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.
Creating a Budget
From the budget tab, select 'Create new budget'
Follow the budget create guide, then select 'Create budget'
There are some important decisions to make when creating 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.
A budget limit sets how much can be spent for the month—or, in the case of one-time budgets—sets a limit for the lifetime of the budget. You can always increase or decrease this as well, so don't worry if you need to change it later.
One time or Recurring
You can decide if you want this budget to be available to spend from once, or on a recurring basis.
One-time: A one-time budgets is a set amount for the entire life of that budget and won’t reset at the beginning of every month. This type of budget will only retire if there is an expiration date or if you manually retire the budget.
Recurring: Recurring budgets will automatically add set funds on the first of every month. This monthly set amount will be the Monthly Goal you set. This will not retire unless you have chosen an expiration date or manually retire the budget. You can adjust the amount budgeted for a future month using the buttons at the top of the budget dashboard.
If you choose an expiration date, that budget will automatically be retired when you hit that date and no one will have access to the funds in that budget after the expiration date. Once a budget is retired, it cannot be reinstated.
Adding people to a Budget
Once you've created a budget, you need to add people to the budget so they can spend! (Remember, a person cannot spend until they've been added to a budget.) There are two role options for budgets: Owners and Members.
Owner: An Owner of a budget can control the allocation of funds in a budget and assign them to either Members or virtual cards. Only Budget Owners and Admins can create budget virtual cards. You'll need to add at least one Owner for each budget, but you can also choose to add multiple people as Owners of a single budget.
Member: A Member has limited functionality in a budget. Members can only access funds once they have been assigned to them by a budget owner or request funds if they need more.
You can choose to add people to a budget when you're creating the budget, but you can add someone, remove them, and change their role at any time in the Roster.
To add a Member after budget creation, go to the roster area in the administration tab of a budget. Select "edit" next to the Budget Member section, select any users you would like to add as a Budget Member.
If new Budget Owner is already a Member of the budget: Once you are in the roster or edit section of the budget, click edit in the Budget Member section, select the user you wish to make a Budget Owner, and uncheck their name. Now go to the Budget Owner section, select the user you wish to make a Budget Owner, click save.
If new Budget Owner is not part of the budget: Once you are in the roster section of the budget, simply select edit in the Budget Owner section, select the user you wish to make a Budget Owner, click save.
To remove someone as a Budget Owner: Once you are in the roster section of the budget, click on the persons name to remove them from the Budget Owner or Member section. Removing them as a Budget Owner will not delete any of their budget virtual cards.
To make someone a Budget Owner (or to remove owner privileges), select the user from the “Spend limits” tab within the desired budget, select “Make Owner” or “Make Member.”
After you’ve created a budget, you’ll have the option to assign funds right away to users and create budget cards.
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.
Knowing what's Spent and available in Budgets
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:
What the budget limit is
How much has been spent
The total balance of funds that have been allocated to member/vendor cards that is available to spend
The total amount that is available to be spent or allocated to budget members/vendor cards
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.
Modifying a Budget
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, recurring settings, and the expiration.
Reviewing budget history
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:
Who funds were sent to
What amount was divvied out
Any fund requests from that budget
If requests for funds were approved or denied
You can also see the history of funds as they relate to an individual. Per Member of a budget, Admins or owners can see:
Funds they were sent
If a fund request was approved or denied
A few notes
To see the history of a budget, you need to be on our newest version of Budgets. An easy way to tell if you are is if you can see budget periods (e.g. monthly periods). If not, please reach out to your CSM.
You will only be able to see the history of how a budget has changed starting August 4, 2021.
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.