How to Add a Planned Project Expense


Planned project expenses are added on the project detailed page in the Finance section. Here you can add the expenses manually or import them from Excel.

Method #1. Creating an expense manually

To add a planned expense, click on the appropriate button in one of the sections on the project page:

  • on the Main tab
  • FinanceExpenses
  • Finance Cash Flow Forecast

A sidebar will open to create a planned expense.

Here, it is enough to indicate the expense name and the planned amount. All the fields listed below can be filled in later:

  • scheduled date. Do not specify it immediately if you only need to estimate the expense amount.
  • project stage to which the expenses relate. Specify it in case if it is important to track expenses by stage. Project stages are created in the project template. If the project is individual (not linked to a template), then on the Gantt chart:
  • financial item of expense (salary, purchase of building materials). Expense allocation by items will allow you to analyze the structure of cash flow. Expense items are set in Finance settings.
  • a vendor, an account from CRM, to whom you transfer the money.
  • file for reference or reporting. For example, a sales receipt.

If the amount is already paid, then check the Paid box. In the opened window, all payment data will already be filled. Change it if necessary:

  • the organization bank account from which the funds are transferred;
  • date, if it is different from the current one;
  • amount of payment, if it differs from the planned one.
Note: Organizations are created in the System Settings section → Finance → Organizations. And current accounts – in the System Settings → Finance → Bank Accounts.

Find out more about creating the organization profile

Find out more about creating bank accounts

Save the entered data.

The recorded expense will also be displayed in the Finance application, in the Money and Transactions tabs.

Method #2. Import from Excel

The list of expenses with the name, dates, and amounts of payments can be imported from Excel. To do this, click the Import button in the expenses list of the Flowlu project:

  • Copy the date (if necessary), the name and the expense amount from the Excel and paste into the opened window (1).
  • A table below will be generated, in which you can select the expenses you need to import (2). After that, specify the expense parameters (stage, payment status, date, financial category, etc.) and save. If the date was not imported, then indicate under the table the same date for all expenses.

All expenses with the specified parameters will be added to the project.

Changing the Planned Date in the Expenses List

When creating the expense schedule, you may not specify your planned dates when, for example, you only need to calculate the total amount of expenses. Later, in the expenses list, you can quickly specify the scheduled dates.

Note: Expenses without a planned date are not included in the cash flow forecast.

Click a date in the expenses list to change or clear it. When clicking, a calendar will open where you can select another date.

To delete a date, press the backspace key.

If the actual expenses differ from the planned ones and you need to quickly modify the expense schedule, then the same way you will be able to change the dates in the list.