How do I add external costs to a project?

When working on a project, you'll mostly be dealing with two types of costs: internal and external.

For internal costs, you can group all timetracking, the time you and your colleagues spent working on a specific project. Want to know more about the different ways to track time on a project? Click here.

External costs are linked to external materials or expenses needed in order to complete the project. This could be rent for a venue, raw material for a construction site or something completely different. The types of external costs can be just as diverse as your projects.

So how do I add external costs to my projects and how will they be displayed and calculated?

First things first: in order to add external costs, simply navigate to your project and click the arrow next to the project number at the top of your screen. You can then simply select "Add external costs".

On the following screen, you can specify the product you need: either choose one of the products you saved in Teamleader or fill in an article manually. If you choose to use existing products, you could also use the slider "Use purchase price" under the name. This allows you to specify whether you wish to use the purchase price of your products by default or not.

You'll also need to specify the project (first dropdown after VAT rate) and the milestone (second dropdown after VAT rate) that will be linked to the external cost.

At the bottom, you also have the option to create an order right away. For more information on the order workflow, click here. Next, simply click "Save" to add the external costs.

These costs will then be displayed in the project in a separate field under "Invoices".

Once you hover over a specific cost, a pencil and bin will appear next to the amount. These allow you to edit or delete the external costs afterwards.

The external costs are of course part of your project budget, which is why you'll also have to deduct them from that budget. In the roadmap, you'll see that the external costs are also deducted, and displayed in a blue colour. Internal costs are displayed in green. This gives you a clear idea of how big a share of your budget is being used for which costs.

The sum of external costs can also be monitored in the general overview of your projects. To do so, simply add the column "External budget spent" in your overview. To adjust this overview, click the wrench icon at the bottom of your screen.

Would you like to invoice external costs to your client? Just click the plus sign next to invoices in your project, and select "Invoicing based on milestone". The following steps depend on the the invoice settings for your milestone: fixed budget or based on time and material.

In case you chose "Time and material", external and internal costs will be added and can be invoiced together.

They will be shown as separate positions on your invoice grouped under the right milestone.

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