Project Expenses | Prospeno Help

Add a project expense

1
Open Add Expense
Create the expense from the web app or submit it from Prospeno Field when you are working on site.
2
Enter the expense details
- Project
- Amount
- Category
- Date
- Submitted By
- Notes or purpose
3
Attach proof when available
Upload the receipt, invoice, or photo that helps the reviewer verify the amount and business purpose.
4
Choose the payment source when required
Payment Source appears when the related workflow is enabled. Choose the source that reflects how the expense was actually paid.
5
Submit for review
A new expense remains Pending until an Admin approves or rejects it.

Status	Meaning	Project cost
Pending	Waiting for Admin review.	Not included in approved actual cost.
Approved	Accepted by an Admin.	Included in the project’s actual cost.
Rejected	Not accepted.	Excluded from approved actual cost.

An approved or rejected expense can be returned to Pending when further correction or review is required.

Role	Typical access
Admin	Add, review, approve, reject, and reopen project expenses.
Manager	Add and review permitted project expenses, but cannot approve them.
Supervisor	Limited or read-only assigned-expense visibility; amounts may be hidden.
Employee	Submit expenses for assigned project work.

Use the payment source to show how the expense was funded when Budget Releases & Liquidation is enabled.

Budget Release — paid from an eligible released amount
Personal Reimbursement — the user paid personally and expects reimbursement
Company Direct Payment — the company paid the supplier directly; this may be Admin-only
Default or unspecified — no special funding source is attached

Use the expense details and proof together to verify the amount, date, category, project, submitter, and business purpose before approval.

Do not upload passwords, private keys, banking credentials, or unrelated personal information.

Only approved project expenses are added to actual project cost. As approved costs rise, projected project profit and margin can decrease.

Pending and rejected expenses are excluded from approved actual cost.
Use Company Expenses for overhead that is not attributable to a specific project.