Adding Work Expense & Work Billable Expense Details – Project Insight Help Center

When you enter Work Expense or Work Billable Expense on a task, you may want to break those non-labor amounts into more detail.

For example, you may want one task to represent a deliverable, purchase, or project activity, but still show the quantity, rate, cost, and billable amount behind that non-labor item.

Use Work Expense and Work Billable Expense details when you want to build up the total non-labor cost or billable amount without creating multiple tasks.

If you need the basic task-level setup first, see enter Work Expense and/or Work Billable Expense onto your tasks.

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

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

Inline editing on the task list
The task display page

What Fields Are Used For Work Expense Details?

When you add detail rows, Project Insight can track the cost side and the billable side of the non-labor item.

Field	What It Means
#	The line number. This controls the order in which the detail rows appear. If you use Revenue, Billing, or Invoice Records, these line numbers can transfer to proposal line items and eventually to invoice record line items.
Name	A free-form name for the item or detail row.
Expense Code	The related Expense Code. These are expense codes flagged as task work expense codes.
Use D...	Means “use default rates.” Select this when using a Rate Card rate or a default rate from expense code administration.
QTY	The quantity of the item.
Rate	The cost rate, or how much you expect to pay per item.
Total	The cost calculation: QTY x Rate.
Billable Rate	The rate per item you expect to charge the customer.
Billable Total	The billable calculation: QTY x Billable Rate.

Option 1: Add Details From The Task List

Use this method when you want to enter Work Expense or Work Billable Expense details directly from the task list.

Make sure the Work Expense and/or Work Billable Expense columns are visible on your task list.
Enter inline edit mode by double-clicking a task row, making sure you are not clicking a link, or by selecting the edit icon on the row.
Click the triangle in either the Work Expense or Work Billable Expense cell.

Tip: You can add details for both Work Expense and Work Billable Expense in the same layer that opens.

Enter the detail information for each row, including line number, name, expense code, quantity, cost rate, total, billable rate, and billable total.
Click the + sign on the row to add it and stay in the detail layer.
Click Save or OK to close the layer and continue inline editing your task.

Option 2: Add Details From The Task Display Page

Use this method when you are already viewing the task and want to add or edit Work Expense details from the task display page.

Click an existing task to open the task display page.
Go to the Work Expense Details section.
On the blank row, enter the detail information for each row.
Click the + sign at the end of the row to add it. This also saves the row.

Tip: To edit a detail row, double-click it. Click the refresh icon at the end of the row to save your changes.

Why Use Work Expense And Work Billable Expense Details?

Work Expense and Work Billable Expense details help you keep task planning simple while still capturing the financial detail behind non-labor items.

This is helpful when you want to:

Break one task-level non-labor amount into multiple detail rows
Track quantity, cost rate, and billable rate
Use expense codes for better reporting
Connect planned non-labor details to proposal line items
Support invoice record line items later in the workflow

In Short

Use Work Expense and Work Billable Expense details when you need more detail behind a task-level non-labor amount. You can enter the details from the task list or from the task display page, then use quantity, rate, billable rate, and expense code information to support better project costing, billing, and reporting.