Tracking CapEx and OpEx in Project Insight

Overview

The CapEx/OpEx Tracking add-on helps teams separate capital expenditures (CapEx) and operational expenditures (OpEx) across all projects. This distinction gives leaders financial clarity and enables accurate forecasting, amortization, and reporting.

Project Insight automatically calculates and rolls up CapEx and OpEx values in real time, eliminating the need for external spreadsheets or manual reallocation when project schedules shift.

Why It Matters

Tracking CapEx and OpEx directly within Project Insight allows you to:

• Consolidate budgets across your entire portfolio.

• Distinguish investments vs. expenses for clear reporting and compliance.

• Automate monthly amortization of costs for long-term projects.

• Align with finance teams using real-time budget vs. actual data.

• Forecast more accurately as tasks move or timelines change.

How to Enable the Add-On

1. Go to Administration › Add-Ons.

2. Click Get More Add-Ons.

3. Locate CapEx/OpEx Tracking and click Install.

4. After installation, select Configure to customize your CapEx and OpEx types.

   • Add or rename types (e.g., “Internal CapEx,” “Client Opex”).

   • Optionally color-code your categories for clarity.

   • Choose whether to allow partial allocations (e.g., 25% CapEx / 75% OpEx).

Setting Up Projects

1. Open a project and go to Project Details.

2. Choose the default type: CapEx or OpEx.

   • This designation will apply to all new tasks in the project unless overridden.

3. To override a single task:

   • Edit the task, select CapEx/OpEx Type, and change the value.

   • The system automatically reassigns that task’s cost to the appropriate category.

Viewing and Reporting

Project Insight provides multiple ways to view CapEx and OpEx data:

Portfolio View

• Go to Reports › Project List.

• Add columns for CapEx Total, OpEx Total, and Total Cost.

• See totals per project or roll them up for the full portfolio.

Budget vs. Actual

• Use built-in reports to compare budgeted, forecasted, and scheduled amounts.

• As tasks move, Project Insight recalculates your financial distribution by month.

Power BI Integration

• Connect Project Insight data to Power BI via the REST API.

• Build dashboards for executive-level CapEx/OpEx summaries, amortization tracking, or ROI analysis.

Advanced Options

• Partial Allocations: Enable this to split individual tasks between CapEx and OpEx (e.g., 40/60).

• Multiple Types: Create additional categories if your organization tracks more than two types of expenditures.

• Billable vs. Cost Basis: By default, CapEx/OpEx applies to cost fields, but you can toggle tracking for billable amounts as well.

Best Practices

• Review CapEx/OpEx data monthly to ensure forecasts align with actuals.

• Use Saved Reports (e.g., “Q3 Financial Rollup”) for recurring updates.

• Collaborate with finance teams to match CapEx/OpEx codes for reporting consistency.

• Use Power BI or Custom Reports to share visuals with stakeholders.

Watch the webinar