Use case · Project Expenses
Stop finding out about project overruns at month-end.
Procapy puts a project code on every expense, invoice and purchase at the moment it is raised, splits shared costs the way your allocation rules say they should be split, and checks each request against the project budget before the money goes out. Project managers see what their project has cost today, not what it cost six weeks ago.
The problems
Sound familiar?
Expenses reach finance with no project on them.
The engineer bought the parts, the consultant took the flight, the invoice came in from the subcontractor. None of them wrote down which project it was for. Finance guesses, or leaves it in “unallocated” until someone complains.
Billable and non-billable costs end up in the same bucket.
The client should have been charged for the site visit. It was coded to general travel, so the invoice went out without it. Nobody notices until the project is closed and the margin looks wrong.
Shared costs are split by guesswork, if they are split at all.
One software licence, one vehicle, one team working on three projects at once. The cost lands on whichever project the requester remembered first, and the other two look cheaper than they are.
The overrun shows up in the month-end report, six weeks late.
By the time the actuals are posted and the project manager sees the number, the money is spent, the vendor is paid and the conversation with the client is already difficult.
Project managers keep their own spreadsheet because they do not trust yours.
Two versions of the truth, both wrong in different ways, reconciled by hand every time the steering committee asks for a status.
Your new use case with Procapy
What project expenses looks like once Procapy runs it.
A project code on every transaction, at the point of entry.
Project, WBS element or job number is a mandatory field on expense claims, purchase requests and invoices, drawn from your active project list. ProcAI suggests the code from the vendor, the PO or the requester’s recent history, so most of the time the person only confirms. Nothing enters the ledger as unallocated.
Billable flagged at capture, not reconstructed at invoicing.
Each line carries a billable or non-billable flag, set by rule from the project, the category and the client contract, and adjustable by the project manager before approval. Rebillable costs export with their receipts attached, so the client invoice has its backup ready.
Split one cost across several projects.
A single invoice or claim can be allocated across projects by percentage or amount, with each allocation line carrying its own GL account, cost centre and project code. The split is recorded on the transaction, not in a side spreadsheet.
Allocation rules for the costs nobody owns.
Recurring shared costs such as licences, vehicles and pooled staff are allocated by a rule you set once: fixed percentages, headcount, hours logged, or a driver you upload each month. The rule runs on every matching transaction and leaves a record of how the split was calculated.
Budgets live in the system, by project and by phase.
Load the approved budget by project, phase and category. Procapy tracks committed spend from open purchase orders, actuals from approved invoices and claims, and what remains. The number the project manager sees is the same number finance sees.
Budget checks before the money moves.
When a request would take a project past its budget line, the requester is warned before submitting and the approver sees the shortfall next to the approve button. You decide per project whether a breach is a warning, a required justification, or a hard block.
Approvals routed by project, not only by amount.
ProcApprove adds the project owner into the chain for anything coded to their project, with thresholds that can differ by project size or phase. The person accountable for the budget sees the spend before it is committed, not after.
A live cost view for every project manager.
Spend to date by category, vendor and month, open commitments, and the burn against plan, updated as each approval lands. Project managers stop asking finance for the number and stop keeping their own.
The project dimension survives the journey to your ERP.
Approved transactions post to your accounting system with GL account, cost centre and project code intact, as the dimensions your chart of accounts expects. No re-keying, no “miscellaneous” column that has to be unpicked at close.
Projects close cleanly.
A closed project stops accepting new costs. The late subcontractor invoice that arrives three months after handover is flagged rather than quietly posted, and finance decides where it belongs.
Evidence for the client, already assembled.
Every rebilled cost carries its receipt, its approval and its allocation history. When a client questions a line on the invoice, the answer is one search away rather than a week of asking around.
See your own projects running in Procapy.
Bring your project list and one live budget to a 30-minute session and we will configure the project codes, the splits and the budget alerts live.