Project Expense Tracking

Nov 02, 2022
Effective Project management is a skill that can take years to master. And this ultimately requires the appropriate planning and execution wherein the budget plays a crucial role. Project expense tracking is one of the crucial aspects of getting it all done right. Here’s all you need to know about project expenditures and expense tracking.

What is project expense tracking?

Project expense tracking (or Project expenditures) is a cloud-based expenditure tracking app to track labor and non-labor costs incurred during the execution of a project. There are three essential constraints which associate with project development. This includes:
  • Cost
  • Time
  • Scope
Project expense tracking generally ensures that you consume expenses at the right place and for the correct purpose.

Project cost budgeting

Creating the project cost budgeting requires greater emphasis as there is no space for expensive mistakes. However, being a starting point of the project “SETTING A REALISTIC BUDGET” is essential. And with a realistic budget, you can mark this initial point after choosing one of the budget project types. This includes:

Based on time and materials

A project budget setting is based on the materials and time utilized estimate type wherein the client approves paying the expenses based on the time spent and for the material. Although, this type gives flexibility to the clients to make the modifications as the project evolves.

Fixed price budgets

A fixed price budget is one where the client pays a fixed price regardless of its efforts. However, this type of budget comes with a fixed scope where the budget remains the same.

Type of project costs

An important aspect of project management is the accurate estimation of costs and the smooth execution of the steps involved. The budget estimations, however, vary according to the type of project.

Expert’s Judgement

This project cost estimation involves the valuation done based on experience and previous knowledge. This type is more suitable for the proficient professional who is versed enough to provide the on-the-spot expert’s opinion.

Quality cost

Quality cost involves the cost estimation based on the amount expended to prevent poor project quality and manage potential failures. This project expense tracking facilitates minimizing the losses while analyzing the money-saving.

Using a project valuation software

The project estimation using software generally depends on the numbers given the particular project cost estimation and expense reporting software. However; you can always verify and compare the outcomes on spreadsheets to predict the final project cost.

Vendor bid analysis

This type of project cost estimation generally includes public project tenders. Here in this type, the client typically compares the bids applied by various vendors for a particular project and then chooses.

Reserve Analysis

Reserve analysis includes the cost estimations to put up the potential project risks and the required resources to secure and manage the risks.

Bottom-up estimation

The bottom-up estimation includes the cost estimation based on the beforehand defined work package. You can compare the work package you have already worked on and the current project and then only make the project estimate.

Three-point estimation

Three-point estimation involves the average analysis. However, talking about the three points that most likely involve
  • Estimation
  • An optimistic estimation
  • Pessimistic estimation

Parametric estimation

Parametric estimation generally involves expense prediction based on statistical modeling. Here the historical data is utilized to estimate the cost depending on the relationship between several variables.

Analogous estimation

Analogous estimation involves the cost estimate based on the previously delivered similar project data. What are the essential components of project expense tracking? The essential components of project expense tracking include;

Resource planning

Resource planning essentially needs to be done before the project begins. However, you must be aware of the following queries:
  • How to plan according to to attain the project goal
  • What activities do you need to carry out to meet the proposed goals
  • How much quantity and resources do you require to accomplish the project?

Cost estimations

Cost estimations involve the amount of all the necessary funds required to complete the project. Based on materials require and resources this is generally estimated.


The output of the cost estimations generally leads to the development of the budget. However, it is essential to “SET A REALISTIC BUDGET”.

And cost control

The final component of project management is cost control which incorporates various practices to analyze and track the project expenses.

Importance of Project Expense Tracking

If you think that project tracking is just like any other step, then you are wrong. Project tracking adheres to the importance that is often ignored. But having appropriate project tracking can bring the following to your table.
  • It helps you save money and time
  • It enhances the internal communication
  • It iterates on the project’s success
  • It helps you make better decisions
  • It enables better project planning

How to track the project expenses?

The project expense tracking generally begins at the initiation of the project. Agreeing on the high-level budgets and then creating a more accurate estimation of the planned spending on the projects will form a baseline. However, following a few steps can always help estimate the project expenditures.

Estimating costs

At this cost estimation stage, the project time gets involved in a meeting to forecast the project costs. This includes the cost estimation for human and material resources.

Allocating costs

Using the core cost estimation, managers create appropriate budgets for each phase of the project.

Establishing controls

Controls are often established with various measures that enable team members to sign off. Giving the members some accountability level can mean less headache to spend.

Cost tracking

It is crucial to track the project expenses during the entire project execution process. It is essential to evaluate the real human resources costs and other materials costs. You can also use project expense tracking software to understand the exact cost spent.

Updating forecasts

With the project's progress, you can also monitor the costs that are being spent exactly the way is planned or not. This is indeed essential for various reasons to update the forecasts.



Be Precise and understand the limitations and requirements of the project to have appropriate project expenditure.

Bottom Line!

Project expense tracking is crucial for appropriate project management and staying within the estimated budget. Your estimated time, estimated costs, and resources utilized, everything determine the budget. However, it is an essential requirement to utilize the budgets appropriately to get better outcomes and successful project execution. And if you are unsure about getting it all done with all the appropriate measures, you can always get a professional’s help from Coexsys. Contact us today!

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