At times, you might record an expense but select “Don’t Allocate” if the estimate hasn’t been approved yet or if you don’t have enough information to make a decision. Once the estimate is signed, you can go back and allocate that expense to a project.
To begin, locate the expense with “Not Allocated” status:
You can scroll through the list manually
Or use the filters to quickly find unallocated expenses
Step 1: Open the Expense for Editing
Click on the expense description
ORClick the three-dot menu and select Edit
Once clicked, it will open a sidebar, and the user can update any details if needed, then click “Next”.
Step 2: Select the Project
Choose or change the project where you want to allocate the expense
Click “Next”
Step 3: Choose Allocation Type
You now have two ways to allocate the expense:
Option 1: Allocate to Overall Project
Use this when the expense applies to the entire project and does not need task-level tracking.
Select “To the Overall Project”
Click “Confirm”
Result:
Expense status changes to Allocated Overall
Cost is added directly to the project totals
Option 2: Allocate to Specific Line Items
Use this when you want detailed tracking against estimated tasks.
Select “To Specific Line Items”
Click “Confirm”
Then:
Click “Select Items”
Open the dropdown to view all estimate line items
Select the relevant line(s) for the expense
Enter the required values (quantity, cost, etc.)
Click “Next”
Review the details
Click “Confirm”
Result:
Expense status changes to Allocated by Line Item
Cost is tracked against specific tasks in the estimate
Final Outcome
The expense is linked to the selected project
Status updates accordingly
Job Costing reflects the updated financial data
This process ensures that even previously saved expenses can be properly tracked and aligned with your project’s financial performance.