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:
Project cost budgetingCreating 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 materialsA 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 budgetsA 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 JudgementThis 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 costQuality 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 softwareThe 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 analysisThis 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 AnalysisReserve analysis includes the cost estimations to put up the potential project risks and the required resources to secure and manage the risks.
Bottom-up estimationThe 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 estimationThree-point estimation involves the average analysis. However, talking about the three points that most likely involve
- An optimistic estimation
- Pessimistic estimation
Parametric estimationParametric 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 estimationAnalogous 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 planningResource 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 estimationsCost estimations involve the amount of all the necessary funds required to complete the project. Based on materials require and resources this is generally estimated.
BudgetingThe output of the cost estimations generally leads to the development of the budget. However, it is essential to “SET A REALISTIC BUDGET”.
And cost controlThe final component of project management is cost control which incorporates various practices to analyze and track the project expenses.
Importance of Project Expense TrackingIf 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 costsAt 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 costsUsing the core cost estimation, managers create appropriate budgets for each phase of the project.
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 trackingIt 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.
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.“PROJECT EXPENDITURE TRACKING FACILITATES DELIVERY OF THE VALUE TO THE PROJECT”