Budget

The project budget management module in FlexiProject allows for effective planning and utilization of financial resources, ensuring cost control and adherence to targets and deadlines. Proper budget management can help avoid unnecessary expenses, minimize the risk of budget overruns, and enable optimal resource use.
In FlexiProject, budget items are categorized into expenses and revenues. Expenses are represented by a circle icon with a dollar sign, while a pouch icon with a dollar sign represents revenue. The display features of FlexiProject’s budget, such as the number of decimal places and the representation of expenses and revenues (expenses with a minus and revenues with a plus), are customizable based on an organization’s preferences.
The total amount is the sum of expenses and revenues, which can result in a positive or negative value.

Add budget item

Add an expense

1. Go to the Budget tab of the selected project.
   
2. On the Budget tab, click New expense. The field in the Name column is highlighted. Next to it, you can see the icon of a circle with a dollar sign, indicating the expense.
3. Enter the name of the expense and confirm.
4. Click outside the Name field or press Enter to approve the expense name.

Add a revenue

1. Go to the Budget tab of the selected project.
2. Click the arrow next to the New expense button on the Budget tab. The New revenue option appears.
   
3. Click New revenue. The field in the Name column is highlighted. Next to it, you can see the icon of a pouch with a dollar sign in the middle, indicating revenue.
4. Enter the name of the revenue and confirm.
5. Click outside the Name field or press Enter to approve the entered revenue name.

Edit budget item details

Edit the value of a budget item in the budget list

1. To change the budget item value, go to the Budget tab.
2. Click the Amount field of the budget item.
3. Type in the new value.
4. Click outside the field or press Enter to save it.

Edit the value of a budget item on the budget item panel

1. To change the budget item value, go to the Budget tab.
2. Click the item name to open the budget item panel.
3. Click the Amount field and type in the new value.
4. Click outside the field or press Enter to save it.

Edit the date of a budget item in the budget list

1. To change the budget item date, go to the Budget tab.
2. Click the Date field of the budget item. A calendar opens.
3. Select a date by clicking the desired day in the calendar.

Edit the date of a budget item on the budget item panel

1. To change the budget item date, go to the Budget tab.
2. Click the item name to open the budget item panel.
3. Click the Date field of the budget item. A calendar opens.
4. Select a date by clicking the desired day in the calendar.

Edit properties: Cost center, Expense type, Capex/Opex in the budget list

1. On the Budget tab in the budget list, click the field of the property you want to edit in the line of the selected budget item. A list with available values for the selected field expands.
2. Select a value.
3. The value is displayed in the column corresponding to the selected property.

Edit properties: Cost center, Expense type, Capex/Opex on the budget item panel

1. On the Budget tab, click the name of the selected budget item. The budget item panel opens.
2. On the budget item panel, click the field of the property you want to edit. A list with available values for the selected field expands.
3. Select a value.
4. The value is displayed in the column corresponding to the selected property.

Edit properties: Supplier, Document number on the budget item panel

1. On the Budget tab, click the name of the selected budget item. The budget item panel opens.
2. Click the field of the property you want to edit. The field changes to edit mode.
3. Enter the desired value and confirm.
4. To validate the entered value, click outside the field or press Enter. The entered value is displayed in the field corresponding to the selected property.

Importing budget items

You can add budget items to an existing project by importing them from a budget template or a Microsoft Excel file. This feature allows for bulk creation of items.

Note: Only users with budget administrator rights can perform an import. Created items are logged in the item history with the note “Created from imported file” or “Created from template”.

Import from template

This option allows you to apply a pre-defined budget structure to your current project.

1. Go to the Budget tab.
2. Click the Settings button and select Import from template.
3. A window will open. Select the desired Template.

   Note: You can only select templates assigned to the same workspace as your current project.

4. Select the Start date. The dates for individual budget items are calculated relative to this date based on the template’s schedule.
5. Click Next to preview the items. New items are added at the end of the list and marked as “Not executed”.
6. Click Add to confirm and update the budget.

Import from Microsoft Excel

You can import a list of expenses and revenues from an .xlsx file.

1. Go to the Budget tab.
2. Click the Settings button and select Import from Microsoft Excel.
3. In the window, upload your file (drag & drop or select from disk). You can also download a template file to ensure correct formatting.
4. Click Next to proceed to data mapping.
5. Map the columns: match the columns from your Excel file to the system attributes (e.g., Name, Date, Amount, WBS).

   Validation: incorrect or missing mandatory data (like Name or Amount) is highlighted in pink.

6. Define amount logic:
   • Mixed values (+/-): positive values are mapped as revenue, negative as expenses.
   • Negative values only: mapped as expenses.
   • Positive values only: you must explicitly select whether they represent revenue or expenses.
7. Click Add. The imported items are appended to the end of the budget list.

Assign budget item to schedule

Assign a budget item to a schedule item from the budget list

1. Go to your project’s Budget tab and hover over the budget item you want to link.
2. Click the three-dot symbol that appears.
3. From the options, select Assign to schedule.
   

Assign a budget item to a schedule item from the budget item panel

1. On the Budget tab, click the name of the item you want to link.
2. In the panel that opens, click the three-dot symbol.
3. From the options, select Assign to schedule.
   

Selecting the schedule item to link

1. After selecting Assign to schedule, the Link to the schedule item window opens.
2. Click the Schedule item box. A window with a list of schedule items opens.
3. Select the schedule item you want to link to the budget item.
4. Click Confirm. The selected task/milestone name appears in the Schedule item field.
5. Optionally, toggle the Date comes from schedule dates box and specify the difference in days between the start or end date of the selected schedule item.
6. Click Save. On the panel of a budget item that has been linked to a schedule, the added link is visible in the Schedule section. If Date comes from schedule dates is checked, a symbol of two intertwining hoops is visible next to the date of the budget item (on the panel and in the budget list). The date cannot be edited.
   

Budget items on the project Schedule tab

Budget items associated with a schedule item are communicated on the schedule list, in the Budget column, in the form of a dollar icon with a corresponding circle color. Budget items that do not have a Base Plan value, or whose amount is equal to the Base Plan value, are represented by a gray circle. Budget items whose amount is less than the Base Plan value are represented by a green circle. Budget items whose amount is greater than the Base Plan value are represented by a red circle.

Budget items that have been linked to a schedule are shown on the linked schedule item panel, in the Budget section.

Clone budget items

Cloning budget items is a powerful feature that can expedite the creation of your project budget. When you clone a budget item, a duplicate item is created with the same data. This is particularly useful when your budget includes several similar items. Instead of manually creating each one, you can clone an existing item and modify the specific attributes that differ.

• When you clone a budget item, the following attributes are duplicated: Status, Amount, Date, Cost center, Expense type, Capex/Opex, Supplier, Document number, Link to Schedule, Description, and Attachments.
• However, note that comments and the history of the budget item are not cloned. This ensures that each item maintains its unique discussion and modification record.

Cloning a budget item in the budget list

1. In your project, go to the Budget tab.
2. In the budget list, hover your cursor over the line corresponding to the budget item you want to clone. A three-dot symbol appears behind the item name.
3. Click the three-dot symbol. A menu of available options opens.
4. Select Clone Expense (for expenses) or Clone revenue (for revenues).
5. A new budget item appears below the original in the budget list. It has the same name as the original budget item and a note indicating “Copy”.
   

Cloning a budget item on the budget item panel

1. On the Budget tab of your project, click the name of the budget item you want to clone. The budget item panel opens on the right side of the screen. You see the three-dot symbol in the upper right corner.
2. Click the three-dot symbol. A menu of available options appears.
3. Click Clone. Below the original budget item, a new budget item appears. It carries the same name as the original and the note “Copy”.
   

Change the type of budget item

Change the type of a budget item in the budget list

1. In your project, go to the Budget tab.
2. In the budget list, hover your cursor over the line corresponding to the budget item whose type you want to change. A three-dot symbol appears behind the name.
3. Click the three-dot symbol. A menu of available options opens.
4. Select Change to expense (for revenues) or Change to revenue (for expenses).
5. The budget item type and the icon next to the budget item name reflect the new type.
   

Change the type of a budget item on the budget item panel

1. In your project, go to the Budget tab.
2. Click the name of the budget item you want to modify. The budget item panel opens on the right side of the screen. You see the three-dot symbol in the upper right corner.
3. Click the three-dot symbol. A menu of available options appears.
4. Click Change to expense (for revenues) or Change to revenue (for expenses).
5. The budget item type and the icon next to the budget item name reflect the new type.
   

Aggregation of items in the budget list

Aggregate budget items are groups of expenses, revenues, or both. Grouping these items lets you split them into smaller parts or join them into bigger groups. The total of a group is the sum of its parts. These group items don’t have dates or specific values like Cost center, Expense type, or Capex/Opex.

Budget list view

The project budget, by default, is presented as a list. This list includes all expenses, revenues, and grouped budget items. You can change how the list looks by choosing which columns to show, filtering items, and opening or closing grouped items.

New budget items are placed at the end of the list. But, just like on the project schedule, you can add expenses and revenues where you want them on the list.

Select which columns to show or hide on the project budget list. Each user can have their settings for each project budget. So, if one user hides a column in one project, it doesn’t affect what other users see. The same goes for the same user across different projects. If a user hides a column in one project, it isn’t hidden in others.

Add a budget item below the selected item

1. Select the budget item below which you want to add a new one by clicking on the line of the budget item in the non-editable space. The line of the selected budget item is highlighted in light gray.
2. Add a new budget item (expense or revenue) using the New expense or New revenue button.
   

   See how to add a new expense or revenue: Add budget item.

   The newly added budget item is added below the marked one.
   

Add a budget item using the Add Above/Below option

1. On the Budget tab in the budget list, hover the cursor over the line of the budget item where you want to add a new item. A three-dot symbol appears behind the name of the budget item.
2. Click the three-dot symbol. A menu of available options opens: Add expense and Add revenue.
3. Hover your cursor over Add expense or Add revenue. A list of options appears: Above and Below.
4. Click Above or Below. The field in the Name column is highlighted in the budget list, above or below (depending on the option selected). Next to it, you see an icon corresponding to the selected budget item type. A circle icon with a dollar sign in the center indicates expenses. A pouch icon with a dollar sign in the center indicates revenues.
5. Enter the name of the new budget item and confirm. To validate the entered name, click outside the Name field or press Enter.
   

Turn the visibility of columns in the budget list on and off

1. On the Budget tab, in the budget list, click the Columns button. A list of columns appears, available for the project’s open budget.
2. Enable or disable the visibility of selected columns by checking the checkbox next to their name. Columns with a blue-highlighted checkbox are shown in the budget list. Columns with an unmarked checkbox are not visible.

Changing the order of displayed columns in the budget list

1. On the Budget tab, in the budget list, click the Columns button. A list of columns appears, available for the project’s open budget.
2. Hover the cursor over the row with the column name you want to move. A six-dot symbol appears in front of the column name.
3. Hover and hold the six-dot symbol, then drag the column row to the desired location. Columns appear in the budget list in the order they appear in the column list.

Exporting the project budget list

Export the budget list to an Excel file, which allows you to download the list of budget items to your local drive. The file can then be uploaded or saved to the organization’s knowledge base as a model of good project budget planning practices. Data from the currently displayed columns are extracted into the Excel file when exporting. The export file includes detailed attributes such as WBS, Cost center, Expense type, and Capex/Opex.

1. On the Budget tab, in the budget list, click the Export button.
2. The Excel file (with an .xlsx extension) is downloaded. It contains data from the columns visible in the exported project budget list.

Budget timeline view

The project budget timeline view displays a list of budget items in a table format. It includes all expenses, revenues, and aggregate items defined in the project budget. You can modify the budget table view by adjusting the zoom (data aggregation period) with the Zoom slider.

If the project plan has approved the budget, you can show deviations by selecting Settings → Deviation — the summary lines of budget items present data in bold.

You can access the budget item panel in the budget timeline view by clicking the item’s name.

Budget attributes

Budget items can be enriched with custom attributes, in the same way as project attributes. Administrators define them in System Settings → Budget.

Supported attribute types:

• Short text and Long text
• Single-select list and Multi-select list
• Date
• Numeric field
• Function field — calculations on dates or numbers (e.g. gross amount = net amount × VAT)

The previously fixed fields — Cost center, Expense type, Supplier, Capex/Opex, Document number — have been migrated to the new budget attributes. If you do not use any of them, you can disable them in the settings.

You can also define the order in which attributes appear in the details of a budget item.

To use budget attributes in a project:

1. Go to the Budget tab of the project (or a project template).
2. Click the Columns button and select the attributes you want to display.
3. Edit values directly from the list, or from the details of a budget item.

Budget attributes can be used to filter data in budget reports, and to pull data for specific attributes across different projects via a consolidated budget report.

Migration of legacy budget fields

With this release, two dedicated dictionaries in System Settings — Cost Locations (MPK) and Expense Types — have been removed. Their values have been migrated to new Single-select list budget attributes, with the original entries preserved 1:1. Attribute names follow the organization’s language (e.g. Polish: Miejsce powstawania kosztów, English: Cost Location). Existing data on projects and in reports is preserved without any change in meaning.