Use this free project expense tracker template in AppFlowy to keep individual costs connected to a project budget. A linked Expenses database holds the amounts; a Sum rollup calculates spending, and formulas show the remaining balance and budget status.
What’s included
- Project Expense Tracker: Four sample projects with Budget, Spent, Remaining, Used %, and Signal.
- Project Expenses: Six example expenses with an Amount, Category, Owner, and Project relation.
- Spent: Adds the Amount values from expenses linked to each project.
- Remaining and Used %: Show the balance and the share of the budget used.
- Signal: Displays On track, Watch, Over budget, or Set budget.
How to use the template
- Select Use this template to copy the tracker and its related expense database.
- Replace the sample projects and enter a budget for each one.
- Add expense records, enter their amounts, and select the correct Project relation.
- Update the expense records as costs change. The project totals and formulas update automatically.
Preview the Project Expenses database to see the source records.
Example: budget versus actual spending
Website launch has a $5,000 budget and three expenses: $1,200, $1,800, and $500. The tracker shows $3,500 spent, $1,500 remaining, 70% used, and On track.
Watch starts at 80% spent. Over budget appears only when spending exceeds the budget, and usage can exceed 100%. A zero budget displays Set budget and a blank usage percentage. With no linked expenses, Spent is blank and the balance formula treats spending as zero.
The samples use US dollars. Use one currency consistently across your budgets and expenses; changing a number format does not convert currencies.
Who it’s for
Use it for client work, product launches, onboarding, research, and internal initiatives. It suits project managers who want each budget total to come from a list of actual expense records.
This template uses a native Rollup property to read Amount from related records. Direct relation formulas using current.prop("Amount") are not supported in the current AppFlowy formula engine.
Pair it with Project Progress Tracker for task status or Project Budget for a simpler budget with manually entered spending.
