> Free expense reports, receipts and approvals for companies with up to 10 employees, connected to clients and projects. Source: https://hice.ai/en/free-expense-report-software # Receipts, expense reports and approvals in one flow Employees record the expense and attach the receipt; managers review, approve or request corrections without chasing email. For small firms, studios and service companies reimbursing employee expenses. ## What you can manage for free ### Attached receipts Photo or document retained with each expense line. ### Categories and reasons Travel, meals, lodging, purchases and custom categories. ### Client and project Assign cost to the right engagement and flag rebillable items. ### Submission and approval Employees submit; managers approve, reject or request changes. ### Reimbursements Clear status from draft through validation and reimbursement. ### Auditable history Amounts, documents, people and decisions remain connected. ## From receipt to approved expense ### Upload the receipt Add amount, date, category and project. ### Submit the report Group the period's lines and send them to the manager. ### Approve and close Review documents and policy, then record the decision. ## HICE versus an expense spreadsheet | Feature | hice.ai | Sheet and receipt folder | | --- | --- | --- | | Receipts | Attached to each expense | Separate inconsistently named files | | Approval | Status and accountable manager | Unstructured email | | Project | Native link | Manual field | | Cost for up to 10 people | €0 | Time and error risk | ## A useful expense is complete and verifiable An amount without a receipt, project or owner creates questions. HICE keeps these elements together and exposes what is missing. ## An expense process that does not get stuck at reimbursement The point where almost every expense process breaks is not the entry but the approval: somebody on holiday, an unreadable receipt or a debatable category is enough to delay a reimbursement by weeks. And a slow reimbursement is one of the things that generates the most internal noise for very little money. What fixes it is defining three things in advance: which categories exist and what belongs in each, which amounts need a receipt and prior approval, and who approves when the usual manager is away. With that written down, most cases stop requiring a conversation. - A closed set of categories, known to the whole team - Receipt attached at the moment of the expense - A named deputy for approvals - Status visible from entry through to reimbursement ## Rebillable expenses: the money that is lost quietly In a services firm some expenses are passed on to the client and some are not. When that distinction is made at the end of the month, from emails and photos of receipts, something always goes unbilled. It is not a large figure per transaction, but it repeats every month. Marking an expense as rebillable at the moment it is recorded, with its client and project, makes that recovery automatic. It also makes it possible to answer without searching when the client asks about a specific line on the invoice, which is the other half of the problem. - Rebillable flag set at the moment of entry - Client and project attached to every expense - Receipt available to attach to the invoice - Expenses pending rebilling visible before the close ## Start now with a free template Invite employees and replace spreadsheets, loose receipts and email approval. ## Frequently asked questions ### Is expense management free? Yes, for companies with up to 10 employees on the free plan. ### Can I attach photos and receipts? Yes. Each expense retains its document and verification data. ### Can a manager reject an expense? Yes. Approve, reject or request a correction while retaining history. ### Can expenses link to clients? Yes. Assign them to clients and projects and flag them as rebillable. ### Is there a free template? Yes. Download the CSV template and use it without registering. ## More free software ## Manage team expenses for free Invite employees and replace spreadsheets, loose receipts and email approval.