Home / Features / Expenses & Time Tracking
Time and expenses, tracked without thinking.
GearHead captures time and expenses passively while you work. Integrates with Harvest, Upwork, Paymo, QuickBooks, Wave. Auto-categorizes transactions. Captures billable hours from your calendar and chat. Generates invoices and tax-time reports without effort.
Time and expense tracking is the work nobody wants to do but everybody loses money on when they skip it. Forgotten billable hours. Receipts that never get categorized. Tax season panic. GearHead handles the tedious half of the work passively. Calendar events become time entries. Email receipts get filed. Bank charges auto-categorize against your chart of accounts. You review and approve, the work itself happens in the background.
What it does for you
What gets tracked, categorized, and synced.
Auto-capture billable hours
Calendar events with client names auto-create time entries. Chat conversations with clients tracked. Meeting Notes time captured. You review and assign to projects, entries draft themselves.
Email receipt parsing
Forward (or auto-connect) your business email. GearHead reads receipts, extracts vendor / amount / category / date, files in your accounting system. Receipts never get lost again.
Auto-categorization
Learns your chart of accounts and categorization patterns. New transactions get categorized automatically with confidence scoring. You review only the uncertain ones. Quarter over quarter, accuracy improves.
Multi-tool sync
Harvest, Upwork, Paymo for time. QuickBooks, Xero, Wave, FreshBooks for accounting. Stripe, Square for receipts. Two-way sync. What you do in any tool reflects everywhere.
Invoice generation
Weekly or monthly: routine pulls billable hours by client, generates invoices in QuickBooks with appropriate line items, attaches expenses where appropriate, queues for one-click send.
Tax-time reports
Year-end: routine pulls full P&L, expense categorization summaries, mileage logs, 1099-eligible payments. CPA-friendly export. What used to be a 6-hour panic becomes a 30-minute review.
From setup to running in minutes
Connect your accounts
OAuth into your accounting tool (QuickBooks, Xero, etc), time tracker (Harvest, Paymo, etc), and business email. Bank/card feeds via your accounting tool.
Train on past data
GearHead imports your historical transactions and learns your categorization patterns. Takes about 30 minutes for a year of data.
Let it run passively
New transactions get categorized automatically. Calendar events become draft time entries. Receipts get filed. You review approvals weekly.
Generate when you need it
Weekly invoicing, monthly P&L, quarterly estimated tax prep, annual tax-time package. Routines run on schedule. You approve, the work ships.
Who's using Expenses & Time Tracking
Weekly invoicing in 5 minutes
Friday afternoon: consultant gets a draft of weekly invoices pre-built from Harvest hours and Stripe receipts. Reviews, approves, sends. What used to be a 2-hour task becomes 5 minutes.
Job costing in real time
Tech completes a job. Time logged in Harvest, materials in QuickBooks, mileage from phone GPS. GearHead reconciles all three to the job. Owner sees real margins per job, not after-the-fact estimates.
Client billability tracking
Agency tracks billable hours across 15 client accounts. Each team member's time auto-routes to the right client. Account leads see utilization in real time, not at end of month.
Insurance billing prep
Each session generates an entry. End of week, GearHead reconciles sessions against insurance authorizations, flags any that need attention, drafts the billing batch. Front desk reviews and submits.
Stop tracking time. Let it track itself.
Book a walkthrough, we'll show GearHead doing time capture, expense categorization, and invoice generation on a workflow like yours.