Finance & Control

Included

Project Expenses

Record, review, and approve costs connected to projects so approved expenses are reflected in actual project cost.

Who can use it

Admin — can add, review, approve, reject, and reopen project expenses
Manager — can add and review project expenses where permitted, but cannot approve them
Supervisor — receives read-only assigned-expense visibility; amounts may be hidden
Employee — may submit expenses for assigned project work

Overview and audience

Project Expenses tracks costs submitted against specific projects.

Records may come from field submissions or manual web entries. Each expense remains separate from project actual cost until it is approved.

Use this page to review receipts, categories, submitters, payment sources, approval status, and the project affected by each expense.

Role	Access
Admin	can add, review, approve, reject, and reopen project expenses
Manager	can add and review project expenses where permitted, but cannot approve them
Supervisor	receives read-only assigned-expense visibility; amounts may be hidden
Employee	may submit expenses for assigned project work

Role
Admin
Access
can add, review, approve, reject, and reopen project expenses
Role
Manager
Access
can add and review project expenses where permitted, but cannot approve them
Role
Supervisor
Access
receives read-only assigned-expense visibility; amounts may be hidden
Role
Employee
Access
may submit expenses for assigned project work

Only Admins can approve project expenses.

Main expense workflow

1
Add an expense
Select + Add Expense.
The add drawer may include:
More detail
- Total Amount
- Project
- Category
- Date
- Submitted By
- Notes
- Proof upload
- Payment Source
Select Save to submit the expense.
The new record remains pending until an Admin reviews it.
2
Manual entries and field submissions
Project expenses may come from:
More detail
- Prospeno Field submissions
- manual entries on the web application
Use the web drawer when an expense was not submitted from the field or needs to be entered by an Admin or Manager.
3
Proof and receipts
Attach a receipt, invoice, photo, or other supporting document when available.
The records list may show a proof indicator.
Proof helps the reviewer verify the amount, category, date, and business purpose.
Do not upload passwords, private keys, banking credentials, or unrelated personal information.
Available actions may include:
- View proof
- View Details
4
Search and filters
Use search and date filters to narrow the expense list.
Apply or clear the date range as needed.
Search may match:
- project
- submitter
- category
- status
- notes

Record details and categories

What appears on the page

The expense overview may show:

Pending Approval
Approved Cost
Total Submitted
Expense Records

The records list may include:

project
notes
submitted by
category
amount
date
proof
status
available actions

Expense categories

Available categories include:

Materials
Fuel
Transportation
Rental
Subcontractor
Tools
Other

Expense status table

Status	Meaning	Effect
Pending	The expense is waiting for Admin review.	Pending expenses do not count toward actual project cost.
Approved	The expense has been accepted.	Approved project expenses are included in the project’s actual cost.
Rejected	The expense was not accepted.	Rejected expenses do not affect project actual cost.
Review actions	Depending on status and permission, actions may include:	Approve Expense Reject Expense Reopen as Pending View Details View proof An approved or rejected expense may be returned to Pending when further review or correction is required.

Status
Pending
Meaning
The expense is waiting for Admin review.
Effect
Pending expenses do not count toward actual project cost.
Status
Approved
Meaning
The expense has been accepted.
Effect
Approved project expenses are included in the project’s actual cost.
Status
Rejected
Meaning
The expense was not accepted.
Effect
Rejected expenses do not affect project actual cost.
Status
Review actions
Meaning
Depending on status and permission, actions may include:
Effect
Approve Expense Reject Expense Reopen as Pending View Details View proof An approved or rejected expense may be returned to Pending when further review or correction is required.

Payment Source comparison

Budget Release

Choose Budget Release when the expense was paid from an eligible released amount.
matching eligible budget releases
warnings when the amount exceeds the available release
warnings when no suitable release is found
Selecting a Budget Release connects the expense to the company’s advance and liquidation workflow.

Personal Reimbursement

Use this when a user personally paid for the project expense and expects reimbursement.
Approval of the expense does not itself confirm that reimbursement has already been paid.

Company Direct Payment

Use this when the company paid the supplier or service provider directly.
This option may be available only to Admins.

Proof and approval rules

Project expense approvals are managed by Admins.

Approval queue location

ADMIN & FINANCE → Approvals → Expenses

Managers may review expense activity but cannot approve project expenses.