Project expense management for consultancies

Consultancies bill by client engagement, so they need to track expenses by client engagement — not by department, cost center, or employee. ProjScan's per-project model fits the way the work already happens.

The problem with generic expense tools

Most expense management software was built for in-house finance teams reconciling departmental spend. Consultancies have the opposite shape: a handful of clients open at once, billable hours and billable expenses both rolling up to those clients, partners needing visibility during the engagement, not at month-end when invoicing is already locked in.

The usual workarounds are a shared Excel file with a tab per client, or a generic expense app where every receipt has to be manually tagged to a project after the fact. Both fail at the same point: nobody sees the running total until someone exports the data on day 30 of a 30-day engagement.

How ProjScan fits

One project per client engagement

Open the engagement, set a budget if there is one, share the invite code with the team going on the trip. Receipts land directly in that project — no "select project from dropdown" step every time a contributor uploads.

Burn vs budget while it's still useful

The manager dashboard updates as receipts arrive. If a two-week on-site has spent 80% of the travel budget by day 4, you see it on day 4, not when the assistant emails the spreadsheet on day 15.

Contributors only see their own

Junior consultants can upload their meals and Ubers without seeing the partner's flight or the client's overall budget. Manager role is explicit; contributor role is the default.

Excel export that finance accepts

End of the engagement, the manager downloads an XLSX with merchant tax IDs, line-item VAT, dates, categories — the columns your bookkeeping software expects. Pasting into the client invoice backup takes minutes, not an afternoon.

A typical workflow

1. Engagement kicks off. Manager creates the project, sets the travel budget at €4,000.
2. Three consultants join via the invite code on their phones.
3. Over two weeks they each upload receipts as they go — from the airport, the cab, the dinner.
4. Manager checks the dashboard once a week to confirm we're on track. At day 10 lodging is at 60%, meals at 70% — flag a conversation about per-diems.
5. Engagement ends. Excel export goes into the invoice backup and into the firm's accounting system.

Recommended plan

Most consultancies start on Starter (€9/mo, 50 receipts) if they have one or two active engagements at a time, and move to Pro (€29/mo, 200 receipts) once they're running three or more. Receipt packs are useful for a single one-off engagement that exceeds the monthly allowance — buying a 50-receipt pack is cheaper than upgrading for one month. See the full pricing comparison.