Manage project time and costs
You can log project time and costs on the "Costs" tab of the project details screen. These details are useful in order to report on the ongoing cost of project, manage cost allocation, track service hours, record billable events, and calculate overall project margins.
The core details include description, amount, and information on the reported date and user reporting the cost:
You can track and report on project time (hours) and other (miscellaneous) costs separately or together. The "All" tab shows both cost types together; the "Hours" tab shows only project time tracking; the "Misc" tab shows only other costs.
Tracking time (hourly) project costs
New time can be logged with the "Add time" button. A basic project time record includes a person, date, and hours, and can also optionally include a rate and description.
If a rate is not included, only the hours are reported for timekeeping (and the cost reflects $0). If a rate is provided, the total amount is calculated automatically and included in project cost reporting. The reporting user and date are always logged automatically.
Individual time tracking can be edited by clicking the pencil icon ✏️ next to a given project time item. Changes to the details can be saved by clicking the "Edit" button.
Tracking other (miscellaneous) project costs
New miscellaneous costs can be added with the "Add cost" button. A project cost includes a description, amount, category, and optional project and person assignment. The reporting user and date are logged automatically.
An individual miscellaneous cost can be edited by clicking the pencil icon ✏️ next to a given project cost item. Changes can be saved by clicking the "Edit" button.
Deleting project costs
Individual time and miscellaneous costs can be deleted by clicking the trash can icon 🗑️ next to a given project cost item. A warning will appear and you must confirm deletion by clicking the "Yes, delete" button.
Cost audit trails and project connections
Project costs automatically create audit trails that cascade across connected projects. When costs are added or modified, the changes are tracked and visible in related project audit logs, providing complete visibility into cost impacts across your project portfolio.
Reporting
Hardfin also provides a comprehensive cost management dashboard for centralized cost oversight across all projects, with advanced filtering, categorization, and bulk import/export capabilities. See the financial reports section for more detail.
Categories
Project costs can be organized using predefined categories to improve cost tracking and reporting. Categories are grouped into functional areas to help you quickly find the right classification for your expenses:
Labor & services
Consulting services - External advisory and specialized expertise
Contract labor - Temporary or project-based workforce
Training & development - Skills building and certification programs
Materials & equipment
Raw materials - Base components and supplies for production
Tools & equipment - Instruments and machinery for operations
Software & licenses - Digital tools and subscription services
Logistics & access
Shipping & freight - Transportation and delivery costs
Travel & accommodation - Business trips and lodging expenses
Facility access - Site visits and location-based services
Engineering & setup
Design & engineering - Technical planning and development work
Installation & setup - Implementation and configuration services
Testing & validation - Quality assurance and verification processes
Coordination & enablement
Project management - Oversight and coordination activities
Documentation - Technical writing and record keeping
Communication - Meetings, calls, and collaboration tools
Professional services
Legal & compliance - Regulatory and contractual support
Accounting & finance - Financial management and reporting
Insurance & risk - Coverage and risk mitigation services
Other
Miscellaneous - Costs that don't fit standard categories
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