In this article, we explain what Crew Expenses are in Rentman, how to set them up, and where you can adjust them.

What are Crew Expenses

Crew Expenses are ancillary costs related to the work performed by your crew members that go beyond their standard labor rates. These expenses may be displayed alongside labor hours and roles on Labor Purchase Orders, or used independently to provide a financial overview of all labor-related costs for a project.

Rentman includes four categories of crew expenses. These can be set up for each function:

Catering: meals.
Travel: fuel, mileage, parking, public transport, toll, etc.
Accommodation: hotel stays.
Other: per diems, special working conditions, etc.

Note: On U.S. accounts, Lodging is used instead of Accommodation, and Meals is used instead of Catering.

Each Crew Expenses category includes both a Costs column (what you will pay) and a Price column (what you will charge). The margin percentage is shown next to the total, and you can hover over the percentage to view the margin in its monetary value.

Edit the Crew Expenses

Crew expenses can be edited in multiple places in Rentman:

Default functions
Add expenses to your default functions so they are automatically filled in when you use those functions in a project.
Planned functions
When default functions are added to a project, they become planned functions. You can adjust their expenses to better match your project’s needs.
Planned crew member
Expenses can be overridden at the planned crew member level if no expenses were defined at the function level but are required for that person, or if you need to modify the expenses already set for the function.

Edit the Crew Expenses from the default functions

Edit the Crew Expenses of one default function: 1st option Edit the Crew Expenses of one default function: 2nd option

This action can be performed from any project and allows you to adjust the Crew Expenses details for all selected default functions.

Enter the project of your choice from the table_chart Projects module.
In the Default functions section of the Crew and transport tab, select the function for which you wish to adjust the Crew Expenses.
From the blue bar that appears on the top, click on edit
In the new window, adjust the information.
Save

This action can be performed from any project and allows you to adjust the Crew Expenses details for the selected default function.

Enter the project of your choice from the table_chart Projects module.
In the Crew and transport tab, click on the + icon on the upper part of the Default functions section.
In the dropdown menu, click on settings Manage Default Functions.
In the new window, select the function you wish to adjust.
From the blue bar that appears on the top, select edit Edit
Adjust the necessary information.
Save

Edit the Crew Expenses from planned functions

Bulk edit the Crew Expenses of planned functions Edit the Crew Expenses of functions from the Crew expenses view of the Crew and transport tab

This action can be performed for any planned functions in a specific project.

Enter the project of your choice from the table_chart Projects module.
In the Crew and transport tab, select the planned functions you wish to bulk edit.
From the blue bar that appears on the top, select edit Edit
Adjust the necessary information.
Save

The changes will only affect the planned functions, not the default functions.

Once functions are planned in a project, their specific Crew Expenses can be modified in the Crew expenses view, by editing the information directly within the relevant column.

You can adjust the Crew Expenses here to set specific costs for the functions planned in this project. Any changes made will apply only to this project and will not affect other projects.

Edit the Crew Expenses from the planned crew members

Edit the Crew Expenses of crew members from the Crew Expenses view of the Crew scheduling tab

Once the crew members are planned on a project, their specific expenses can also be changed from the Crew expenses view, by editing the information directly from the column of the Crew expenses view.

You can adjust the Crew Expenses here if you want to define specific costs for the planned crew members of this project. Any changes you make will apply only to this project’s planned crew members and will not impact other projects.

Crew Expenses view

There are two Crew Expenses views in your project: one in the Crew and Transport tab, showing expenses for planned functions, and another in the Crew Scheduling tab, showing expenses for planned crew members.

Navigate to either the Crew and transport tab or the Crew scheduling tab of your project.
In the upper-right corner of the overview, click on settings Views.
In the dropdown menu, select Crew Expenses.

Crew Expenses overview of your project

You can view a complete overview of all Crew Expenses for your project in the Financial tab. This section displays your project’s estimated, planned, and actual costs, along with the total revenue. You can also view a detailed breakdown of costs for the activities and for each type of Crew Expenses.

To understand how adjusting Crew Expenses can affect the estimated, planned, and actual costs of your project, please refer to this article.

FAQ

Can I copy Crew Expenses settings from one default function to another?

No, it is not possible to copy crew expense settings from one default function to another.

Can I create my own Crew Expenses categories?

No, the Crew Expenses categories are predefined, and additional categories cannot be added.

Can default Crew Expenses be applied to a particular crew member?

Not at the moment. If you would like this included, please let us know by filling in this feedback form!

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Crew Expenses