In Actual costs, you can see all costs allocated to the project and their statuses. From this view, you can easily track, for example, whether hours or other costs have been invoiced from the customer, on which sales invoice, and at what price. Project costs include:
- Hours
- Approved bills, expenses, and travel expenses
- Manually added cost rows
Note! This section does not show scheduled invoicing, automatic invoicing, or quote rows.
In this view, you can also change the billability of an unbilled cost or its allocation to a quote, as well as add new costs manually.
Permissions: Projects > Actual costs
PSA plans: All
View filters and sorting
You can filter the project’s actual costs by invoicing status, cost type, or user. The user list shows the people who have added costs to the project.
The column functions are the same as in other list views; for example, you can sort rows or hide and move columns.
Cost statuses
In Actual costs, you can see which invoice a cost is on, or for example why hours have not been included on an invoice. The linked invoice may still be in an editable state (draft or waiting) or already sent. Cost statuses can be as follows:
- Invoice xx: Link to the sales invoice the cost is on.
- Invoice 0: Link to the draft invoice the cost is on.
- Uninvoiced: The cost has not been invoiced, but is billable by type.
- Uninvoiced, not submitted: The hour entry has not yet been submitted for approval and has not been approved, but is billable by type.
- Uninvoiced, not approved: The hour entry has not yet been approved, but is billable by type.
- Non-billable: The cost type is set as non-billable in the project’s invoicing settings, or the cost has been set as non-billable on the row level.
- Non-billable, not submitted: The hour entry has not yet been submitted for approval and is not billable by type.
- Non-billable, unapproved: The hour entry has not yet been approved and is not billable by type.
Change the billability of an individual cost
In Actual costs, you can define row-level exceptions to cost billability. This must be done before the cost has been added to a draft invoice or an invoice. By default, a cost is billable if the material type in question (e.g., hours) is selected as billable in the project’s invoicing settings. This feature can be used, for example, in a situation where certain hours allocated to a project should not be charged to the account, even though hours are otherwise billable.
- Click the billable column on the uninvoiced row you want to edit.
- Select Non-billable or Default. The information is saved automatically.
Cost price columns
In the Actual costs view, the following price columns are shown:
- Own costs = the cost incurred by your company, unit price
- Total own costs = own costs x quantity
- Selling price = sales price for the customer, unit price
- Total selling price = selling price x quantity
- Actually invoiced = the price realized in the invoicing material for that cost (e.g., the amount charged to the customer may still have been changed on the sales invoice).
Add a cost manually
If needed, you can also add a cost to the project manually, in addition to project-allocated hours, expenses and bills. A manually added cost row is created with the type Tot. cost, which the system treats as a bill-type expense. The row’s selling price is 0€ by default at the time of adding. So if the cost is to be invoiced on the customer's sales invoice:
- bills must be set as billable material in the project’s invoicing settings
- the selling price must be entered separately on the row.
- Go to the project section > Finances > Actual costs.
- Click the green + icon in the header row.
- Add the cost description, quantity, and price information. The information is saved automatically.
Allocate a cost to a quote
In addition to allocating costs to a project, it is also possible to allocate them to a quote if you want to track budgeted vs. actual costs and margins in more detail. Allocating a cost to a quote, or editing the allocation, can be done in this view for an unbilled cost. The allocation information may already be visible on the row if the allocation was made when adding the hours or processing the expense.
- On an unbilled row, click Target to quote.
- Select the quote row (or remove an unnecessary targeting).
The information is saved automatically here, and the figures are updated in the quote’s Cost targeting section.