Budgets

A budget is what you sold: lines grouped into sections, a billing schedule, and the work recorded against it. Once a budget is active, time logged on mapped tasks counts as used, unfinished tasks and bookings contribute to the forecast, and any change to what was sold goes through a change order.

Finance must be turned on first. See Finance Setup.

Who can do what

Capability	Lets you
finance:manage_budgets	Create, edit, activate, deliver, close and cancel budgets, raise change orders, map tasks
finance:view_prices	See sold, rates and invoiced figures
finance:view_cost	See cost and committed cost
finance:view_profit	See margin

Project members who cannot see prices still see the Money tab on their projects as hours and percentages. Owners, Admins, Managers and the Finance role can manage budgets; Managers see prices but not cost or margin unless granted.

The Budgets list also respects access set for each project or client. A budget can remain visible with its hours while its prices are hidden. Budgets you cannot read are left out of the list and its page count. A mixed list offers only the views available for every displayed row.

Where budgets live

Choose Hours, Prices, Cost or Profit to change the figures you see. Runnit remembers your choice for your account across project Money, the Finance budget page and the Budgets list, including after you reload or sign in on another device. Other people’s choices are separate.

You can only select views your permissions allow. Internal budgets offer Hours and Cost. If your saved view isn’t available, Runnit shows a permitted view and keeps your preference for when it is available again. If saving fails, the view still changes on screen; select Retry beside the message to remember it.

• Finance in the sidebar (shown to anyone with a finance capability) opens the Overview, then Budgets.
• A project’s Money tab shows the project’s own budget with the same lines, strip and actions.
• A master project’s Budget tab lists every child project’s budget with sold, used and burn, the amount allocated against the group’s overall budget, and the projects that have no budget yet.
• The project task table has a Budget line column for mapping tasks.

After a budget is activated, choose Options to show or hide its side panel. Draft budgets show this panel automatically. The panel contains the owner, dates, thresholds, time approval policy and any custom fields. Your permissions determine which values you can change. If the budget belongs to a project, select Project: [name] above the tabs to open it. Project access still applies. Budgets without a linked project do not show this link.

The overview

Finance > Overview shows the selected month’s revenue, costs, margin and cash received, followed by WIP and the cash forecast. Choose a month and billing entity to narrow the figures. Your financial visibility controls which amounts appear. Ready to invoice, Awaiting my approval and Needs attention open organisation-wide work queues. See Finance reports for the figures and their time periods.

Create a budget

1. Open Finance > Budgets and choose New budget, or open a project’s Money tab.
2. Choose where to Start from: Blank or a Template. To discuss a task plan with Ru, create a blank draft and use Ask Ru in its empty lines editor.
3. Give it a Name, choose the Kind (Project budget or Internal budget), the Client, the Project (optional) and the Currency. The billing entity is shown. When the client has a rate card, the dialog says Rate card [name] applies.
4. Choose Create draft.

A project budget automatically selects the project’s current client and locks that field. Change the client on the project if it is wrong. Without a linked project client, you can choose the client yourself. If the project cannot be loaded, choose Try again before creating the draft.

An internal budget has no client and can only hold non-billable lines. The budget gets its number at creation and opens as a draft.

Note

A project that already carries a single budget figure keeps it until you convert it. On the project’s Money tab choose Convert to a budget to turn the figure into a budget with one fixed “Project fee” line, or keep the single figure. Once a project has a budget, the figure on the project is managed by the budget and can no longer be edited by hand.

When the draft has no lines, choose Ask Ru to draft lines from the plan. The Chat Assistant opens with a request for this budget. Choose Edit first to adjust the request or Send to Ru to send it. Opening the request does not create lines. Review Ru’s proposal before authorising changes. See Finance with Ru.

Lines and sections

The Lines tab is where the budget is built. Use Add line, Add section or From catalogue (⌘K) at the bottom of the table, or the plus on a section row. Drafts save each edit directly. Manage reusable items in Catalogue settings, where saved items retain their activity-code identity after archival.

Enter amounts in the displayed currency. Invalid amounts stay visible for you to correct and do not replace the saved figure.

To change an existing line’s activity, select its code beside the line name (for example, ACCODIRE), then choose the replacement. Longer lists let you search by name or code. You need budget editing permission. Drafts save the change automatically; active budgets put it in a change order. The line keeps its name, quantity, linked tasks, billing type, unit, role and price.

Changing the activity classifies the work without repricing it. Edit the billing type or price separately when the commercial agreement changes. Internal budget lines stay non-billable. Archived codes remain labelled on saved lines but cannot be chosen again. A failed save keeps the previous code and shows an error. If the choices fail to load, choose Try again beside the selector.

Expand the arrow labelled Show line settings beside a line to inspect its discount, cap and tracking controls, including on drafts. A saved discount, cap or tracking restriction is also noted below the collapsed line name. Discount and cap controls need price access. Choose a percentage or fixed amount for the discount; clear the cap amount to remove it.

The expanded settings also let you choose Section, pass-through Markup (%), time-and-materials Rate basis, fixed-fee Usage basis, warning thresholds and On overrun. Leave thresholds and overrun blank to inherit the budget settings. Edits save automatically. Active commercial and section changes are proposed through a change order. Use the arrows on a section header to move the section up or down.

For recognition policy and effective-dated inputs, see Revenue and WIP. If Billing or Activity cannot load, select Try again. An error does not mean that the budget has no invoices or history.

Each line has:

Field	Meaning
Activity code	What kind of work or purchase the line is
Billing type	Time and materials, Fixed, Non-billable, Percentage (of a section or the budget) or Expense pass-through
Quantity and unit	Hours, days or items
Rate	The price per unit. Role-priced lines take the rate from the client’s rate card when created; Reprice refreshes hourly and daily role rates
Discount	A percentage or an amount, using the same tax entry basis as the price
Cap	The most that can be used on a time and materials line
Estimated hours and estimated cost	Used for the forecast and the margin
Tracks time, tracks expenses, bookable	Whether work can land on the line and whether it can be booked in the resource plan
Warn at and on overrun	Line-level overrides of the organisation defaults

Open the billing type beside the line name to see all five choices above the table. When you can see the rate, choosing Fixed changes the unit to Item, removing the hourly or daily rate label. Your quantity, rate and discounts stay the same. Check the quantity: one agreed project fee usually needs a quantity of 1. For an older Fixed line still showing an hourly rate, choose Fixed again to change its unit. Choosing Time and materials keeps an existing Hour or Day unit and otherwise starts with Hour. A failed save leaves the previous saved values in place.

Changing between Hour and Day converts the saved rate. Day lines start with your organisation’s Daily capacity (hours). Expand the line to edit Hours per day, or clear it to use the current organisation default. You can override the rate directly. The line retains its day hours through quote conversion, templates, retainers and change orders; later organisation settings changes do not alter its saved price. Active-budget changes require a change order.

A budget converted from a tax-inclusive quote keeps prices and fixed discounts including the recorded quote tax. Sold amounts and billing schedule amounts exclude tax. The notice above the lines identifies this pricing basis. A later change to a tax rate does not change those recorded budget amounts.

Expand a line with Show description to choose its Tax treatment. A Recorded tax option shows the rate used by that line, even if the current tax treatment has changed or been archived. A missing older treatment without a recorded rate is labelled Unavailable tax treatment. New lines without a selected treatment have no tax extracted from their price. Changing the treatment changes net sold; an active budget requires a change order. Role prices still come from the rate card before tax and are displayed using the budget’s entry basis. New time and bookings use the net unit rate, rounded to the currency’s smallest unit.

Sold on a percentage line is worked out from the other lines in its section (or the budget), never from other percentage lines. Section subtotals and the budget’s sold, used, committed, forecast, invoiced, cost and margin sit in the strip above the table. Each figure has a link mark that opens the rows behind it.

On the Profit view, a negative margin shows a warning even when no target margin is set. Small nonzero margins below 1% display two decimal places, so a loss of 0.37% appears as -0.37%. Missing margin has no success indicator. The same rules apply in the project’s Money tab. The line margins and footer keep the same percentage precision as the summary. For the same amounts, the summary, line, footer and source detail show the same rounded percentage.

The budget number, client, currency and lifecycle appear above the tabs, with a link to its project when linked. This context wraps on narrow screens. A draft shows its draft status until it receives a number.

Lines with a rate card role show the role beneath them. If the card’s rate has changed since the line was priced, the line says so, and Reprice in the More menu updates every role-priced line to the current card.

To change the order of lines, use Move line up and Move line down in the row actions, or Alt+Up and Alt+Down with the row focused. A line moves within its own section, and the new order is saved straight away. Every editable cell is reachable with Tab; Enter moves down the same column, Escape cancels the edit, Cmd+Enter adds a line below, Cmd+D duplicates and Cmd+Backspace deletes. Editors made of more than one control, such as a percentage and its base or a discount and its percent or amount switch, stay open while you move between their own controls and save when you leave the cell.

Activate

The Ready to activate? panel on the right lists what is missing:

• at least one line (Fix lines opens the line picker when the budget is empty);
• a price on every time and materials and fixed line (Fix lines jumps to the first unpriced one);
• the rate card confirmed for the project, when the project is waiting on that (Confirm on activate does it as part of activation);
• a billing schedule that balances, when any schedule items exist; and
• required custom fields set.

In the line picker, choose Catalogue items, Rate card roles or Activity codes, then search and select an entry. Closing the picker makes no change. For an existing unpriced line, Fix lines opens its price field and shows the Prices view if you can see prices. You need permission to manage the budget to use these repair controls.

Complete required fields in Fields before activating. Each field has its label above the control so long names remain readable in the details panel. Empty text, spaces alone and empty selections do not count; zero is valid for a number or money field. Either Activate control checks the saved fields. If a field is missing, the budget stays a draft and the message names what to complete. Save the value, then try activation again. If another person is saving or checking Finance fields, wait for that action to finish and retry.

Choose Activate. Activation numbers the budget as version 1, makes it the project’s primary budget if the project has none, and from then on time and bookings count against it. A project whose primary budget is still a draft cannot itself be activated. A successful activation clears an earlier activation error whether you retry from the header or the checklist.

Billing schedule

On a narrow screen, each schedule item places its label and trigger above the amount and status, with actions underneath. Long labels wrap within the item. The edit form keeps amount and percentage inputs aligned with neighbouring fields.

The Schedule tab plans how the sold amount will be invoiced: deposits, milestones, intervals, a final amount and retention, each as an amount or a percentage of the schedule base (the fixed and percentage lines). Add item adds one; Apply pattern fills a common shape such as a deposit and a final amount. The tab shows how much is allocated and what is unallocated. Once any items exist, the schedule must balance before activation. An item whose trigger has fired becomes ready to bill and appears in Uninvoiced work and in the invoice composer.

On approval means when you activate the budget. It does not wait for a change-order decision or mean quote acceptance. On delivery becomes ready when you deliver the budget. A future On date item stays scheduled until its date arrives. These changes make the item available to invoice; they do not create an invoice automatically. With invoice drafting or issue permission, choose Draft invoice beside a ready item on an active or delivered budget. The composer opens on Schedule items for that budget. Select the item, review its amount and choose Create draft. See Invoices.

Adding or editing a lifecycle item after its activation or delivery step has already happened makes it ready when you save. Reopening a closed budget returns it to Delivered and also checks for missed items. Older active or delivered budgets with missed triggers are checked overnight. Refresh the page to see the result.

If you reopen a milestone, its ready billing items return to Scheduled unless an invoice draft already holds them. Existing drafts, issued invoices and skipped items stay unchanged. Discarding that draft, removing its last linked line or letting its reservation expire checks the milestone again; an open milestone returns the item to Scheduled. You can still choose to invoice scheduled items in advance through the invoice composer.

Once an item is ready, changing its trigger to a future date or delivery does not make it scheduled again. Use Skip if the item will not be invoiced.

Edit on a scheduled or ready item changes its kind, label, amount or percentage, trigger, date and milestone. Saving its amount or percentage clears the review flag a change order left on it. Skip marks an item as one that will not be invoiced. A skipped item stays in the schedule and still counts in the balance, so the allocation still adds up. Skipping does not record a payment or reduce the agreed fee.

If you skipped an item by mistake, choose Undo skip beside it. You need permission to edit the budget. It keeps the same amount or percentage and checks the trigger again. An approval deposit on an active budget becomes Ready to invoice immediately. Future dates, incomplete milestones and manual items return to Scheduled. Any amount that needs review after a change order keeps that warning.

Undoing a skip does not create or send an invoice. Once the item is ready, use Draft invoice when you want to bill it. Items already drafted or invoiced must be handled through their invoice. Closed or cancelled budgets cannot have their schedule changed.

Map tasks so time counts

On narrow screens, the mapping instructions appear above the bulk line picker. Each task stacks its name, assignee, estimate and line picker so you can read and change the mapping without crowded columns. The close button stays beside the instructions.

Time counts against a budget through the task it was logged on. New tasks on a project with an active budget take a line automatically: the line for the assignee’s rate card role, or the single time and materials line when there is only one. Tasks that match neither stay unmapped.

• The project’s Money tab warns when tasks have no line. Map tasks opens a panel listing those tasks, each with its own Budget line picker, and a Map all remaining to picker that puts every listed task on one line. Rows leave the list as you map them.
• The Tasks panel on the budget shows how many tasks are mapped. Map them opens the Money tab with that panel already open.
• Every task has a Budget line field in its details, next to the priority, showing the budget and the hours used on that line so far.
• The task table’s Budget line column shows by default once Finance is on and maps one task at a time. Open the task table in the mapping panel takes you there with the column visible.

After a mapping saves, the task table, task details and Money tab show the same line. Choose No line in the task picker to clear it. The task returns to the Money tab’s unmapped list.

If the task details or mapping panel says the line saved but some views could not refresh, choose Refresh views. This reads the current saved values without sending the mapping again. A refused mapping keeps the previous saved line.

A task can only be mapped to a line that funds its project: the project’s own budget, or a retainer budget of the same client. Time entries take the line of their task, including time recorded when a task is completed, and bookings in the resource plan take it for the forecast.

Used, burn and thresholds

The Work tab lists the approved and pending time on each line. Used is worked out per line from its burn basis:

• Rate: the billable minutes at the rate recorded when approved;
• Hours: sold multiplied by the share of estimated hours used, so 12 hours on a 10 hour line shows 120%; or
• Cost: the cost figure.

For a fixed Item, enter Estimated hours to measure how much of the fee the approved work has used. For example, eight approved billable hours out of a 20-hour estimate use 40% of a $40,000 fee: Used is $16,000 and Sold stays $40,000. A linked activity or role does not make the item price an hourly rate. Without a positive estimate, recorded time remains unvalued until you add one. Completing a task submits its hours automatically. Your approval policy decides whether they are approved immediately or wait for review. See time tracking.

Approved billable expenses and supplier bills also add their client charge to used. All approved purchases add cost. Percentage fees follow the combined time and purchase base; submitted expenses contribute to pending burn. Later dated work does not redistribute earlier hour-burn or percentage-fee pennies.

Entries with no usable rate, currency evidence or required estimate are counted as unvalued rather than as zero. Approved cost and currency values stay recorded when rates change. Percentage lines follow their base lines’ used amounts and retain the hours and cost recorded directly against them.

Completing a task with positive actual hours submits those hours automatically. With automatic approval, the hours and used value appear in Work immediately. Required approval leaves them pending until a reviewer approves them. Organisation approval policies still apply. If submission is blocked, the completion dialog explains why the hours remain a draft. Draft time does not increase used or appear as approved work; resolve the issue and submit it from My Time. Changing approval settings does not submit older drafts.

With Prices selected, each approved time row shows its recorded used value in the budget currency. The displayed hours do not reprice it. Zero is a value; Unvalued means the entry has no recorded used value. Amounts hidden by your permissions are not labelled unvalued. Invoiced entries stay in Work with an Invoiced status; they no longer appear as available Uninvoiced Work.

When a line or the budget passes a warning threshold, the owner is told once per version. When a capped line reaches its cap, the owner is told once. The forecast warns when projected usage, including remaining work, would go past sold. What happens once a line is fully used depends on the On overrun setting: warn and keep tracking, block new time, or block approval until a change order lands.

Estimate changes and forecast usage

On the budget’s Lines tab, edit Est. hours and press Enter or leave the field to save. You need budget editing permission. If a change order is open, edit its proposed estimate and apply it through the usual approval process. Closed or cancelled budgets cannot be edited.

For an hours-based fixed fee, changing the estimate immediately recalculates Used and pending usage. A $40,000 fee with 100 estimated hours has a budget usage rate of $400 per hour. With 22 approved billable hours, Used is $8,800. The fee, recorded staff costs, approved rate history and invoices stay unchanged. This usage rate is separate from each person’s billable and internal cost rates.

When tasks are mapped, Forecast adds remaining planned work and unapproved logged time to Used. With another 22 task hours remaining in that example, forecast usage is $17,600. It can be below Sold. The budget’s estimate remains your entered allowance; task estimates do not overwrite it.

Remaining task hours deduct logged work or reported progress, whichever is larger. Each assignee carries the task estimate. Completed, cancelled and deleted tasks add no remaining hours. Confirmed bookings cover the same task work once; only booked hours beyond that remaining estimate add more. Logged time is counted once as it moves from draft or pending to approved.

The forecast values work using the line’s usage basis. Fixed hours-based lines use their fee and estimate; member-rate lines use the person’s applicable rate. Missing estimates, rates or currency conversions leave the forecast unavailable. Without a mapped task or booking plan, the baseline remains the larger of Sold and Used. Select the source control beside Forecast to inspect the inputs. Cost-based projections also require cost access. If source rows fail to load, open the source control and select Try again.

This is a forecast of budget usage. The separate Forecast page shows revenue, pipeline, cash and cost estimates at completion.

Change orders

On an active budget, any edit that changes sold or a cap (quantity, price, discount, markup, cap, percentage, activity code, usage basis, rate basis, adding or removing a line) opens a Change order rather than saving directly. Descriptions, estimates, tracking flags and thresholds save directly when no change order is open. While one is open, all line edits and moves save to that proposal. They remain visible after a reload and become live when the change order is applied. Discarding the proposal also discards those pending edits. Withdraw it before deleting a section. Enter estimates as non-negative values; hours accept up to two decimal places. Budget templates and alternatives use the same estimate limits so their saved values can carry into a live budget.

1. Make the edits. The Change order v[n] bar above the table shows the delta and how many lines changed, with Review changes to see before and after. Discard throws the change order away.
2. Choose Request approval, enter a Reason and choose Submit. The reason is saved on the change order and is shown to the approver and to the client.

If no approval policy matches, the change order applies immediately. If one does, the bar says Needs approval from Finance (and the threshold that triggered it), the change order waits under Approvals, and Withdraw takes it back. Editing approval-relevant pricing while approval is pending invalidates that approval, and the approvers are told. Estimate-only edits retain the existing commercial approval.

Open the request in Approvals to review the signed Change and proposed New total in the budget’s currency before deciding.

If the approval is rejected, changes are requested, or it expires, the proposal closes as Rejected in Versions. Cancelling the approval closes it as Withdrawn. The live budget stays unchanged. Review the exact outcome and comments in Approvals, then open a new Change order if more work is needed. Allow the decision to finish processing and refresh the budget before checking its status. An older decision cannot close a newer request.

Approval starts application automatically. If application is blocked, review the reported reason before using Apply change order to try again. Applying writes the proposed lines onto the budget and flags schedule amounts for review.

You can prepare, edit or withdraw a change order while the accounting period is closed. Applying it requires an open period. If the budget moves to another project or billing entity during your action, refresh the budget and retry. Your unsuccessful action makes no changes.

If application reports that saved line inputs changed, review the live budget and your proposed changes before using Discard to withdraw the proposal. Open a new change order and enter the changes you still need. This also applies to older proposals where Runnit cannot tell whether differing estimates or other operational values were intentional. The refused application preserves both sets of values; repeatedly applying the same proposal does not resolve the conflict.

The Versions tab lists every version with who made it, the reason, and the before and after of changed lines, including estimates you have permission to view. It compares saved versions; live operational edits made since the earlier version can differ. Only one change order can be open at a time.

Time approval on a budget

The Time approval block in the details rail decides who approves time logged against the budget:

• Inherit the organisation default, Approve on submit, or Needs approval.
• Any one approver or All must approve.
• Approvers: the budget owner, the project owner, named people or a group.
• Rounding of billable time, when the budget differs from the organisation.

When a person submits their week, the entries on this budget form one approval request for these approvers. See Time Tracking. The Work tab shows each submitted segment with Approve and Reject, and the burn bar shows pending time as a hatched segment beside used.

Deliver, close, cancel and reopen

Open the budget and choose More. The available actions depend on its status and your budget management permission:

• Deliver marks the work done. If time is still waiting for approval, give a reason.
• Close needs invoicing to be complete, or a reason saying there is nothing more to invoice.
• Cancel with reason is only possible while nothing has been invoiced. The project’s next active budget becomes primary, or the project returns to its single figure.
• Reopen opens a reason field on a closed budget. Enter why it needs to be reopened, then choose Confirm. It returns to Delivered, keeping its saved lines, amounts and version history. Cancel leaves it closed.
• Set as primary chooses which of a project’s budgets is the one its figures come from.
• Save as template copies sections, lines, percentage schedule patterns and thresholds for next time. It retains quantities, fixed prices, discounts, caps, estimated costs, currency, billing entity and tax pricing basis. Role-priced lines use the effective rate card when the next budget is created.
• Discard draft removes a draft. Its number is kept in the numbering audit as discarded.

For Deliver, Close, Cancel with reason and Reopen, wait for the saved status before continuing. Budget status confirmed shows the status read back from the saved budget. If the request fails, the explanation stays beside your entered reason. If the saved status cannot be confirmed, choose Refresh budget status. Further changes stay blocked until the status is known. If it already changed, review Activity and cancel the form. Otherwise, correct the problem and confirm again. The Activity tab records the transition; the budget list and linked project’s budget list refresh after a successful change.

Reuse a saved template

Open Finance settings > Budget templates, preview the template and choose New budget from this. The new budget dialog selects it for you. Enter the budget name and client, then create the draft. A template saved from a budget retains its currency and billing entity; those fields are fixed in this dialog. Manual budgets can be saved as templates with their existing pricing behaviour. Fixed item prices are kept even when the line has an activity role. Hourly and daily role prices are taken from the effective rate card when you reuse the template. Saving or editing a template does not change the source budget or earlier copies. A successful save updates the template list and the new-budget chooser. If saving fails, the template name stays in the form. Correct the reported problem before choosing Save again. Older budgets converted from a quote may need recorded quote pricing review before saving. Review the prices and tax treatment in the new draft before activating it.

If a rate card role is no longer active, creation stops without leaving a partial budget. Update the template’s role first. You can ask Ru to help inspect or update a template. Editing sections or line names keeps their stored pricing terms. In Edit lines, Qty sets the line quantity and Hours sets its estimated hours. Choose Save to keep the changes or Cancel to discard them. Older templates with prices but no recorded currency cannot create a new budget until you adopt a reviewed pricing basis. New templates use the default billing entity and currency, with entered prices excluding tax.

The budgets list

Finance > Budgets has views for Active, Needs attention, Draft, Delivered, Closed and Internal, grouped by client or owner, with a search and a filter on any select or multi-select custom field on budgets. Each row shows the status, sold, used, the burn bar and the margin, and a margin below the target is flagged. Budgets you cannot see prices on show hours instead.

The list is paged. The footer says which rows you are looking at, how many budgets match in total, and the totals for the page in hand, with arrows to move between pages. The search and the custom field filter are applied by the server, so the count and the pages stay true across the whole list.

The Activity tab

Every change to a budget is recorded: lines, thresholds crossed, change orders and their approvals, and lifecycle changes. The Activity tab lists them with filters for Changes, Thresholds and Approvals.

Next step

Set up who approves change orders: Approvals, or see where a budget is heading in the Forecast. A budget often starts life as a Quote, and an alternative you are still weighing up belongs in Scenarios.

Help from Ru

Ask Ru to explain this workflow, inspect records you can access, or carry out supported steps when you authorise them. Your permissions and approval rules still apply. See Finance with Ru.

Actual cost includes received but unbilled purchase order work. A supplier bill replaces that receipt cost on its bill date. Cost-basis and non-billable lines use actual cost for burn, including these receipt movements. Self-billed work replaces time cost on the bill date; a void restores it on the selected void date. See Self-billing.

Review an older quote conversion

You need permission to manage the budget and see its prices. If an older quote conversion has no recorded pricing basis, its budget page shows Review recorded quote pricing.

1. Select Review quote pricing.
2. Compare the current net sold amount with the recorded quote amount and review the proposed lines and quantities.
3. Enter a reason.
4. For an untouched draft, select Adopt recorded pricing. For an active budget, select Open pricing correction, then review and submit it in Versions.

An active-budget correction follows normal approval and client acceptance rules. It cannot reduce the budget below invoiced or recognised amounts. Raise the appropriate credits or corrections first. Issued documents and earlier budget versions stay unchanged. Review the billing schedule after adoption.

If the accepted evidence is missing or the budget’s scope no longer matches, reconcile that scope before adopting. If the review changes, review it again.

Adopt pricing for an older template

Open Finance settings > Budget templates, select Preview, then choose Adopt pricing from a budget. You need permission to manage templates and the source budget.

1. Search for a source budget and select it.
2. Select Review template pricing. The source and template must have matching line order, activity codes, units and section groups.
3. Review the currency, quantities, entered prices, discounts and caps. Role prices refresh from the effective rate card when a new budget is made.
4. Enter a reason and select Adopt template pricing.

Existing budgets made from the template stay unchanged. If the source budget needs its own quote-pricing review, complete that first. You can ask Ru to help review or adopt pricing using the same permissions and review requirements.

Review where a figure comes from

Select a figure’s source detail control to open its drawer. Sold, used, cost, invoiced, committed, forecast, remaining, margin and hours each show the sources for that figure. Group entries by line, person or week. Open an available invoice, supplier bill or expense link to inspect the record.

Cost includes recorded purchase costs, overhead and internal credits or their dated reversals. Invoiced reflects issued invoices and credit notes. Commitments show remaining purchase-order amounts. Forecast shows recorded used, unapproved logged time, remaining task work and additional confirmed bookings. Unknown values remain unknown. Your price, cost and profit permissions still control what you can inspect. Select Ask Ru to discuss the budget in chat.

Individual cost sources need cost access. If you can view margin without cost, the margin drawer shows the total and its explanation without revealing those cost entries.

Recognised revenue

A completed recognition run saves recognised totals for the budget and its lines together with the revenue entries. These values persist when you refresh or sign in again. Running recognition with unchanged work can bring older recognised totals up to date without adding more revenue. It does not change your sold, usage, cost, invoiced or paid amounts.

An old approved entry keeps its recorded rate when you change the budget. If its rate was wrong, use the permitted time correction workflow. When approval also posted revenue, unapprove the eligible entry, then submit and approve it again to replace that posting. Invoiced and locked time has additional restrictions. See Time Tracking.