Using multiple layers of projects and cost centers (Sub-Projects)

If your organization uses multiple layers of cost centers or works with project-based structures, you can configure sub-projects in Declaree. This lets you categorize expenses more granularly, based on a hierarchy of projects.

How Sub-Projects Work

Declaree allows you to add extra levels to the standard Projects field. Each new level is dependent on the selection made in the previous one. For example:

• Level 1: Project A

• Level 2: Sub-project A.1, A.2, A.3 (depending on Project A)

• Level 3: Optional further breakdown (depending on Sub-project A.2, etc.)

Once configured, users will see an additional field appear only after selecting a value in the previous level. This keeps the interface clean while allowing deeper selection where needed.

How to Configure Sub-Projects

To set up additional project levels:

1. Go to Configuration → Projects.

2. Click More → Edit Levels.

   • Don’t see this option? Contact our support team to have it enabled.

     

3. The existing cost centers or projects will appear under Level 1 by default. This is the main Project field users already see.

4. To add a new level:

   • Click on Add.

   • Enter a name (e.g. “Sub-project”, “Department”, or “Phase”).

   • Click on Save

     

5. Return to the Projects page.

6. In the top-right corner, select the level you want to configure (e.g. Sub project).
   

   

7. Add new sub-projects for that level.

   • Make sure to link each sub-project to the correct parent project in Level 1.

     

8. (Optional) Repeat for additional levels if you need a third layer.

Adding Projects or Cost Centers in Bulk

To save time, you can add sub-levels in bulk using Excel.

1. Go to Configuration → Projects.

2. In the top-right corner, select the level you want to configure (e.g. Sub project).

3. Click More → Download to download the current structure.

4. Fill in the Excel file:

   • Column A: Code of the main project / cost center

   • Column B: Sub-Project name

   • Column C: Sub-project Code

5. Once your structure is ready, go back to More → Upload

6. Upload the file and confirm.

⚠️ Make sure sub-levels are always linked to a parent level to ensure proper dropdown filtering.

What It Looks Like for Users

Once set up:

• Users select a Project (Level 1).

• Based on their selection, a Sub-project field (Level 2) appears.

• They can then choose the appropriate sub-category.

• If a third level exists, another field will appear based on the sub-project selection.