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Expense Management Software Features

Expense Management Made Easy For Businesses

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Streamline Your Business’ Expense Management Process With ProjectPro!

ProjectPro set out to create an expense management software that promises to change the way you think about expenses. ProjectPro’s expense management software will automate and streamline your business’ expense management processes. Combining the needs and desires of the management team with the requirements and wishes of the accounting team, ProjectPro bridges the gap between your teams by creating a seamless integration through every step of the process. Find out how ProjectPro’s tools can help you save time, money, and effort by scheduling a consultative walk-through with a ProjectPro team member today!


How Can ProjectPro’s Expense Management Software Help Your Business?

  • Streamlines expense management process
  • Eliminates expense, receipt, & reimbursement errors
  • Saves time & money
  • Usable by field employees, managers, & accounting staff
  • Offers an easy-to-navigate platform
  • Easily upload expense reports to QuickBooks


  • Security and Roles: Easily setup new users and the level of security to access.
  • Project Setup: Setup new projects with a few simple clicks.
  • Account/Cost Code Setup: Assign each project with the appropriate general ledger account or cost code to manage project costs.
  • Select Cost Items to allow for field purchases: By default, all cost items in the job will be available for employees to assign field purchases to. Most likely, there will be cost items you would like to disallow for this purpose, you may uncheck them as the administrator.



  • Capture transaction by photo or choosing from a library:  Easily capture or upload a receipt, using your smartphone with a simple click.
  • Vendor Assignment:  Easily choose (or type) the vendor related to the transaction. Accountants can easily identify and organize transactions by vendor.
  • Transaction Capture by Type: Track transactions by creating payment types such as CASH, CHECK, AMEX or VISA. This feature works well to organize card holders (users) with multiple credit cards.
  • Review and Submit: Take a final chance to review the captured transaction. Change the purchase date if needed, view and retake the photo if blurry, add a description to help your approver understand the nature, and lastly submit the purchase.



  • Transaction Reminders:  ProjectPro send reminders to 'approvers' or 'field employees' as needed, or to set a standard operating procedure, select a day of the week to send automatic reminders.
  • Track Projects Costs:  ProjectPro allows businesses to track transactions by assigning transactions to each project.
  • Transaction Approvals: In project-oriented businesses, often the project managers are responsible for approving the  transactions of each project. ProjectPro allows management to easily approve, change, or decline transactions to ensure accurate financial statements.
  • Cost Code Management:  ProjectPro also allows another layer of management by allocating transactions to project cost codes. This level of detail gives management a deeper understanding of how each aspect of the project performed.
  • Export Transactions:  After the project manager has approved the purchase, export transactions by type to accountant, with a few simple clicks.


Budget Management

  • ·Budget Management:  ProjectPro has the ability to enter budgets for each project and account or cost code.  ProjectPro also alerts the managers if the project and cost code go over budget.
  • Project Budget Setup:  When setting up a new 'Job', import or create a budget for each account and cost code to manage the project per the budget.
  • Outstanding Project Purchase:  With daily visibility into outstanding purchases by job, critical budget decisions can be made with confidence. 
  • Budget Alerts: Immediate email notification to managers if a submitted transaction exceeds the budget, and an in-app notification alert to your field employee before they submit the purchase.
  • Real Time Job Costing Visibility: ProjectPro gives managers access to outstanding purchases, already job costed, to help them make the best budgetary decisions possible based on real time information rather than waiting for the credit card statement.



  • General Ledger Accounts:  Not a project-based company?  No problem.  ProjectPro’s software allows you to enter COGS and Overhead as Projects.  Henceforth, simply enter your General Ledger Accounts or IRS Schedule C to track transactions per account.
  • QuickBooks Desktop Integration:  Send data to QuickBooks Desktop with a few simple clicks by mapping the correct projects and accounts.
  • Export to Accounting System:  Export approved transactions into an excel format to easily import into most accounting systems.
  • Approve Payments:  In small businesses, often the accountant is also the approver, with ProjectPro easily approve, reallocate, or decline transactions per project to ensure accuracy for the financial statements.
  • Sales Tax Tracking:  ProjectPro's software allows the user to input the sales tax cost for each transaction, allowing the accountant to easily track the sales tax cost for the business.


All it takes is a mobile phone or a tablet and less than a minute to enter a transaction on our expense management software:

  1. Take a picture of the receipt or choose from the library
  2. Choose a vendor (if applicable)
  3. Select the payment type (Amex 1234, Reimbursement, Vendor Invoice)
  4. Assign the purchase to a project and GL account or cost codes
  5. Separate the total between the material amount and the sales tax (if applicable)
  6. Review the entry and submit

Scan the QR code with your phone to download the app!

The Benefit
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