Adding costs to budget

The Budgets Module in Flowtly Business Management System allows you to track and manage your expenses by associating costs with specific budgets. You can add costs in multiple ways, including adding single transactions, linking contractors, associating projects, and attaching invoices. Below are the details for each method:

Adding a single transaction to budget

To associate a single transaction with a budget, follow these steps:

1. Navigate to the Transactions item within the application.
2. At the top of the page, select the relevant bank account from the dropdown menu. This will filter and display transactions associated with the chosen account.
3. Locate the transaction you want to associate with a budget in the list.
4. In the transaction row, find the Add budget field and select the desired budget from the dropdown menu.

The changes are saved automatically, and the transaction will be linked to the selected budget. It will be reflected in the budget summary and costs table under the corresponding month of the transaction. Additionally, you can specify the exact amount to associate with the budget. If no amount is provided, the full transaction amount will be linked by default.

Link contractor to budget

Linking a contractor to a specific budget enables tracking and managing expenses related to that contractor directly within the budget summary and costs table. To associate a contractor with a budget:

1. Navigate to the Contractors item in the application.
2. Locate the contractor and click the Pencil icon to enter Edit mode.
3. Select the relevant budget from the dropdown list in the Budget field.
4. Save your changes.

Once saved, all transactions associated with the contractor will automatically be reflected in the selected budget's summary and costs table. You can also link budget to contractor during adding of contractor.

Link project (project phase) to budget

Linking a project or its phase to a specific budget enables streamlined tracking and management of expenses associated with that project or phase. Additionally, phases can be assigned to a different budget than their parent project, providing flexibility in financial planning and allocation.

To associate a project with a budget:

1. Navigate to the Projects item in the application.
2. Locate the desired project or phase and click the "Go to project view" button.
3. Click Edit project button located on the top right of the page.
4. In the appeared modal select the relevant budget from the dropdown list in the Budget field.
5. Save the changes.

Once saved, all transactions related to the project or phase will be reflected in the associated budget's summary and costs table. You can also link budget to project during creating of project.

To associate a project phase with a budget:

1. Navigate to the Projects item in the application.
2. Locate the desired project or phase and click the "Go to project view" button.
3. Click Edit project button located on the top right of the page.
4. Select Phases tab on the top of the page.
5. Click the Pencil icon to open modal.
6. Select the relevant budget from the dropdown list in the Budget field.
7. Save the changes

You can also link budget to project phase directly during creating of project phase.

Note: If a budget is not yet planned or configured, costs will still be attached, and the system will display a default monthly view in the summary. Each method of adding costs ensures real-time updates in the budget summary, charts, and costs table for better tracking and management.

Note: Fields for adding transactions, contractors, projects, and invoices to a budget will only be visible and adjustable to users with the appropriate role.

Link invoice to budget

Linking an invoice to a budget tracks it as income once paid, ensuring clear visibility of payments within the budget's summary. Incomes are marked in green in the budget costs diagram for clear visibility.This is detailed in the Invoices section