Costs and Quantities in CrewCenter

Overview

Roles: Admin, Supervisor, Employee | Interface: Web, Mobile

Costs & Quantities in CrewCenter is a feature available across both web and mobile that enables standardized reporting of expenses and output types in daily work.

On mobile, all users (Administrators, Supervisors, and Employees) can add and report costs and quantities as part of their daily activities, ensuring accurate and consistent data capture in the field.

On the web, Administrators have full control over configuration and management. This includes a dedicated management page where they can create, edit, and organize costs and quantity types, maintain naming consistency, and manage availability across projects and teams.

Administrators can also control feature settings such as enabling or disabling Costs & Quantities, maintaining the master list of types. 

 

Enabling and disabling Costs & Quantities

Roles: Admin | Interface: Web

Costs & Quantities are enabled by default. Users can turn them off in General Settings (all related customer‑facing elements disappear when the toggle is off). When enabled, a Costs & Quantities page appears in the navigation menu for Administrators and all the users can see in mobile.

Adding Expense and Output Types

Roles: Admin | Interface: Web

When the feature is enabled, Administrators will see a dedicated page "Costs & Quantities" on the left side panel, listing all existing expense and output types.

1. Open the tab "Costs & Quantities"

2. Click Create at the top of the page: the "Add Item" panel opens as a side window.

    

   

    

3. Select the category from the list or type the new one. Then click "Add XXX" which will show up to add it.  

4. Enter the required information for the Cost or Quantity type, such as:

• Name
• Code
• Category
• Cost Centre
• Description
• Unit and value
• Type – whether it is an Expense (use of funds) or an Output (e.g., hours worked, tasks completed)
• Additional settings (for example: comment required)

Note: Category and Name are obligatory fields.

If the cost has a value, the administrator should also specify the appropriate unit. 

For example: 

• nights - for accommodation stays
• days - for allowances or rentals
• hours - for time-based work, 
• kilometers, miles - for distance traveled, kilowatt-hours (kWh) for energy usage
• currency - for monetary values such as costs or labor wages.

Note: Value can have up to 15 digits before the decimal point and up to 4 decimal places

   4. Click Create to save the new Cost & Quantity type.

Important:

• A new item cannot be created unless a category is selected.
• A user cannot remove a category if it contains at least one item.
• Bulk editing of categories or units is not supported at this time. 
• If a category or unit was created with the wrong name, you have two options:
  1. Fix the existing one by updating its name in the properties of every cost and quantity that uses the same category or unit name.
  2. Create a brand‑new category/unit with the correct name and start using that one instead.

Adding  Costs & Quantity to Timesheets in a single mode

Roles: Admin, Supervisor | Interface: Web

An admin and supervisor can add Costs & Quantity values to a single timesheet entry - for themselves or for any employee within their account. 

1. Go to Timesheets.
2. Open the timesheet for the selected day.
3. Select a Project and enter the Clock In and Clock Out times.

4. Add Costs & Quantities.

   

    

5. Choose the relevant Cost and Quantity items from the list by selecting the check box. 

6. Confirm the selection.

    

   

    

7. Adjust the values if necessary.
8. Add a comment if necessary.

9. Click Report to save it.

    

Adding Costs & Quantity to Timesheets in a multi user mode

Roles: Admin, Supervisor | Interface: Web

An admin and supervisor can add Costs and Quantity values to multiple timesheet entries at once, covering two or more days and two or more employees. Admins can apply these updates to all workers, while Supervisors can only update employees assigned to them and and themselves too.

To add timesheet entries at once follow steps:

1. Go to Timesheets.
2. Select two or more employees.
3. Click Add Time Entry.
4. Choose the days for which you want to add time, costs and quantities.
5. Select a Project, then enter the Clock In and Clock Out times.

6. Click Add Costs & Quantities.

    

   

    

    

7. Choose the Costs & Quantities from the list by selecting the check boxes. 

8. Confirm the selection.

    

   

    

9. Press "No employees" to assign employees. Here, the user can choose which employees to assign costs and quantities to.

    

   

    

10. Select All employees or choose the specific employees from the list.
11. Press Confirm.  

12. Adjust the values for the entry if needed.
13. Add a comment if desired.
14. Click Report to save.

Editing Costs & Quantity

Roles: Admin | Interface: Web

An admin can edit Costs and Quantity on the Costs & Quantity page after they have been created. 

If a given cost or quantity is changed, it will apply only to future entries; already saved timecard will not be affected.

To edit the Costs and Quantity follow steps:

1. Go to the Costs & Quantity tab.

2. Select the entry you want to edit and click the three dots (menu). 

    

   

    

3. Click Edit.

   

    

4. Adjust the relevant fields as needed.
5. Press Update.

Note: If you edit the cost and quantity entry, the previously created entries remain unchanged.

Deleting and deactivating Costs & Quantity

Roles: Admin | Interface: Web

1. Go to the Costs & Quantity tab.
2. Select the entry you want to deactivate and click the three dots (menu). 

3. Press Deactivate. The item became inactive.

    

4. Select the Inactive line and press three dots. Choose delete

   

5. Confirm the action on the pop-up window.

Important: Inactive or deleted entries will no longer appear as selectable options in the Timesheet.

Existing records that already use the Cost & Quantity will remain unchanged.

Adding Costs & Quantities on Mobile in the Live Mode

Roles: Admin, Supervisor, Employee | Interface: Mobile

All users can add costs and quantities on mobile. To do it follow steps:

Editing Costs & Quantities Types on Mobile in the Live Mode

Roles: Admin, Supervisor, Employee | Interface: Mobile

In live mode, the user can edit costs and quantities. 

1. On the Live screen, select Edit Costs & Quantities. 
2. To modify an existing cost, select the item you want to change. 
3. Update the value and press Confirm.
4. To add a new cost, press Add Item. 
5. Select the item from the list. 
6. Adjust the value if needed. 
7. Press Next, then Confirm.
    

Deleting Costs & Quantities Types on Mobile in the Live Mode

Roles: Admin, Supervisor, Employee | Interface: Mobile

There is possibility to delete Costs & Quantities in the Live Mode. To do it follow steps:

1. On the Live screen, select Edit Costs & Quantities.
2. Choose the item you want to delete, then click the X icon on the right.
3. Confirm your choice in the pop-up and click Delete.
4. Close the Costs & Quantities window.
    

Export Costs & Quantities 

Roles: Admin | Interface: Web

Admins can export employee timesheets with Costs & Quantities data included.

To do this:

1. Go to Timesheets.
2. Select Export.
3. Check the Costs & Quantities option.
4. Choose whether to include all categories or only selected ones.
5. Choose whether to include Costs & Quantities comments
6. Click Export to generate the file.

Admins can also include aggregated Costs & Quantities (C&Q) data in Employee Timesheet exports by category.

To do it:

1. Go to Timesheets.
2. Select Export.
3. Choose Employee timesheets export template
4. Choose whether to include all categories or only selected ones.
5. Choose whether to include Costs & Quantities comments
6. Click Export to generate the file.

Note: The file containing Name, Code, Cost Centre, Description, Status, Category, Unit and Value will be downloaded to your local computer in CSV format.

Proposed Categories for Costs & Quantities

Roles: Admin | Interface: Web

Admins can manage a wide range of expense and output types, including the following; please note that this is a suggested list only and may be adjusted, expanded, or tailored to specific organizational requirements:

More Information

If you need support setting up Costs & Quantities or want guidance on how to best use the feature with your teams, please contact the CrewCenter support for help: support@crewcenter.com.