Connect every expense to the project work it supports.

Capture receipts, mileage, materials, and other non-labor costs against the right project or task. Project Insight carries approved expenses into budgets, billing, profitability reporting, and accounting without re-entering the data.

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Project expense tracking in Project Insight

CONNECT COSTS TO PROJECT WORK

See planned and actual non-labor costs in one place.

Record actual expenses against the company, project, or task they support.
Compare actual costs with planned non-labor costs and billable amounts.
Use the expense entry worksheet to add and review many expenses at once.
Classify costs with expense codes for billing, reimbursement, mileage, or materials.
Report by project, task, date, resource, company, department, or expense code.

Project Insight bulk expense entry worksheet

Scan a project expense receipt from a mobile device

CAPTURE EXPENSES IN THE FIELD

Attach the receipt before it gets lost.

Scan receipts with OCR from the Project Insight mobile app.
Attach the receipt directly to its expense entry for easier review.
Select the company, project, task, department, and expense code at entry.
Record mileage using predefined rates and expense codes.
Enter expenses as they happen instead of rebuilding a report later.

MOVE APPROVED COSTS FORWARD

Carry approved expenses into billing and accounting.

Submit weekly, semi-monthly, or monthly expense reports to the right approver.
Require approval before an expense can be included in invoice data.
Create invoice line items from approved project time and expenses.
Compare what was billed with the actual work and expenses completed.
Export invoice and expense data to QuickBooks, Excel, an ERP, or an API.

DIFFERENTIATORS

What sets Project Insight's expense tracking apart?

Many work management tools can be configured to collect expenses. Project Insight connects each expense to the financial life of the project—from planned cost and field capture through approval, billing, profitability reporting, and accounting.

One financial record: Keep planned non-labor cost, actual expense, billable amount, receipt, approval, and invoice data connected to the same project work.
Entry that fits the work: Add expenses from a task, a bulk worksheet, or the mobile app without creating a separate tracking process.
Project-aware coding: Use expense codes to control where costs can be entered and whether they are billable, reimbursable, mileage, or materials.
Approval controls billing: Require an approved expense report before a cost becomes available for customer invoice data.
Actual profitability: Compare what was planned, spent, approved, and billed across projects, programs, and portfolios.

Key expense tracking capabilities compared across Project Insight, monday.com, Asana, Smartsheet, Jira, and ClickUp.
Key Expense Tracking Capability	Project Insight	monday.com	Asana	Smartsheet	Jira	ClickUp
Dedicated expense records tied to project work	Yes: Native entries on tasks, projects, and companies	Partial: Board items and number columns model expenses	Partial: Forms, tasks, and custom fields model expenses	Yes: Expense entries through Resource Management	Yes: Expense Tracker uses dedicated work types	Partial: Templates, tasks, and custom fields model expenses
Planned, actual, and billable project costs stay connected	Yes: Compare all three on the project and task	Partial: Number and formula columns require configuration	Partial: Custom fields; financial rollup requires setup	Yes: Planned and actual costs affect project budgets	Partial: Template fields; finance apps add deeper costing	Partial: Custom and formula fields require configuration
Mobile receipt capture with expense OCR	Yes: Scan and attach to the right project task	Partial: Mobile forms and files; OCR needs extra setup	Partial: Forms and attachments; OCR needs extra setup	Partial: Mobile forms and attachments; OCR needs extra setup	Partial: Forms and attachments; OCR needs extra setup	Partial: Forms and attachments; OCR needs extra setup
Expense codes control project financial treatment	Yes: Billable, reimbursable, mileage, and materials rules	Partial: Custom columns and automations	Partial: Custom fields and workflow rules	Partial: Expense categories in Resource Management	Partial: Custom fields and workflow rules	Partial: Custom fields and automations
Dedicated worksheet for entering many expenses	Yes: Bulk entry and review before submission	Partial: Board grid can be configured for expense entry	Partial: List and form workflow; no expense worksheet	Yes: Sheet or Resource Management expense entry	Partial: List and bulk tools operate on work items	Partial: List or table view requires configuration
Submit and approve employee expense reports	Yes: Period-based reports with assigned approvers	Partial: Forms and automations create a custom workflow	Partial: Forms and approval tasks create a custom workflow	Yes: Native submission and approval in Resource Management	Yes: Expense Tracker includes review and approval	Partial: Statuses and automations create a custom workflow
Build invoice data from approved project expenses	Yes: Approved entries become linked invoice line data	Partial: Separate apps or integrations handle invoicing	Partial: Move approved data into another financial system	Partial: API or integration sends data to accounting	Partial: Billing or finance app required	Partial: Templates or integrations handle invoicing