Tracking Actual Costs vs. Budget

How to enter actual costs, understand the variance column, and what over/under means.

Logging Expenses

When you pay a subcontractor or purchase materials, log the expense in OwnerDraw:

1. Go to the **Expenses** page
2. Click **Log Expense**
3. Select the budget line item this expense applies to
4. Enter the amount, vendor, date, and any notes
5. Upload the receipt or invoice

Understanding Variance

The variance column shows the difference between your estimated budget and actual spending:

• **Green (under budget)** — You've spent less than estimated. Great!
• **Red (over budget)** — You've spent more than estimated. Review and adjust.
• **Yellow (approaching limit)** — You're getting close to your estimate. Monitor closely.

> TIP: Log expenses the same day you pay them. Falling behind on expense tracking leads to budget surprises and makes draw requests harder to prepare.

What Happens Next

Review your budget summary regularly to catch overages early. Consider transferring funds from under-budget categories to cover overages.