Expenses allow you to capture the billable and non-billable costs that you incur as part of your project work. These non-labor expenses are usually itemized costs for things like materials, travel expenses, or fixed-fee services. Typically, billable expenses are passed on to a client or customer, whereas non-billable expenses are internal costs paid for by your employer.
This feature is available in Enterprise edition workspaces.
Enter expenses on tasks, events, and milestones in the Expenses section of the task’s edit panel. Describe the expense and enter a billable amount, non-billable amount, or both.
All workspace members who have access to a project are able to add and view expenses.
You can report on total expenses, billable expenses, and/or non-billable expenses a few different ways using Analytics or Dashboards. You can also export the totals from the Projects tab by using Export Tasks to File.
To see expense calculations in an Analytics report, click on Columns and check the boxes to select which columns you want exposed in the report. Expenses are calculated independent of date filters and available in Project Roll-up, Task Roll-Up, Custom Field Roll-Up, and Client Roll-Up reports.
On a Dashboard, these calculations are available in Analytics Table Widgets when the Row Type is set to Project, Task, Client, or Custom Field.
Below is a brief overview of the columns that calculate expenses in Analytics and Dashboards. For the full list of columns, their definitions and how they’re calculated, follow this link: Column Definitions
These columns calculate the sum of the applicable expenses for each plan item row:
These columns allow you to see the sum of expenses with other billable and non-billable labor costs for each item:
These columns calculate the amount by which the project Contract Value (Project Roll-Up) or client Contract Value (Client Roll-Up) exceeds or falls below the billable or non-billable costs for each row. Since the Contract Value is set at the project folder level, calculations including the contract value are not available in Task Roll-Up reports.
This column calculates the amount by which the Total Billable Cost exceeds or falls below the Total Non-Billable Cost for a project or task (Project or Task Roll-Up report), or for all items with a specified custom field (Custom Field Roll-Up report) or for a client’s group of projects (Client Roll-Up report):
Keep in mind expense calculations do not include any pay rate metrics. To see pay rate calculations alongside the expense calculations, expose pay columns and export the report as a CSV for further analysis in Excel.