✔ 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 |
|
Who |
|
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 |
|
Who |
|
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.
Create a
budget expense
- Click Jump to in
Teamwork.com's main navigation
menu.
- Search for and select a project.
- Switch to
the Finance section
from the project's navigation
bar. The Finance tab might be
hidden under the More...
option.
- Select the Budgets tab.
- Scroll down to the Expenses tab.
- Click + Add expense.
- Enter a Budget period, Date, Assignee, Total cost, Markup amount (if billable), Total billable, Category, Title, Description, and add a file.
- Click Add expense.
Use the ✨ AI autofill ✨ to automatically populate fields on the expense! Simply click Try AI Autofill, upload your image, and Teamwork.com will do the rest. Do note:
- Budget period and Markup must be adjusted manually.
- Only one file can be used per AI Autofill.
- File types of JPEG, PNG, and WEBP are supported.
- Always double check the data before confirming and adding the expense.
The expenses tab 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.
💡 Helpful tip 💡 When assigning a Category, click ⚙️ Manage categories at the bottom of the drop down menu. Here you will see all the default categories, but more importantly you can add custom categories. Any custom categories will be at the top of the categories drop down menu for your convenience.
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.
- Click Jump to in
Teamwork.com's main navigation
menu.
- Search for and select a project.
- Switch to
the Finance section
from the project's navigation
bar. The Finance tab might be
hidden under the More...
option.
- Select the Budgets tab.
- Scroll to the Expenses tab.
- Edit the expense's details by clicking on the fields to easily edit inline, or click the 3 dots on right right-hand side.
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.
- Click Jump to in
Teamwork.com's main navigation
menu.
- Search for and select a project.
- Switch to
the Finance section
from the project's navigation
bar. The Finance tab might be
hidden under the More...
option.
- Select the Budgets tab.
- Scroll to the Expenses tab.
- Hover over the expense you want to delete, then click the trash can on the right.
- 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.com,
[Meals]
Customer experience.
1. Also available on legacy subscriptions: Premium, Enterprise.