Build a Project Expense Tracker
Keep planned versus actual visible: log costs against each project budget, attach receipts, and flag overruns early. Free to start.
16,170+ sites created with Kleap in the last 30 days
A working app, not a template
What it is
An expense-tracking app for projects is a web tool where every cost is logged against a specific project and its budget line, so project managers can see planned-versus-actual spend, flag overruns early, and keep each project inside its allocated budget.
What your projects expense tracks
Every field below is one you can add, rename, or remove by chatting with Kleap — a starting point tuned for projects.
Expense date
Tracks when a cost was incurred so spend can be followed across the project timeline.
Project
Assigns the cost to a specific project so budgets never get co-mingled.
Budget line / task
Maps the spend to a WBS line or task for planned-vs-actual at the line level.
Category
Breaks spend into labor, materials, software, travel, and contractors — the cost breakdown structure.
Amount
The cost booked — the figure every budget-vs-actual view totals.
Vendor / resource
Traces the cost back to the supplier or contractor who was paid.
Phase / milestone
Records which project stage the spend supports so you can track cost by phase.
Invoice upload
Attaches the supporting document to the cost line for audit and billing.
Billable / internal
Marks whether a cost is charged to the client or absorbed — key on client projects.
What good looks like for projects
One app, a view for everyone
Project manager
Planned vs actual for the whole project and any line trending over
Project sponsor / client
Total spend against budget and the forecast at completion
Finance / PMO
Variance across projects and which ones need attention
Buy a tool, or own one built for you
Off-the-shelf software makes you fit its mold. With Kleap you describe the expense you actually want and own it outright.
A typical expense
- Monthly per-seat fees that grow with your team
- Your data lives on their servers, in their format
- Fixed features — you adapt to the tool, not the reverse
- Generic, not shaped around projects
Built with Kleap
- Free to start — no per-seat pricing
- You own the app and its database, data stays yours
- Change anything by chatting — fields, views, workflow
- Shaped around how projects actually works
Build it in 3 steps
Describe it
Tell Kleap what your projects needs, in plain words.
AI builds it
Get a real working app with records, forms, and a dashboard.
Publish
Refine it in chat, then publish. It is a live app you own.
Frequently asked questions
Does it integrate with our project management or accounting tool?+
No, Kleap doesn't sync with PM tools like Jira or accounting software like QuickBooks and Xero. It's a standalone expense record on its own database — you enter costs against each project and budget line, and can export the budget-vs-actual view to share elsewhere.
Can it pull costs automatically from our bank or card?+
No, there's no bank or card-feed connection. Each project cost is entered manually against its budget line with an invoice attached. That deliberate coding is what makes planned-vs-actual accurate instead of a pile of un-allocated transactions.
Can it scan invoices to capture the amounts?+
No, there's no OCR. You upload the invoice or receipt as a file and enter the amount and budget line yourself. The document stays attached to the cost for later audit or client billing.
Can different project managers see only their own projects?+
Yes. Kleap supports logins, roles, and per-user scoping, so each PM sees only the projects they own while a PMO or finance lead sees all of them. You control who sees which project.
More Expense Tracker use cases
Ready to build it?
Describe your projects expense and watch it come to life. Free to start, no code.