Managing expenses for a project

Project managers can track and manage expenses for the projects they manage.

For each project, they can:

• Choose which expense types are valid for that project
• Enter estimates for each expense type, for each month of the project
• View actual amounts recorded against each expense type, in real time
• Specify whether each type of expense is billable to the customer or non-billable, or if either is allowed
• Define the percent markup that should be added for each billing type, if applicable

To open the Expenses card for editing:

1. Open the project.
2. Click the Edit button, located in the top, right-hand corner of the page.
3. On the Expenses card, click the icon.

Allowing expense types to be used for this project

Team members for this project will be allowed to submit expenses for each type you add.

1. Open the Expenses card for editing.
2. Click Add Expense Type, and choose a type from the list.
3. Continue clicking Add Expense Type… to allow additional expense types.
4. Click Save.

Entering expense estimates, billable status, and percent markup

You can enter estimates for each expense type, for each month of each project you manage. Then, you can view the actual amounts spent for each month and category alongside the estimates, as the project progresses.

Setting budgets allows you to track how quickly expenses are accumulating, and helps you ensure your expense budget will stretch across the length of the project.

In addition to setting estimates, you can also set whether each expense is billable, non-billable, or both, and what percent markup, if any, should be charged to the customer for each expense type.

To add estimates, billing statuses, and percent markup:

1. Open the Expenses card for editing.
2. Enter the amount you estimate will be spent on each expense type you’ve added, for each month of the project.
3. From the Billable Type column, select Billable, Non-billable, or Both for each type.
4. In the Markup column, enter the percent markup that should be applied when billing for each expense type.
5. Click Save.

Viewing actual expense amounts

To show actual expense amounts incurred for each expense type:

1. Open the Expenses card for editing.
2. Enable the Show Actuals check box, located in the top, right-hand corner of the table.

The total expenses recorded to date for the project will display for each expense type/month.