This feature is currently being rolled out across Float. If you don’t see it in your account yet, it will be available to your team in the coming weeks. Stay tuned!
Project expenses features are available for Pro and Enterprise customers.
Project expenses let you track project-specific, non-labor costs like travel, equipment, or stock assets directly within Float. Adding these expenses alongside your team’s time gives you a more accurate view of total project costs and profit margin percentage.
Adding Project expenses
You can add expenses to your project under the Expenses section in the project side panel.
For each expense item, you can enter:
Expense name – A short label for the cost (e.g., “Camera Rental,” “Travel”).
Cost – The total amount of the expense before markup.
Quantity – How many units of the item or service you’re charging for.
Markup – An optional percentage added to the cost when passing-through to the client.
Date – The date the expense occurred or is expected.
📝 Note: If you add an expense with a date outside the project’s start or end date, Float will automatically extend the project duration to include that expense date.
At the bottom of the list, you’ll also see:
Total expense costs – The sum of all expenses before any markup is applied.
Total billable – The total amount that will be passed through to the client, including any markups.
Markup amount – The difference between the base expense costs and the billable total (what you’re adding on top for management and procurement).
Non-billable expense
You can set a project expense as non-billable when you don’t want to pass it through to the client. Setting an expense as non-billable means it’s counted in your Total expense costs but excluded from the Total billable. Your team absorbs the cost, which lowers profit margins but gives you a full picture of project spend, including investments.
Project budget type
Project expense behavior changes depending on the budget type.
No Budget, Fixed Fee, or Fixed Hours
Expenses can be set as billable or non-billable, but markup can’t be applied.
Expenses are tracked only at their actual cost.
At the bottom of the expenses list, you’ll see:
Total expense costs – The sum of all expenses on the project.
Billable – Costs marked as billable (included in your budget tracking but not marked up). If you want to pass through project expenses with a markup, use the Time & materials budget type instead.
Non-billable – Costs that aren’t passed through to the client. These could be investments or extras that you decide to cover.
📝 Note: Since markup isn’t available, no Total billable or Markup amount is displayed for these budget types.
Time & materials
Expenses can be set as billable or non-billable.
You can apply a markup, and both Total billable and Markup amount will display.
At the bottom of the expenses list, you’ll see:
Total expense costs – The sum of all expenses before markup. This is split into:
Billable – Costs that will be passed on to the client.
Non-billable – Costs your team absorbs internally.
Total billable – The amount that will be invoiced to the client. This includes:
The billable expense costs
Plus any markup amount applied.
This breakdown helps you see both the real cost of delivering the project and the final billable amount your client will be charged.
Permissions & Access Control
Access to project expenses depends on the access rights and project permissions.
Account Owners & Admins: Can view and edit all project expenses.
Project Managers: Can view and/or edit project expenses only if they are granted the View rates & budgets permission and assigned to the project.
Members: No access to project expenses.
Reports
In the Projects Report, you’ll see a dedicated Billable expenses column. This shows the total expenses marked as billable for each project, making it easier to understand how expenses contribute to the overall project financials at a glance.
These amounts are added alongside the scheduled cost and other project metrics, giving a fuller view of the project’s billable value.
You can also access the Expenses table to drill down into the details. This separates Billable and Non-billable expenses, showing:
Total cost (the actual expense amount)
Markup (if applied)
Total billable (cost + markup, which is what gets passed through to the client)
When viewing a Single Project Report, you’ll also have access to the Expenses tab. This provides a detailed breakdown of all project expenses and how they impact your overall budget, billable amount, and margin.