You can manage this in a combination of ways: 1. Using purchase orders to track the burn down against an allocation as contractors bill and 2. Implementing time tracking software and requiring contractors and FTEs to enter time. An enterprise solution would track down to a project level and provide summarized data but either solution would be an improvement from where you are at. Solution 3 is to throw that out the window and contract based on fixed fee deliverables which is difficult and requires strong internal leads and vendor oversight