---
title: "Manage and track worker allowances"
slug: "manage-and-track-worker-allowances"
updated: 2026-06-01T15:03:22Z
published: 2026-06-01T15:03:22Z
canonical: "help.wrapbook.com/manage-and-track-worker-allowances"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.wrapbook.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Manage and track worker allowances

## Overview

After inviting a worker to a project, you can view, add, update, and track their [allowances](/v1/docs/add-an-allowance-to-a-project-workers-timecard#allowance-types) directly from their [project worker profile](/v1/docs/about-worker-profiles). Allowances such as kit rentals, mileage, per diems, and car allowances can be managed at any time, even after the [invitation](/v1/docs/how-to-invite-workers-to-a-project) has been sent.

**Key things to know before you start:**

- Allowances listed on a worker's profile are informational — they let the worker know which allowances they're eligible to submit, and at what amount. Adding or updating them does not automatically create payments or populate timecards.
- Workers must still [submit their allowances](/v1/docs/how-to-add-allowances-and-expenses) on their timecards. Wrapbook does not disburse allowance payments automatically.
- Allowance caps let you set limits on how much a worker can receive for a given allowance type, either per week or for the full project. Caps are visible to production but are not currently enforced at the timecard level — your team will need to monitor submissions to ensure caps are not exceeded.

## View a worker's allowances

To view a worker’s assigned allowances:

1. In the left-side navigation, click the dropdown menu and select the name of the project
2. In the left-side navigation, click **People**
3. On the project's *People* dashboard, find the worker and click the **View** button
4. At the top of the worker's profile, click the **Manage allowances** button

This will open the Manage allowances drawer on the worker's profile where you'll see all of the allowances that have been assigned to the project worker.

## Add a new allowance

Use these steps to assign a new [allowance type](/v1/docs/add-an-allowance-to-a-project-workers-timecard#allowance-types) to a project worker:

1. In the left-side navigation, click the dropdown menu and select the name of the project
2. In the left-side navigation, click **People**
3. On the project's *People* dashboard, find the worker and click the **View** button
4. From the worker's profile, click **Edit** next to *Job & pay*
5. Scroll down to the *Allowances* section
6. Under *Add new allowance*, click the **dropdown menu** and select the **allowance type** (for example, *kit rental, mileage,* per diem*, car allowance, wardrobe,* meal allowance)
7. Enter the **Amount** and select the **Frequency** (*daily, weekly, monthly, lump sum,* or *shoot days only*)
8. Optionally, add a **Note** to provide the worker with additional context — this will appear on their startwork
9. Click the **Save** button when finished

## Track allowance spending against caps

Once caps have been set, you can view a spending summary for each capped allowance type from the *Manage allowances* drawer which is available on the [worker's profile](/v1/docs/about-worker-profiles) and on the [admin view of a project worker's timecard](/v1/docs/the-admin-view-of-a-project-workers-timecard).

The allowance tracker shows:

- ***Paid*** — amounts that have been fully processed and paid
- ***In process*** — amounts on timecards that are pending approval or payment
- ***Remaining*** — how much is left before the cap is reached
- ***Overage*** — any amounts submitted that exceed the cap

**Note: Caps are not automatically enforced in the timecard.** If a worker submits an amount that would exceed their cap, the timecard will still go through for review. Your production team is responsible for monitoring and managing submissions against the cap.

## Update caps on an existing allowance

Allowance caps let you define the maximum amount a worker should receive for a given allowance type, either on a weekly basis or across the entire project.

### Weekly cap

- A *weekly cap* is the maximum amount the worker should receive in a single week for that allowance type
- It applies across all of the worker's deals
- You can leave this blank if there is no weekly limit

### Project cap

- A *project cap* is the total maximum amount for that allowance type for the duration of the entire project, across all deals

### How to update an allowance cap

Use these steps to update a project worker’s allowance caps:

1. In the left-side navigation, click the dropdown menu and select the name of the project
2. In the left-side navigation, click **People**
3. On the project's *People* dashboard, find the worker and click the **View** button
4. At the top of the worker's profile, click the **Manage allowances** button
5. In the *Manage allowances* drawer, click the **pencil icon** to edit the cap amounts for an allowance type
6. In the popup, click the fields to make your changes
7. When you're ready, click the **Save** button

**Note:** If you are lowering a cap that was previously communicated to the worker, make sure to notify them directly. Wrapbook will not automatically alert the worker of cap changes.

Payment of anticipated daily living expenses to Cast and Crew on location.

Payment of anticipated daily meal expense on location.

Documents filled out by workers at the beginning of the work, which contains specific, vital information needed to process payroll.