Cost tracking
Cost tracking in Hardfin allows you to track expenses and costs across your business with comprehensive recording, categorization, and reporting capabilities. This system provides centralized cost tracking that spans across projects, people, and activities. You can easily import or export cost information to or from other systems, such as accounting software or expense management tools, to keep everything in sync.
Overview
The cost tracking system enables you to:
Record cost entries including amounts and expenses
Track cost details such as assigning people, projects, and categories
Export cost data to Excel for external analysis and reporting
Import cost data from CSV files with flexible formatting support
Report on costs with comprehensive reporting and analytics
Cost records include essential details such as date, amount, category (optional), person (optional), project (optional), and descriptive notes. All cost entries are automatically audited for accountability.
Access cost tracking
Navigate to the Cost tracking section in the main navigation to access all cost tracking features. The cost tracking interface provides a comprehensive view of all cost records with filtering, search, and management capabilities.
View cost records
Cost records are listed and include the date, amount, description, person, project, and category. Records can be quickly filtered or searched to drill into the most relevant details. Choose the "Table" view on the cost tracking page to view the cost tracking data, time series reports, and analysis charts.
View cost analytics
Cost tracking integrates with Hardfin's reporting system to provide comprehensive insights into spending patterns, project cost distribution, and financial efficiency. Filters and searching apply instantly to analytics, to make it easy to report only on relevant details.
Choose the "Analytics" view on the cost tracking page to view the cost tracking data, time series reports, and analysis charts.
Cost analytics include summary data that provide immediate visibility into key cost metrics without scrolling through detailed records. These summary widgets display at the top of the cost records page:
Total costs reported - Number of individual cost entries logged
Total value reported - Sum of all cost entries in the current view
Average cost reported - Average amount across all cost entries
Cost analytics also includes configurable visual charts with comprehensive breakdowns by person, project and category.
Log cost records
A new cost record can be added in moments in the Hardfin app, or can be imported in bulk from other applications.
Add new cost records
Create new cost entries using the "Add cost" button. Each cost record includes:
Date - When the cost was incurred
Amount - Cost amount in dollars
Description - Additional details about the expense
Optional information includes:
Person - Associate the cost with a specific person
Project - Associate cost with a specific project
Category - Classification of the cost type (see cost categories)
Edit cost records
Existing cost records can be modified by selecting the edit option for any entry. Changes are tracked in the audit log, providing complete visibility into modifications and maintaining accountability for cost tracking accuracy.
Delete cost records
Cost records can be removed when necessary, with confirmation dialogs to prevent accidental deletion. Deletion actions are logged in the audit system for compliance and tracking purposes.
Export cost data
Cost data can be exported to Excel for additional analysis and reporting. You can also export cost data for rapid import into other systems, such as accounting software or expense management tools.
Excel export
Export comprehensive cost data to Excel format for external analysis, reporting, and integration with other systems. Cost exports include:
Complete cost details - All recorded information including person, project, amount, and categories
Calculated totals - Automatic summation of costs where applicable
Formatted output - Professional Excel formatting for immediate use
To export cost data, simply click the "Export cost data" button at the bottom of the cost tracking table. Your data will be downloaded in Excel format.
Import cost data
Cost data can be imported from CSV files for rapid assignment of costs to projects and people. You can also import cost data for rapid sync with other systems, such as accounting software or expense management tools.
Bulk CSV import
Import large volumes of cost data efficiently using CSV files. The import system supports flexible formatting and validates data to ensure accuracy. Required fields include:
Date - Cost date in standard date formats
Amount - Cost amount in dollars
Description - Expense description
Optional fields include:
Person - Person assignment
Project - Project assignment
Category - Cost classification
To import cost data, click the "Import from file" button in the dropdown menu next to the "Add cost" button. Follow the simple wizard instructions to upload your data.
Cost categories
Categories improve reporting and analysis. Categorized costs can be filtered and grouped in reports, making it easier to understand spending patterns and optimize financial efficiency.
Cost records are organized using predefined categories that align with common business activities:
Engineering & setup
Product design & development - Mechanical/electrical design, prototyping
Site planning & survey - Floorplan work, cable routing, on-site assessments
Hardware setup & staging - Power setup, racking, ID labeling, barcoding
Firmware & software configuration - OS installs, firmware updates, remote provisioning
Customization & engineering - Electrical/mechanical mods, harness design, kit prep
Integration & testing - Bench tests, firmware QA, field commissioning
Quality assurance & rework - Field fixes, QA inspections, validation testing
Field activity
Deployment & installation - On-site setup, physical install, power and network connection
Field service & repair - Troubleshooting, diagnostics, equipment repair
Retrieval & decommission - Uninstall, asset return, end-of-service collection
Travel - Driving, flying, commuting between job sites
Meals & entertainment - Per diems, meals while traveling, team/client dinners
Materials & logistics
Parts & materials - Replacement units, small parts, repair kits
Tools & consumables - Tape, PPE, handheld tools, zip ties
Site rentals & equipment - Scaffolding, lifts, rented trailers
Shipping & freight - Inbound or outbound logistics
Permits & access fees - Job site permits, union compliance, access cards
Coordination & engagement
Project planning & external coordination - Scoping work, managing resources, status tracking
Team meetings & internal coordination - Standups, internal syncs, cross-functional planning
Documentation & process development - Writing SOPs, documenting field lessons
Customer training & onboarding - Training users, walking through documentation
Support & issue resolution - Troubleshooting remotely, fielding post-deployment questions
Labor & services
Field labor - Hands-on work at a customer site by internal team
Contracted labor - Third-party techs, subcontractors
Internal labor allocation - General staff time across multiple projects
Professional services
Legal & regulatory services - Contract review, IP support, site-specific compliance advice
Accounting & finance services - Bookkeeping, financial planning, tax advisory
Strategic consulting - Field ops advisors, GTM consultants
Development & strategy
Training & certification - Online courses, safety training, certifications
Research & innovation - Evaluating new tools, prototypes, experimental features
Strategic planning - Roadmapping, long-term design discussions
Other
Other - Unclassified or miscellaneous costs
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