Budgets and payouts

Spending budgets with alerts, and paying many approved reports back at once with a bank file.

Budgets (Professional)

Finance and admins open Budgets in the menu and click + New budget.

• For: the whole business, a department, a project, a category or a person.
• Period: each month, quarter or year.
• Amount, and Alert at % (80% by default).

Each budget shows what is spent this period, meaning expenses in approved and paid-back reports. Reports still waiting for approval show as a lighter part of the bar. The last three periods are listed under it.

When an approver opens a report, they see what it does to each budget it touches, for example "Sales travel - Nov 2026: 60,000 spent of 80,000; this report adds 12,000, which takes it to 90%".

After a report's last approval, admins and Finance are told when a budget passes its alert percent and when it is used up. For a department budget, the department's head is told too. Each alert is sent once a period.

Payouts (Standard)

Pay many people back in one go:

1. Open Reports > To reimburse.
2. Tick the reports, or Tick all, and click Pay selected.
3. Choose the cash or bank account, the date and how you paid.

Each report gets its own payment out in your books, and they are kept together as a payout. On the payout, click Bank file (CSV) to download one file of the payments, with each person's name, account number, bank code (IFSC, routing or SWIFT) and amount, to upload to your bank's bulk payment.

People add their bank account in My settings > My bank account. Finance or an admin can fill it in for them in Users > More. A person with no bank details gets an empty account number in the file, so you can fill it at the bank.

Undo payout cancels all of its payments: the reports wait to be paid again.