer understand a purchase; its policy is not a client contract. Use the agreement with your own client to determine eligibility, submission and payment. Preparing a report does not confirm a payment date.