How to Add Non-Labor Costs and Billable Expenses to Tasks in Project Insight

Labor is only one possible dollar component of a project. Projects can also include non-labor costs such as software, hardware, travel, supplies, equipment, materials, or other project-related purchases.

In Project Insight, non-labor amounts can be tracked as both cost and revenue. This helps teams compare what they expected to spend, what they actually spent, what they expected to bill, and what they actually billed.

What Is Non-Labor Cost?

Non-labor cost is the amount your organization pays for something that is not labor. For example, this might include software, hardware, travel, supplies, equipment, materials, or other project expenses.

Project Insight lets you track both the amount you expect to pay and the amount you actually pay.

• Work Expense is the planned or budgeted non-labor cost entered on a task.
• Actual Expense is the real amount paid, added through expense entries.

This gives teams a way to compare planned non-labor costs against actual expenses as the project moves forward.

What Is Non-Labor Revenue?

Non-labor revenue is the amount your organization expects to charge or actually charges a customer for non-labor items.

Project Insight lets you track both the amount you expect to charge and the amount you actually charge.

• Work Billable Expense is the planned or budgeted non-labor revenue entered on a task.
• Billable Expense is the amount charged to the customer through expense entries.
• Invoice Records show what is invoiced to the customer. This is handled through Project Insight’s invoice records.

In many cases, the planned billable amount and the actual billable amount may be the same. Project Insight still allows both values to be tracked so teams can compare estimated revenue, actual billable amounts, and invoiced amounts.

How Do Cost And Revenue Fields Work Together?

How Do You Add Non-Labor Cost And Revenue To Tasks?

There are two common ways to add non-labor cost and revenue to your tasks:

• Inline editing on the task list
• The full task Add/Edit page

If you want to track different types of non-labor items separately, it is often best to add a task for each item you want to track. You can schedule these items based on when you expect the cost or revenue to occur, just like any other task.

Option 1: Add Non-Labor Amounts From The Task List

Use this method when you want to quickly add non-labor cost or billable amounts directly from your Task List.

1. Make sure the Work Expense and/or Work Billable Expense columns are visible on your task list.
2. Enter inline edit mode by double-clicking the task row, making sure you are not clicking a link, or by selecting the edit icon on the row.
3. Enter the expected non-labor cost in the Work Expense cell.
4. Enter the amount you expect to charge the customer in the Work Billable Expense cell.
5. Save.

Option 2: Add Non-Labor Amounts From The Full Task Add/Edit Page

Use this method when you are creating or editing a task and want to enter non-labor cost or billable amounts from the full task form.

1. Add a new task or right-click an existing task and select Edit Task (full).
2. Go to the TIME & EXPENSE tab.
3. Enter the expected non-labor cost in the Work Expense field.
4. Enter the amount you expect to charge the customer in the Work Billable Expense field.
5. Save.

How Do You Add More Detail To Task Non-Labor Items?

Sometimes a non-labor item needs more detail, but you may not want to create multiple tasks. For example, you may want one task to represent a deliverable while still tracking several cost or billable details underneath it.

For more detail, see the article on entering Non-labor Cost/Billable Quantities & Dollar Detail.

Common Questions

What Is The Difference Between Work Expense And Actual Expense?

Work Expense is the planned non-labor cost entered on a task. Actual Expense is the real cost added through an expense entry.

What Is The Difference Between Work Billable Expense And Billable Expense?

Work Billable Expense is the planned amount you expect to charge the customer for a non-labor item. Billable Expense is the amount charged through an expense entry.

How Do Invoice Records Fit In?

Invoice records show what is invoiced to the customer. They help connect billable expenses and other invoice data to customer billing.

When Should I Create Separate Tasks For Non-Labor Items?

Create separate tasks when you want to track different non-labor items separately, schedule them at different times, or report on them as distinct parts of the project.

In Short

Project Insight lets teams track both cost and revenue for non-labor project items. Use Work Expense and Work Billable Expense to plan expected non-labor costs and billable amounts on tasks. Use expense entries and invoice records to track what was actually paid, charged, and billed.

This helps teams compare planned non-labor costs and revenue against what actually happens during project execution.