How to keep track of costs in non billable-projects

In this article we will show how to set up a non billable project with a corresponding price model and a way to see the costs.

Price model setup

This is fairly simple, because this is not a billable project, you set the price model to be non-billable:

Then, you can add the memberships in the project. Costs will be calculated based on the employee's true cost. You can read more about this here.

There are three ways that will help you keep track of the costs of the project. First, you need to estimate the amount of hours that will be used in an activity. If you have set up warnings to the project owner regarding use of estimated hours, this is the first warning regarding costs you will get.

Second, you can go to projects > reports. In there, filter to show the specific project, either by using the project number, or the filter for price models "non-billable".

Based on the example below, we can see that the non billable project has registered 12 hours, each of these hours is based on the employee's true cost of 1000 NOK.

This gives us a total of 12000 NOK in costs.

The column "Total costs" contains both the value of expenses and total hours registered (based on full cost)

Third, if you use the Project Planner you will be able the costs in a more detailed way. If we use the same project that we used in the example above, we can see how planning hours and estimated hours affect costs in this project.

In the Project Plan, these costs will show in the fields "Cost"

If we plan a couple of hours more into the different activities for the project, the costs will look slightly different if you have marked for "show expanded version":

Where employee true cost (used, locked week) represents the work already done, employee true cost (remaining) shows the costs as they are represented in planned hours that have not been worked on yet.