Does Cash Workspace work out what I make on billed software?

No. You can keep the cost you pay and the amount you bill side by side as records for review, but Cash Workspace does not compute profit or margin.

How do I split one shared subscription across clients?

Create a separate expense record per client with its allocated amount and an allocation note, then file each in the matching client folder. The split is something you decide and record.

Where does the vendor invoice go?

Attach it directly to the subscription's record, so the amount, period, and document live together when you or your accountant review a client's software costs.

Cash Workspace

Use the Freelancer template

Agency finance · Software costs

Organize software costs allocated per client

When your agency runs a shared tool stack — Figma seats, Adobe licenses, a Webflow plan, ad-platform tools — but bills slices of it back to clients, the question "which client paid for what software?" gets fuzzy fast. Recording each subscription tagged to a client and filed in that client's folder keeps the answer obvious at review time. Cash Workspace gives you one place to record each subscription with its vendor, amount, period, and the vendor's invoice attached.

Start a free workspace Marketing agency tool-stack records

The problem

Why per-client software costs get tangled

Agencies share many of the same tools across clients but charge them differently, so without a tagging rule the allocation lives only in someone's head.

One Adobe plan covers three clients, but no record says how the cost splits.
A client asks what software they're being billed for and you can't show the invoices.
A subscription is cancelled but still sitting in a client's allocation.
Annual versus monthly billing periods get mixed, so a yearly tool looks like a monthly one.
At review time, software costs are scattered across email receipts and a spreadsheet.

The workflow

Record and allocate each subscription per client

Decide the allocation when you record the subscription, then keep it in the client's folder so the split is documented, not remembered.

1
List the shared stack
Write down every tool the agency pays for and which clients each one supports.
2
Tag each record to a client
Record the subscription as an expense and tag it with the client it's allocated to; split into separate records if it's shared.
3
Capture vendor, amount, period
Note the vendor, the allocated amount, and whether the period is monthly or annual.
4
Attach the invoice
Attach the vendor's invoice or receipt to the record so the charge is backed by a document.
5
File in the client folder
Keep the record in that client's software-cost folder so all of one client's tools sit together.
6
Review on renewal
When a subscription renews or cancels, update the record so allocations stay current.

Record structure

What to record for each allocated subscription

A consistent set of fields makes one client's software costs reviewable without margin math.

Software / vendor: The tool and the vendor billing it, e.g. Adobe Creative Cloud, Figma, Webflow.
Client: The client this portion of the cost is allocated to, kept as a consistent client tag.
Allocated amount: The amount assigned to this client and the currency, recorded as you split it.
Billing period: Monthly or annual, plus the dates the period covers.
Allocation note: A short note on how the split was decided, e.g. one of three seats.
Category: A product-defined software or subscriptions category for grouping.
Invoice attachment: The vendor's invoice or receipt attached to the record.
Status: Active, renewing, or cancelled, so stale allocations get removed.

Example setup

An example per-client software setup

One way to organize allocated subscriptions inside your workspace.

Client — Northwind / Software

Northwind's allocated share of Adobe, Figma, and the ad-tool, each with its invoice and period.

Client — Brightleaf / Software

Brightleaf's allocated tools, including its Webflow plan and analytics seat.

Shared stack reference

A note listing every shared tool and how its cost splits across clients.

Cancelled / lapsed

Records for tools no longer billed, kept for the period they were active.

Common mistakes

Mistakes to avoid

Leaving a shared subscription as one record so no client allocation is visible.
Forgetting to attach the vendor invoice, so the charge has no backing document.
Mixing monthly and annual tools without noting the period.
Keeping cancelled tools tagged to a client long after they stopped.
Storing allocation logic only in your head instead of in an allocation note.

How it helps

How Cash Workspace helps

Client-tagged records

Record each subscription tagged to the client it serves so software costs group per client.

Invoice attached to each record

Attach the vendor invoice to its expense record so amount and document stay together.

Client folders

Keep all of one client's software records in that client's folder for easy review.

Period and status fields

Note monthly or annual periods and active or cancelled status so the picture stays current.

Tool-stack expense records

Organize an agency's full software stack in one place.

Client-reimbursable records

Track costs you'll bill back to a client per project.

SaaS software records

Organize a software-heavy company's subscriptions.

Workspace for agencies

See how agencies organize finance records.

All finance workflows

Browse the full Cash Workspace workflow library.

FAQ

Per-client software cost FAQ

Does Cash Workspace work out what I make on billed software?: No. You can keep the cost you pay and the amount you bill side by side as records for review, but Cash Workspace does not compute profit or margin.
How do I split one shared subscription across clients?: Create a separate expense record per client with its allocated amount and an allocation note, then file each in the matching client folder. The split is something you decide and record.
Where does the vendor invoice go?: Attach it directly to the subscription's record, so the amount, period, and document live together when you or your accountant review a client's software costs.

Organizing help — not tax, accounting, or legal guidance

Cash Workspace is a free workspace for organizing invoices, expenses, receipts, clients, and documents. This page is organizing guidance only — not tax, accounting, legal, or bookkeeping guidance. Cash Workspace does not connect to your bank, does not scan or read your receipts for you, and does not move or collect payments. Whether an expense is deductible depends on your situation, so confirm it with a qualified accountant or tax professional.

Keep each client's software costs together

Start a free workspace and record every subscription tagged to its client with the invoice attached, so software costs per client are organized and ready for review.