How to Book an Expense on Behalf of Another Resource in PSOhub

Published: 01 June 2026

Audience

• Admin

• Controller

• Project Manager

Objective

This article explains how to book an expense on behalf of another resource in PSOhub. You can do this from within a specific project or from the global Expenses overview.

Method 1: Book an expense from the project

Steps

1. Navigate to Project Management, and select the desired project
2. In the top bar of the project, click Expenses.
3. Click Add Expense. 
4. In the Resource field, select the team member you are booking the expense for.
5. In the Line ID field, select the contract line to assign the expense against.
6. Complete the remaining fields:
7. Review all fields and click Save.

Method 2: Book an expense from the All Expenses tab

Steps

1. In the main menu, click Time & Expenses and select All Expenses. 
2. In the Expenses overview, click Add Expense. 
3. In the Resource field, select the team member you are booking the expense for.
4. Select the Customer, Project, and Line ID for the expense.
5. Complete the remaining fields.
6. Review all fields and click Save.

Result

The expense is saved and attributed to the selected resource. It appears under the Expenses section of the project and in the All Expenses tab. The value is also reflected in the project's financial overview. 

Troubleshooting

The resource I need to book for does not appear in the Resource dropdown.
The resource must be added to the project as a team member before they can be selected. Ask a project admin to add them, then try again.

I cannot see the Line ID I need.
Only active contract lines appear in the Line ID dropdown. If the expected line is missing, check that it is active and not deactivated due to a budget overwrite. Contact your project admin to review the contract line status.

I am a Project Manager but I cannot see the project I need.
Project Managers and Backup Project Managers can only book expenses on projects they are assigned to. If the project is missing, confirm your assignment with your admin.

The expense was saved but does not appear in the project's Expenses section.
Allow a moment for the page to refresh. If the expense still does not appear, verify that the correct project and Line ID were selected when saving.

Frequently Asked Questions

Can any user book an expense on behalf of another resource?
No. Only users with Admin, Controller, Project Manager, or Backup Project Manager access can book expenses for other resources. Standard users can only book expenses for themselves.

Will the resource be notified when an expense is booked on their behalf?
PSOhub does not send an automatic notification to the resource. If the resource needs to be informed, notify them directly outside of PSOhub.

Can I book an expense for a resource on a project I am not assigned to?
Admins and Controllers can book expenses on any project. Project Managers and Backup Project Managers are limited to projects they are assigned to.

Can I edit an expense after it has been saved?
Yes, as long as the expense has not yet been invoiced. Once invoiced, the expense is locked. To edit a submitted expense, navigate to the Expenses overview, locate the entry, and click to open it.

Does the expense count toward the project budget?
Yes. The expense is assigned to a specific contract line (Line ID) and will be reflected in that line's used amount and the project's financial overview.

Next Steps

✅ Book time on a project associated with that expense
Log any time that is possibly associated with the expenses directly.
How to create a time entry for another resource

✅ Invoice expenses to a customer
Once expenses are finalised, include them in a customer invoice.
Manual invoicing of T&M and expenses

Related Articles

• How to book expenses in PSOhub
• Modify the expense on behalf of another resource
• Introduction to Time & Expenses in PSOhub