Expense Management

What Is Expense Management?

The Expense Management module tracks project-related expenses that fall outside the standard Pay Application process. This includes daily operational costs, materials, equipment rentals, recurring charges, and any refunds received. Every record is audit-trailed and tied to a specific division, subdivision, and line item.

Two Tabs

Dashboard

A financial overview providing:

• Total Amount — all-time expense total for the project
• # of Expenses — total number of records
• Average Expense — per-expense average
• This Week — current week spend vs. last week
• Expense Distribution by Type — horizontal bar chart showing spend per category, sorted by amount

Expense management dashboard with charts and metrics

WebMobile

Expenses

A detailed list of all expense records with:

• Search by keyword
• Date range filter (Start Date – End Date)
• All Types filter — filter by expense category (Materials, Utility fee, etc.)
• All Categories filter
• Import / Export — bulk import via CSV or export to spreadsheet
• Columns: Date, Category badge, Division / Line Item, Expense Type, Payable To, Amount, Created By, Actions (⋯)

The expenses list tab with search and filters

WebMobile

Three Types of Expenses

When you click "+ New Expense", you choose one of three Expense Categories:

1. Expense (Standard)

A one-time project cost paid to a vendor or payee.

Fields:

Creating a new standard expense record

WebMobile

2. Refund

A reimbursement or credit received — recorded as a negative amount to offset project costs.

⚠ Refund amounts are recorded as negative values and will reduce the project's total expense balance.

Differences from a standard Expense:

• Amount field displays as −$ (automatically negative)
• "Payable To" is replaced by "Received From" — enter the source of the refund (e.g. vendor name, insurance company)
• All other fields (Division, Line Item, Date, Mode of Payment, Description) are identical

Creating a refund — amount is negative, Received From replaces Payable To

3. Recurring Expense

An expense that repeats automatically on a set schedule. Once saved, SuperConstruct auto-generates a new expense record at each interval until the end date — no manual re-entry needed.

↻ A new expense will be auto-generated on this schedule until the end date.

Additional fields (Recurring Schedule section):

All standard expense fields (Division, Line Item, Amount, Payable To, etc.) are also required.

Common use cases:

• Monthly equipment rental fees
• Weekly portable toilet service
• Recurring utility or site service charges
• Annual permit or licensing fees

Creating a recurring expense with frequency and date range

Worklogs (Audit Trail)

Every change made to an expense record is tracked in a worklog:

• Who made the change
• What was changed
• When the change occurred

This creates a complete audit trail for financial accountability.

Exporting

Export your expense data for reporting:

• CSV Export — spreadsheet format for further analysis
• HTML/PDF Reports — formatted reports for stakeholders

Expense Detail Page

Clicking any expense record shows:

• Full expense information
• Attached receipts and invoices
• Complete worklog / audit trail

Role Access:

Important: Expense Management has restricted access. Only the following roles can access this module:

Video Tutorials