---
title: Add or edit expense lines
description: Create or edit expense lines to capture the actual costs. You can associate the expense lines with a cost plan or create standalone expense lines to record unplanned expenses.
locale: en-US
canonical_url: https://www.servicenow.com/docs/r/australia/it-business-management/project-workspace/create-expense-line-prj-wrkspc.html
release: australia
product: Project Workspace
classification: project-workspace
topic_type: task
last_updated: "2026-03-12"
reading_time_minutes: 1
breadcrumb: [Manage financials, Project Workspace, Project Portfolio Management, Strategic Portfolio Management]
---

# Add or edit expense lines

Create or edit expense lines to capture the actual costs. You can associate the expense lines with a cost plan or create standalone expense lines to record unplanned expenses.

## Before you begin

Role required: it\_project\_manager

## About this task

An expense line is part of the project cost plans that can be associated with a specific source. You can create multiple expense lines for a cost plan. Only the expense lines that are in the processed state are considered for roll ups on the work item.

For unplanned expense lines not associated to any cost plan, the system creates a cost plan or associates an existing one of the same expense type.

The video is recorded using the Strategic Planning view. Navigate to your portfolio to manage expense lines in Project Workspace.\[Omitted video\] Description: Add and manage expense lines

## Procedure

1.  Navigate to **Workspaces** > **Project Workspace** and open a project.

2.  Select **Financials** from the left menu.

3.  Use one of the following options to add an expense line.

<table id="choicetable_n25_2rm_fyb"><thead><tr><th align="left" id="d60022e115">

Choice

</th><th align="left" id="d60022e118">

Description

</th></tr></thead><tbody><tr><td id="d60022e124">

**Select a cost plan**

</td><td>

1.  Select the actuals value from a cost plan.
2.  In the Expense lines side panel, select **New**.


</td></tr><tr><td id="d60022e145">

**Select options**

</td><td>

1.  Select the options \[Omitted image "fin-options.png"\] Alt text: Option to add expense lines. from a cell.
2.  Select **Add expense lines**.


</td></tr><tr><td id="d60022e172">

**Select new expense line option**

</td><td>

Select **New expense line** using the More actions option.\[Omitted image "fin-new-expense-line-option-gif.gif"\] Alt text: GIF showing the selection of new expense line option.

**Note:** Use this option to record and calculate any unplanned expenses.

</td></tr></tbody>
</table>4.  On the Create expense line form, fill the fields.

    For a description of the field names, see [Create expense line form](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/it-business-management/scenario-planning-in-spw/create-exp-line-form-spw.md).

5.  Select **Save**.

    **Note:** The expense lines created for sub projects can be viewed in the Cost screen of the parent project.

6.  To edit a cost plan from the finanicals record page, select the actuals value from the cost plan to open the Expense line side panel.

7.  Select the expense you want to edit.

8.  Update the expense values as needed and select **Save**.


**Parent Topic:**[Managing financials for your projects](https://raw.githubusercontent.com/ServiceNow/ServiceNowDocs/australia/markdown/australia/it-business-management/project-workspace/using-financials-prj-wrkspc.md)