No surprise overruns
Exposure counts committed and quoted cost as it lands, so headroom shrinks in front of you instead of arriving as a shock at month end.
CAPEX AND COST TRACKING
Capex Tracking Software for Capital Projects
Capex tracking software that keeps the money in one place: tag costs to cost centres on each item and watch them roll up the work breakdown. Budget, committed, exposure, and headroom, per project and across the portfolio, with a capex request you can freeze for sign-off.
Free 14-day trial · No credit card needed · $8/user/month
What it does
What capex and cost tracking does
Most teams track the schedule in one place and the money in another, so the figure on the boardroom table is always a few weeks behind the project. Phaselo puts costs on the work itself. You tag budget, estimates, quotes, and committed spend to a cost centre on each item, and the numbers roll up the same Epic, Story, and Task breakdown you already use to run the work. The result is one set of figures: what was budgeted, what is committed, what you are exposed to, and how much headroom is left, per project and across the portfolio.
How it works
How the rollup and freeze work
- 1
Tag costs to a cost centre
On each item you set budget, estimate, quote, and committed figures against a cost centre. Items without their own cost centre inherit the nearest ancestor's, so you tag once at the work-package level and every task underneath follows.
- 2
Roll up the work breakdown
Each figure is summed across an item plus all its descendants up the Epic, Story, Task tree. Cost centres aggregate those sums into four numbers: budget, committed, exposure (quoted plus committed), and headroom (budget minus exposure). Change one task and the totals recompute.
- 3
Read budget, committed, exposure, headroom
The same four numbers report per project and across a portfolio money strip that totals every active project. Both read the same aggregates, so the portfolio headline can never disagree with the project rows beneath it.
- 4
Set the requested figure by evidence
A capex request picks the firmest number per cost centre: a quote if one exists, then an estimate, then budget as a last resort, flagged uncosted. Requested versus budget gives you the over or under envelope with no separate variance column.
- 5
Freeze the request for sign-off
Generating the capex request writes an immutable server-side snapshot of the figures plus a capex_generated audit event. The printed document reproduces that snapshot, so the PDF you circulate cannot drift from the live project. Regenerate to capture current figures.
Why it matters
Why it matters
The document matches the project
The capex on the boardroom table is a frozen copy of the same figures the project is actually spending, generated from one source, not a spreadsheet retyped by hand.
An honest freeze, not a black box
The freeze is for offline sign-off through your existing approval chain. There is no built-in approval workflow, and the document says exactly when its figures were frozen.
In the product
What you get
- Tag budget, estimate, quote, and committed cost to a cost centre on any item
- Costs roll up the Epic, Story, Task breakdown into budget, committed, exposure, and headroom
- Portfolio money strip totals every active project from the same aggregates
- Capex request picks the firmest figure per centre: quote, then estimate, then budget
- Generate freezes an immutable snapshot plus a capex_generated audit event
- Print the frozen request to PDF with signature lines for your own approval chain
Pricing
Every feature, one price
$8 per user per month, flat. No tiers, no caps. The critical-path engine, baseline governance, the audit trail, slip alerts, the money roll-up, and all five views are in every plan. 14-day free trial, no credit card.
FAQ
Questions about capex and cost tracking
How does capex tracking software calculate committed cost versus exposure?
Committed is the spend you have already locked in, tagged on items and summed up the work breakdown per cost centre. Exposure is quoted plus committed, the full cost you are on the hook for once outstanding quotes are counted. Headroom is your budget minus that exposure, so it falls as quotes and commitments land rather than waiting for invoices.
What does it mean to freeze a capex request?
Generating a capex request writes an immutable server-side snapshot of the figures at that moment, alongside an audit event recording who generated it and when. The printed document reproduces that snapshot, so the PDF you circulate for sign-off cannot drift from later changes to the live project. You can regenerate to capture current figures, which freezes a fresh snapshot.
Does Phaselo include a capex approval workflow?
No, and we are clear about that. The freeze is built for offline sign-off through whatever approval chain you already run. The capex request prints to PDF with Requested, Reviewed, and Approved signature lines, but there is no in-app routing, no approval states, and no notifications to approvers.
How do costs roll up across a portfolio?
Each cost figure is summed across an item plus all its descendants in the Epic, Story, Task tree, then grouped by cost centre. The portfolio money strip totals budget, committed, and exposure across every active project using the same aggregates the per-project view reads, so the two can never show different numbers.
What is the requested figure on a capex request based on?
For each cost centre the request takes the firmest evidence available: a quote if one exists, otherwise an estimate, otherwise the budget as a last resort, which is flagged uncosted so reviewers know it is a placeholder. Comparing requested against budget surfaces the over or under envelope directly, without a separate variance calculation.
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Read the guide →Cost tracking that holds up in the boardroom
Phaselo is $8 per user per month, flat, with unlimited projects and a 14-day free trial, no credit card. Put the money on the work, watch it roll up, and freeze the request when it is time for sign-off.
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