Why is accurate expense tracking important for professional services?

Accurate expense tracking is important for professional services because it allows for true project cost calculation, accurate client billing (for billable expenses), effective budget management, comprehensive financial reporting, profitability analysis, and compliance with regulations.

What are the common types of project expenses in professional services?

Common project expenses include travel expenses, software/licensing costs, materials/supplies, third-party vendor/subcontractor costs, training costs, data/research costs, and communication costs.

How does PSA software simplify expense tracking?

PSA software streamlines expense tracking by providing a centralized platform for capturing, categorizing, linking expenses to specific projects or tasks, marking expenses as billable or non-billable, automating approval workflows, and integrating with billing and financial systems.

Can PSA software help track billable and non-billable expenses?

Yes, PSA software allows users to mark expenses as either billable (to be charged to the client) or non-billable (part of the project's internal cost) during submission, which is crucial for accurate billing and profitability tracking.

Does PSA software support expense approval workflows?

Yes, most PSA software includes features for automating expense approval workflows. Submitted expenses are routed digitally to the appropriate manager for review and approval before they are included in project costs or client invoices.

How does expense tracking in PSA software help with budget management?

Expense tracking in PSA software helps with budget management by capturing actual expenses in real-time and automatically tracking them against the project's planned expense budget. This provides visibility into spending and highlights variances, allowing for proactive management.

Can project expenses be linked to specific tasks within a project in PSA software?

Yes, many PSA software solutions allow expenses to be linked not just to the overall project, but also to specific tasks within that project for more granular cost tracking and analysis.

How does PSA software integrate expense tracking with billing?

PSA software integrates expense tracking with billing by automatically pulling approved billable expenses into client invoices. This streamlines the billing process and ensures all billable costs are captured and included in the invoice.

What types of reports can be generated from expense tracking data in PSA software?

Expense tracking data in PSA software can be used to generate reports on project expenses by category, resource, or time. These reports can show billable vs. non-billable expenses, total project costs, and contribute to profitability analysis.

Why is using a mobile app for expense capture useful for professional services?

Using a mobile app for expense capture is useful because it allows team members to quickly capture expense details and receipts immediately as they are incurred (e.g., during travel or at a client site), rather than having to remember and submit them later.

Birdview PSA blog

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Birdview PSA blog

Professional Services Resource Management - Ultimate Guide

Guide to project monitoring and control phase of project management

5 common resource allocation problems and how to solve them

8 biggest challenges facing the Professional Services organizations in 2025

Mastering expense tracking with PSA software (examples & tips)

Take control of project costs with the new Expense approval feature

Why connecting sales and PSA software boosts service performance

How to improve budget planning in Professional Services with PSA software

Boosting your bottom line: how PSA software improves project profitability

Strategies for effective resource allocation with PSA software

Rate cards: advanced strategies for varied models in Professional Services

5 best resource management software tools in 2025 (Expert reviews & recommendations)

What is RAID management? A complete guide (with examples & tips)

Latest News

Birdview featured in Capterra’s 2025 Shortlist for Project Planning Software

Birdview PSA customization & maintenance policy

Birdview featured in Capterra’s Shortlist for Kanban Tools Software in 2025