How to Add an Estimated Project Expense

Planned project expenses are added on the project 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 enter only the expense name and the planned amount. All the fields listed below can be filled in later:

  • planned payment 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. 
  • category of expense (salary, purchase of building materials). Expense allocation by items will allow you to analyze the structure of cash flow. Categories are set in Finance settings.
  • responsible person.
  • 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.

Save the entered data.

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

Method #2. Import of expenses from CSV file

You can import a list of expenses with the name, dates and amounts of payments from a CSV file. To do this, click the "Revenue/expenses import" button in the Flowlu project expenses list and upload your file. All expenses with the specified parameters will be added to the project. Find out more about importing expenses.

Changing the planned date in the list of expenses

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 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.