CostTracker gives project-based businesses real-time control of what they are about to spend – not just what they have already spent.

In Xero, a cost appears when the supplier bill is posted. On a project, the money was committed weeks or months earlier, when someone placed the order. CostTracker closes that gap. Every purchase starts as a requisition, is approved by the budget owner and becomes a purchase order that is committed against the project budget the moment it is approved.

For project managers and site leads

• Raise requisitions and purchase orders in few clicks.
• Upload supplier quote and generate PO automatically from it.
• See the budget, committed costs and what is left before you approve a purchase
• Get a warning, or a hard stop with strict mode, before a purchase goes over budget

For finance teams and business owners

• One view of invoiced, committed, planned and remaining cost for every project
• Cash flow forecast built from approved commitments and milestone dates, not estimates
• Approvals routed to whoever owns the budget, with every step logged

For accountants and bookkeepers

• Every supplier bill arrives matched to an approved purchase order and a project
• Fewer questions to the client about what an invoice is for
• Bills posted to Xero with account, tax rate and tracking category already set

What makes CostTracker different

• Budgets live on the project, not only in the chart of accounts, so every project shows its own committed cost
• Approval follows budget ownership, not the org chart, so the person who owns the money says yes
• The cash flow forecast uses what you have actually committed to, so it moves the moment an order is approved

A typical week with CostTracker A site manager orders concrete from site. The project manager approves it against the project budget, and the cost shows as committed straight away. When the invoice arrives, it is matched to the order and the delivery, approved and posted to Xero. Finance sees the updated forecast without chasing anyone.

Works the way your team already works CostTracker runs in any browser, so people on site, in the office and on the road use the same system. There is nothing to install, and new users only need a login to get started.

Built for project-based businesses CostTracker is used in construction, engineering, energy, maritime, aquaculture and events, wherever purchases are made against a project budget by several people in several places.

Join hundreds of companies in 30+ countries that use CostTracker. Founded in Norway in 2016. Start with a 14-day free trial with every feature – no credit card required.