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

Published: 01 June 2026

Audience

• Admin

• Controller

• Project Manager

• Backup Project Manager

Objective

This article explains how to modify an expense that was logged by another resource in PSOhub. You can edit expense details such as the date, amount, category, and contract line from the global Expenses overview or directly from within a project.

Prerequisites

Method 1: Modify an expense from the Expenses overview

Steps

Use this method to find and edit any expense across all projects you have access to.

1. In the main menu, go to Time & Expenses and select All Expenses. 
2. In the All Expenses tab, locate the expense you want to modify.
3. Click on the expense to open it.
4. Update the fields you need to change.
5. Click Save to apply your changes.

Method 2: Modify an expense from within a project

Use this method when you are already working inside a specific project and want to edit an expense booked to that project.

1. Navigate to Project Management, and select the project related to the expense.
2. In the top panel, locate the Expenses section and click Show all related expenses.
3. Locate the expense you want to modify, and click to open it.
4. Update the relevant fields.
5. Click Save to apply your changes. 

Result

The expense is updated and the changes are immediately reflected in the project's Expenses section and in the All Expenses tab. 

Troubleshooting

The project I need does not appear in the project dropdown
The resource must be an active team member on the destination project. Ask a project manager or admin to add the resource to that project first, then return to update the expense.

The customer dropdown is empty or does not show the correct customer
Select the blank entry at the top of the customer dropdown to reset the list. The full customer list will reload and the correct customer should then be available to select.

The Save button is greyed out or the expense cannot be edited
The expense may have already been invoiced. Invoiced expenses are locked and cannot be modified. If a correction is needed, contact your administrator or finance controller.

I cannot see the expense in the Expenses Overview
Your access level determines which expenses are visible. Project Managers can only see expenses on projects they are assigned to. If the expense belongs to a project you are not part of, ask an Admin or Controller to make the change.

The expense was saved but the updated amount is not showing on the invoice
If the expense was already included in a draft invoice, you may need to refresh or recreate the invoice line. Check with your finance team before modifying expenses that are part of an active invoice.

FAQs

Can a Team Member modify another resource's expense?
No. Team Members can only modify their own expenses. To modify another resource's expense, you need Admin, Controller, Project Manager, or Backup Project Manager access.

Can I change the resource an expense is assigned to?
Yes. You can update the Resource field on any expense you have access to. The new resource must be a team member on the project the expense is booked to.

Why can I see some projects but not others when reassigning an expense?
The project dropdown only shows projects where the selected resource is an active team member. If the target project is missing, the resource needs to be added to that project first.

Next Steps

✅ Book a new expense
Log a new expense against a project or contract line in PSOhub.
How to book expenses in PSOhub

✅ Modify a time entry on a project associated with the expense
Make adjustments to a time entry that is possibly associated with the expenses directly.
How to modify a time entry of a resource in PSOhub

✅ Invoice an expense
Understand how expenses can be included in project invoices.
Manual invoicing of T&M and expenses

Related Articles

• How to Book an Expense on Behalf of Another Resource in PSOhub
• What is an Expense contract line?
• Introduction to Time & Expenses