Non-Recurring Billables
Capture every one-off charge. Miss nothing.
Rentals, pass-throughs, and ad-hoc expenses fall through the cracks when tracked separately. Aimsio keeps them with the job so every cost makes it to the invoice.
Before & After
What changes when you switch to Aimsio
Without a non-recurring billables system
- Third-party costs go untracked - subcontractor invoices and vendor receipts get collected separately from the job, and some are simply never billed to the client.
- Pass-through costs billed late or not at all - billing teams rely on field staff to flag extra charges, and items frequently fall through the cracks before invoice generation.
- Receipts emailed separately - field staff forward photos of receipts by email or text, making it hard for billing to match documentation to the correct job and line item.
- Client disputes with no supporting detail - when clients question pass-through charges, there is no clean audit trail linking the cost to the job, the receipt, or the approval.
With Aimsio Non-Recurring Billables
- Every one-off cost captured at the job - Rentals, pass-throughs, and ad-hoc charges tracked where they belong.
- Pass-through items automatically included in invoices - Nothing slips through the cracks between the field and the billing team.
- Receipts attached in the field, not chased later - Crews upload documentation in the moment, so the office has everything it needs.
- Full audit trail for every billable item - Who, what, when, and how much, all documented and traceable.
Core Capabilities
Everything you need to capture and bill one-time costs
Third-party services, pass-through costs, and one-time expenses - captured at the job site, approved in the office, and billed without guesswork.
Third-Party Cost Tracking
Log costs from subcontractors, equipment rentals, and outside vendors directly against the job. Every third-party charge is captured in context so nothing slips through at invoice time.
Pass-Through Billing
Mark any cost as pass-through to automatically include it on the client invoice at cost or with a markup. No separate billing step, no risk of forgetting to bill the client.
Receipt Attachment
Attach photos of receipts or vendor invoices directly to a non-recurring billable entry from the mobile app. Billing has the documentation they need at the time of invoice. no chasing required.
Job-Level Capture
All non-recurring billables are tagged to a specific job, making it easy to see the full cost picture per project. Finance can review all billables on a job before generating the invoice.
Approval Workflow
Route non-recurring billables through an internal approval step before they reach the invoice. Project managers review and approve costs before finance sees them. keeping surprises off the invoice.
Invoice Integration
Approved non-recurring billables flow directly into the job invoice alongside field ticket charges. One invoice. Every cost. No separate billing runs for pass-through items.
Log the cost at the job site
Field staff or project managers create a non-recurring billable entry in Aimsio when a third-party cost or one-time expense occurs. Attach a receipt photo directly from the mobile app before leaving the site.
- Log from mobile or desktop in under a minute
- Attach receipt photos from your phone camera
- Tagged to the specific job automatically
Review and approve internally
Project managers review all non-recurring billables on a job before they reach the invoice. Flag any that need clarification, approve the rest, and keep an internal cost record separate from the client-facing invoice.
- Internal review before billing the client
- Mark items as pass-through or internal cost
- Approval logged with name and timestamp
Approved costs roll into the invoice
When the job invoice is generated, all approved non-recurring billables are included automatically alongside the field ticket lines. Finance gets a complete, backed-up invoice with every cost accounted for.
- No separate billing run for pass-through items
- Each line traces back to receipt and approver
- Full audit trail on every charge
See It In Action
Non-Recurring Billables in the platform
Watch how Aimsio captures and bills third-party costs in a real field operations environment.
Aimsio is a great software and an even better team. They work hard to make the transition to Aimsio as smooth as possible. Their customer service is incredible. We're very happy we made the switch to Aimsio.
Integrations
Works with the tools you already use
Aimsio connects to your accounting, payroll, and ERP systems - so data flows without double-entry.
QuickBooks Online
Sage Intacct
ADP
Explorer Eclipse
Sage 300
NetSuite
MS Nav
MS Business Central
Viewpoint Vista
AcumaticaFrequently asked questions
A non-recurring billable (NRB) is any job-related cost that is not captured through a regular field ticket - such as a subcontractor invoice, equipment rental, fuel surcharge, permit fee, or other one-time expense. Aimsio lets you log these costs directly against a job, attach documentation, route them through an approval, and include them on the client invoice automatically.
Approved non-recurring billables marked as pass-through roll into the job invoice automatically alongside field ticket charges. Finance does not need to manually add them - they appear as separate line items on the invoice so the client can see exactly what they are being charged for.
Yes. Field staff can photograph receipts from their mobile device and attach them directly to the NRB entry in the Aimsio app. The receipt stays linked to the billable item throughout the approval and invoicing process, so billing and finance always have the supporting documentation without chasing anyone for it.
Yes. Each non-recurring billable can be designated as either a pass-through cost (billed to the client) or an internal cost (tracked for job costing purposes only). This lets you build a complete picture of job costs without putting every internal expense on the client invoice.
Aimsio's role-based access management lets you configure who can submit and who can approve NRBs. Typically project managers or supervisors review and approve NRBs before they become billable. The approval is timestamped and tied to the approver's account, creating a verifiable internal record.
All non-recurring billables - whether billed to the client or kept as internal costs - are included in Aimsio's job costing reports. This gives you a complete view of what a job actually cost, including third-party spend, which you can compare against the billed revenue to understand true profitability on every project.
Ready to stop leaving
revenue in the field?
See how Aimsio can eliminate billing errors in a 30-minute demo.