Whether you're creating a budget from scratch, editing an existing one, or creating one from a template, the budget overview remains consistent.
For easier navigation, you'll notice that the main budget elements include:
Navigation pane: Contains sections for Feed, Services, Time, Invoices, Expenses, and Recurring budgets.
Main budget settings: the budget start and end date, sharing options and quick notification settings, and the Budget sidebar which contains general budget information, details, project and email associations, client details, custom fields, and additional budget settings (covered in the paragraphs below 👇).
Budget editor: Allows setting up services, rates, billing types and units, your time-to-complete estimations, as well as defining time-tracking and booking restrictions.
Tip: You also have the option to create a budget using the Simple Budget Editor, a simplified version of the Budget creation wizard, which, after saving, leads to the same budget overview described below.
Budget sidebar
The budget sidebar icon may appear small in size, but its importance in budget management cannot be underestimated.
This collapsible menu, located in the top-right corner of your budget screen, provides essential tools and options to help you simplify your budgeting.
The budget sidebar contains options and information about the budget divided into several sections, including the General budget info, Client details, Custom fields, Document information, and additional budget settings.
General budget info 🏠
1) Clicking on the Edit general budget info allows you to adjust the:
The budget name
The client company: You can reassign the budget to another client company.
The budget owner: Choose the person responsible for the budget and approving time entries and expenses (if you have these approvals enabled).
The subsidiary: Change the subsidiary.
The budget number: Automatically generated, this number serves as a key in the budget database.
2) Clicking on the Edit budget details allows you to adjust the:
The budget number (view only)
PO Number: Unique identifier for purchase orders; manually added and matched to invoices.
The budget date range: Defines the period for revenue and cost reporting.
Currency: Helps you change the budget currency. Note that changing it only adjusts the symbol, not the amounts!
3) Clicking on the Assign to project allows you to adjust the:
Project: Helps you assign the budget to a project of your choosing.
4) The Emails section allows you to manage the BCC mailing:
Emails: BCC the email address found in the bottom left and attach any email to your budget feed.
5) Show in Resourcing: Quick access to the project bookings in Resourcing.
Client details 👤
Client details: Customize client information, billing currency, client company codes, Tax ID, and expected due dates for invoices by clicking on Edit company.
Contact: Enter primary client contact details, including name, title, phone number, website, and address by clicking on Add contact.
Client access: Enable or disable client access; allows viewing of approved time entries. For more details on client access, refer to this article.
Note: internal projects do not have client access options.View as client: If client access is enabled (see the section above), you can preview what your client will see in the budget.
Note: The profitability section will not be visible to clients; it's for your reference only.
Custom fields 🧩
Add any custom fields to help you organize and classify your budget data information.
Document information 📄
View and pick the document template for your proposal PDF (as set up in your Document templates settings).
Export the Budget status PDF (contains the Total budget, Used budget, and Billable amount information)
Export the Proposal PDF after adjusting it
Settings ⚙️
Time warning: Alerts the budget owner when billable hours reach a set percentage of estimated hours, providing better oversight.
Tracking type restrictions: Depending on the chosen tracking type, individuals may be able to track time on all services, services with the same assigned service type, or services directly assigned to them.
Person-day: Refers to the number of hours allocated per person-day on a budget. This setting impacts services with quantities specified in days. If left blank, the organizational settings will be automatically applied.
Custom budget cost rates: Allows to set a custom hourly cost rate per person for this budget.
Duplicate: Helps you clone the budget in a couple of clicks.
Delete: In case you need to delete the budget, select this option.
