Tracking Project-Linked Expenses

Overview

Accurate tracking of project-related expenses is essential for maintaining financial transparency and controlling budgets. Keka PSA enables teams to record, filter, and audit project-linked expenses effortlessly. With centralized access, project managers can quickly verify claims, ensure billing accuracy, and streamline reimbursement and invoicing processes.

Who can do this?

PSA Admins
Project Managers with view financials privilege.
Client Managers
Finance Teams with access to project expenses

Pre-requisites

The option Allow expenses to be billed against this project should be selected under Billing settings.
Employees must have submitted expenses linked to the project.

Step by steps instructions

Navigate to Projects >> Project List.
Locate and click on the project for which you want to track expenses.
Within the selected project, click on the Expenses tab.
This section lists all expenses submitted against the project.
Filter expenses using:
1. Expense Category
2. Date Range
This helps locate specific records quickly for review or audit.
In the Receipts column, click on the linked document to view uploaded proof submitted by employees.

Tip: You can also mark the expenses are reimbursable by client and non-reimbursable

Note: The Expenses tab appears only if expense billing is enabled in project settings.

How it connects with other modules

Module	Integration Details
Billing	Approved expenses can be included in client invoices.
Finance	Helps in reimbursing employees for approved claims.
Audit & Compliance	Expense receipts are available for financial audits.

FAQs

Q: Why can't I see the Expenses tab in a project?
A: Ensure Allow expenses to be billed against this project is enabled in Billing settings.

Q: Can I download expense reports?
A: Yes, use the download or export options available in the Expenses tab.

Q: Are expenses automatically billed to clients?
A: No, they must be reviewed and added during invoicing manually.

Troubleshooting

Expenses not showing up?

Check if employees have submitted them under the correct project.

Ensure filters are not excluding relevant entries.

Unable to view receipts?

Make sure the employee has uploaded a document with the expense submission.

Billing error with expenses?

Confirm that the billing option is correctly configured in the project settings.