✔  Available on Grow and Scale subscriptions 1

What
Create budget expenses to account for additional one-off project costs (e.g. costs not related to hours worked).
Why
  • Account for individual fixed costs (not related to your team's team's billable rates).
  • Add expenses to be able to accurately track project profitability.
Who
  • Site admins and project admins
  • Users with the project permission (on at least one project):
    • Manage project budget (allows users to access the Budgets area, view & manage project budgets, and view & manage budget expenses)
When
Any time you have an additional cost associated with the project, such as travel or software procurement.
What
Create budget expenses to account for additional one-off project costs (e.g. costs not related to hours worked).
Why
  • Account for individual fixed costs (not related to your team's billable rates).
  • Add expenses to be able to accurately track project profitability.
Who
  • Site admins and project admins
  • Users with the project permission (on at least one project):
    • Manage project budget (allows users to access the Budgets area, view & manage project budgets, and view & manage budget expenses)
When
Any time you have an additional cost associated with the project, such as travel or software procurement.

Before you start

  • A project budget must exist before you can create budget expenses.
    • Budget expenses are associated with the budget that is currently active when the expense is created.
  • Budget expenses count towards the total usage of fixed fee (financial) budgets. Example: You have a $1,000 budget. $500 has been used via hours worked + a $100 budget expense added = $600 of the project's total budget used.
    • Budgets based on total hours (time budgets) do not take budget expenses into account.
  • Budget expenses and project invoice expenses are not related and work independently of one another.

Create a budget expense

  1. Click Jump to in Teamwork's main navigation menu.
  2. Search for and select a project.

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  3. Switch to the Finance section from the project's navigation bar. The Finance tab might be hidden under the More... option.
  4. Select the Budgets tab.

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  5. Scroll to the Budget expenses panel.
  6. Click Add expense.

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  7. Enter a Cost amount (the expense's total).
  8. Set a description.
  9. Click Save.

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View budget expenses

View budget expenses from the project's Finance > Budgets section.
 
  1. Click Jump to in Teamwork's main navigation menu.
  2. Search for and select a project.
  3. Switch to the Finance section from the project's navigation bar. The Finance tab might be hidden under the More... option.
  4. Select the Budgets tab.
  5. Scroll to the Budget expenses panel.

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The expenses panel shows all budget expenses created on a project over its lifetime (in the order they were created). A running Total of the budget's expenses is listed at the bottom.

Cost
The expense's total cost
Description
The expense's description.
User
The expense creator's (aka assignee's) profile image. Hover to see the user's name.
Cost
The expense's total cost
Description
The expense's description
User
The expense creator's profile image. Hover to see the user's name.

💡 Use the Search expenses field to locate an expense based on its description.



Edit a budget expense

Edit a budget expense from the project's Finance > Budgets section.

📝 A budget expense can be edited by its creator, a project admin, or a site admin.
 
  1. Click Jump to in Teamwork's main navigation menu.
  2. Search for and select a project.
  3. Switch to the Finance section from the project's navigation bar. The Finance tab might be hidden under the More... option.
  4. Select the Budgets tab.
  5. Scroll to the Budget expenses panel.
  6. Edit the expense's details:
    1. Cost: Click the current cost amount. Enter a new numerical value, then press Enter on your keyboard.
    2. Description: Click the current description. Update the description text, then press Enter on your keyboard. You can also click the Edit option that appears when you hover over the description. 
      ⚠️ An expense's assigned user (aka creator) cannot be edited.

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Delete a budget expense

No longer need an expense you created? You can delete the budget expense from the project's Finance > Budgets section.

📝 A budget expense can be deleted by its creator, a project admin, or a site admin.
 
  1. Click Jump to in Teamwork's main navigation menu.
  2. Search for and select a project.
  3. Switch to the Finance section from the project's navigation bar. The Finance tab might be hidden under the More... option.
  4. Select the Budgets tab.
  5. Scroll to the Budget expenses panel.
  6. Hover over the expense you want to delete, then click the trash can on the right.

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  7. Click OK in the confirmation window.

Best practices

  • Add timely expenses: Budget expenses are added to the currently active budget. At the start of a budget, add in any already incurred expenses and then continue adding additional ones during the budget's lifetime.
  • Consistent naming conventions: Use consistent descriptions when adding expenses to make it easier to understand what's been purchased. Ex: [Software] Teamwork, [Meals] Customer experience.

1. Also available on legacy subscriptions: Premium, Enterprise.