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reconciling freelancer invoices against WF planned/actual costs?

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Level 6
We use freelance creative resources to supplement our internal staff. We are considering the best approach to log and cross-check invoices they submit against the planned/actual cost for their work calculated by Workfront. I'd be interested in hearing best practices, recommendations or suggestions on an approach for this from others with a similar use case. Thanks! Catherine Hayes The Channel Company
4 Replies

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Level 10
If you go to the Expenses tab (might be under the More tab) in your Project, you can list all the expected Invoices and their Planned Date. When you open the records you'll also see an Actual Amount and Date Paid that you can enter. Then you can write a report or View to see them side by side (even total them).

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Level 6
Hi @Vic Alejandro That is the approach we have been taking, but we ask creative to log time per task, assign them a cost per hour within their account and set User Hourly as the cost type. So, the cost of their work rolls a planned/expected cost into the projects. According to the "https://support.workfront.com/hc/en-us/articles/217300507-Tracking-Costs">Tracking Costs article though, WF tracks project costs as Labor Costs (what we are calculating through hours logged, assigned cost per hour, etc) + expense costs. My concern is that if we log freelance invoices as planned/actual expenses and WF is already assigning a cost to that freelance work, our project financial data includes duplicated data Catherine Hayes The Channel Company0690z000007ZiBtAAK.png

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Level 10
Hi Catherine, Gotcha. Another option would be to create a Custom Form with the Invoice data and either attach to the Task or the Project itself. Then you have the data and it only shows in totals if you want it to.

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Level 6
Great idea @Vic Alejandro . Thank you! Catherine Hayes The Channel Company