GlassSuite

Expenses and mileage

Keep photography expenses, receipts and mileage together.

A completed job has costs as well as income. Record what you spent, retain the receipt and connect the expense or journey to the project when it helps you understand the work.

Bring everyday record keeping into your photography workspace, with selected read-only accountant access when you need another pair of eyes.

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One calendar month. No credit card. No automatic trial charge.

How it works

A practical routine after each shoot

  1. Record the expense

    Enter a parking charge, supplier cost or other purchase with its date and category. Attach the receipt and link a project where relevant.

  2. Separate personal spending

    Mark private items as personal. They remain in your records but are excluded from the business-cost summary.

  3. Add actual mileage

    Choose the vehicle, date, journey and business purpose. Check the miles travelled instead of treating an earlier route estimate as a completed journey.

  4. Review and share

    Check the cash-planning overview. On a paid plan, use routine CSV exports; alternatively share selected read-only records with your accountant.

Good to know

Useful records with country-specific finance limits

GlassSuite welcomes creative businesses worldwide, while current financial records use GBP. Mileage summaries follow the supported UK tax-year rules. Photographers outside that scope can use general records but should check their local requirements before relying on a calculation.

The cash overview compares recorded money received and business spending. A cash surplus is not statutory profit, and a reserve percentage is a planning choice rather than a calculation of tax owed.

Expenses and mileage are entered and reviewed by you. Bank feeds, automatic recurring expense schedules, tax filing and direct tax-authority submission are not included in this release. A monthly ongoing expense tracker is planned.

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Your questions

Before you get started.

Can I keep receipts privately?

Yes. Attach receipt evidence to the expense. Accountant receipt access is deliberate and scoped; sharing financial records does not expose your galleries or general client notes.

Does entering a business category make a cost tax deductible?

No. A category organises the record. Eligibility, mixed use and any accounting treatment still need your review or advice from your accountant.

Does GlassSuite submit tax returns?

No. It provides manual records, summaries, selected sharing and paid-plan routine CSV exports. It does not file tax returns or offer bank reconciliation.

Practical help for this part of your work.

Keep the job connected

Quotes and invoicesPrepare photography quotes and GBP invoices from bookings, issue branded PDFs, record payments and configure invoice reminders.Booking and calendarPlan photography bookings, dates, venues, rates, travel and equipment with a private studio calendar and reviewed client meeting slots.Equipment and assetsKeep a private photography equipment register, maintain your Standard bag, plan job assets and manage reviewed equipment or studio rentals.

Try a complete job

See how it fits your work.

Create your account, verify your email and explore the workspace. Eligible new Free accounts receive Essentials benefits for one calendar month, with no card required.