How to add a project expense
Track vendor bills, subcontractor costs, and materials against your project budget.
Expenses track money going out — vendor bills, subcontractor invoices, material purchases. Recording them in Kaliun keeps your job costing accurate and your margins visible.
Open the project
Navigate to Projects and open the project you want to add the expense to.
Go to the Expenses tab
Click the Expenses tab in the project view. You'll see any existing expenses listed here.
Click "New Expense"
Click New Expense to open the expense form.
Fill in the details
Enter the expense amount, vendor name, cost code (e.g., Electrical, Plumbing, Framing), cost type (labor, material, subcontractor, etc.), date, and an optional reference number like an invoice or PO number.
Attach a receipt
Click the attachment area to upload a receipt photo or vendor invoice. This keeps your documentation in one place for when you need it later.
Save
Click Save. The expense is recorded and immediately shows up in the project's budget.
Expenses can also be created automatically. When you award a bid from the bidding system or a client selects an allowance option, Kaliun creates the expense for you with the correct amount and cost code.
What happens next
- The expense appears as a "committed" cost in the project's Job Costing view
- Your budget summary updates to show the new committed amount vs. what was budgeted
- If the expense pushes committed costs above budget, you'll see it immediately in the variance column