Overview
The Expenses in Zevbit are used to record and manage all actual project-related costs.
It allows you to:
Record expenses for each project
Upload supporting documents (receipts, invoices, etc.)
Assign vendors and subcontractors
Allocate expenses to projects
Track how expenses are distributed
Not Allocated
Allocated Overall
Allocated by Line Item
Why the Expenses Module is Important
The Expenses module helps you track real spending vs estimated costs. You can log those costs and compare them against your original estimate in real time.
As your project progresses and you:
Purchase materials
Hire subcontractors
Rent equipment
When to Use Expenses
Expenses should be added after the project begins, typically when:
The estimate/proposal is approved and signed
Work has started
Actual costs are being incurred
Expense Allocation
Once an expense is added, it can be allocated in two ways:
Overall Project: Used when the cost applies to the entire project
Specific Line Item: Used when the cost is tied to a particular task or activity
Impact on Job Costing
After allocation:
Expenses automatically update the project's actual cost in Job Costing page.
You can see:
Actual costs
Remaining budget
Profit margins
If expenses are not recorded or allocated correctly:
Job costing data will be inaccurate
Profit calculations will be misleading
Who Can Use the Expenses Tab
Access depends on user roles and permissions given in the Team --> Roles page:
Access By Users
Master Admin (Full Access)
Admin / Office (Default edit and view access company-wide, can be changed)
Project Manager (Default edit and view access to the project associated with)
Foreman (Default edit and view access to the project associated with)
Crew Members (Only view/edit expenses they added)
*NOTE: Apart from the master admin, the access of all the other users can be changed in the Team --> Roles page
Best Practice
Add expenses as soon as they occur
Allocate them correctly to:
Project
Line item (if applicable)
Always try to upload receipts for tracking and accountability
Summary
The Expenses module helps you:
Track real project costs
Maintain accurate job costing
Improve financial visibility
Ensure better profit control