Creating a Budget

Managing people in a Budget

Assigning Funds

Approving Fund Requests

Knowing What's Spend and Available in Budgets

Modifying a Budget

Reviewing Budget History

Once you've setup your budgets, it's time to start enabling your employees to spend. In this article, we'll walk through adding people to a budget, modifying budgets, reviewing the history of a budget, and a few other important options to get you up and spending.

To create a budget, open the Budgets page and click the Create New Budget button. When creating a budget, you can select a budget limit, interval, roster, and settings. Learn more about creating budgets in Divvy.

Here are a few items to consider when creating your budget.

A budget limit sets how much can be spent during the budget interval or for the lifetime of the budget if there is not an interval. You can always increase or decrease the budget limit, so don't worry if you need to change it later.

When creating a budget, you can select a budget interval, which determines when the budget limit resets. Budget limits can reset daily, weekly, monthly, quarterly, yearly, or never.

If you select a daily reset, budget funds reset at the beginning of each day. If you select a weekly reset, budget funds reset on Monday each week. If you select monthly, quarterly, or yearly intervals, budget funds reset on the first of the month according to the interval that you select. Budget intervals cannot be edited after the budget is created.

If you choose an expiration date, that budget will automatically be retired when that date occurs and no one will have access to the funds in that budget after the expiration date. The budget will expire at end of day (11:59 PM in your timezone). Learn how to unretire a budget.

You can set shared funds settings on the budget. Shared funds allow all members of a budget to have access to any available funds within the budget. This means that budget members don’t have to request funds every time they need extra, but budget owners still get to set spending limits. To learn more about shared funds, click here.

There are two role options for budgets: Owners and Members.

You can choose to add people to a budget when you're creating the budget or you can choose to automatically add new people to a budget when you're creating the budget as well. To do this, just click the "Auto-add people" checkbox.

After you've created a budget, you can always edit the members. You can add someone, remove them, and change their role at any time by clicking on the pencil icon.

After you’ve created a budget, you'll want to assign funds so that spenders can spend.

Spenders can always request funds from you if they need to spend more than you have allotted to them. Don't worry, they'll only be able to spend the additional funds once you approve the request.

Divvy is built to offer flexible control. So while you may divvy budget members specific amounts, budget members can easily request more funds if they need them. You will have the opportunity to review these requests, and approve or deny them--ensure you maintain ultimate control.

Requests will show up as alerts:

You can either approve or deny the request:

We know how important it is to ensure that you and your team always has access to the funds they need. From anywhere in a budget, you will be able to quickly see:

Spent: The total of all cleared transactions within the budget

Assigned: Funds that have been allocated to people and vendor cards in a budget. This represents money available to be spent from the budget at that very moment.

Available: The remaining funds in a budget that have not been assigned to a person or virtual card.

As you get a better idea of your monthly spend you can easily update your budgets to better reflect this.

Navigate to the Budget tab and select the budget you are wanting to modify, then select the budget settings icon in the top right corner:

From here you can edit the budget name, the budget limit, budget members/owners and the expiration.

If, as an Admin or Budget Owner, you've ever wanted to see how funds were allocated in a budget, budget history is for you! The budget history screen will ensure you can see how funds have changed in your budgets. You can see the history of a budget on web or mobile!

How to find Budget History

For any budget where you are an Owner, or if you are an Admin, click the three dots in the upper right hand corner of the Budget page. From here, click on "View budget history".

A screen with a list of changes to that budget will appear. If you or a Budget Owner made bulk changes (e.g. sent multiple people funds from a budget), you can click the "Show more" link, and you'll see who received what amounts.

What's captured in budget history

Divvy will automatically capture data to show you the changes to your budgets. We'll keep a record of:

You can also see the history of funds as they relate to an individual. Per Member of a budget, Admins or owners can see:

A few notes

Now that you know how to work with budget, let's talk about training your budget members and spenders in the third article of this series.