Budget Tracking

Control your project costs

In brief

KaliaOps offers simple and effective budget tracking for IT projects. Define the allocated budget, record expenses throughout the project, and view remaining budget in real-time with overrun indicators.

Allocated budget

The allocated budget represents the financial envelope planned for the project.

Defining the budget

When creating or editing the project:

Fill in the "Allocated budget" field
Enter the amount in euros (or tenant currency)
This amount represents the total available budget

When to define the budget?

At creation: If budget is known from the start
During planning: After detailed cost estimation
Later modification: If budget is revised

No budget defined

If budget is not entered:

Budget indicators don't display
Expense tracking remains possible
No overrun alerts are generated

Actual expenses

The "Budget spent" field records actual project expenses.

Updating expenses

Open the project card
Click "Edit"
Update the "Budget spent" field
Save

What to include?

Hardware and license purchases
External services
Internal costs (if valued)
Miscellaneous project expenses

Update frequency

Recommendations:

Short projects: After each significant expense
Long projects: At least monthly
Before each review: For up-to-date reporting

Tip: Update expenses regularly for a reliable view of the project's financial status.

Budget indicators

Remaining budget

KaliaOps automatically calculates:

Remaining = Allocated budget - Budget spent

This indicator displays on the project card.

Overrun indicator

When expenses exceed allocated budget:

"Overrun" badge displayed on card
Red color on budget indicator
Overrun amount calculated

Visualization

On the project card:

Progress bar: Consumed budget visualization
Percentage: Portion of budget used
Colors: Green (< 80%), Orange (80-100%), Red (> 100%)

In lists

Projects with budget overruns are quickly identifiable via visual indicators in the project list.

Best practices

Budget planning

Contingency buffer: Plan for 10-15% contingency
Phases: Break down budget by phase if possible
Validation: Get budget approved by stakeholders

Regular tracking

Regular reviews: Weekly or monthly budget review
Anticipation: Identify overruns early
Documentation: Note reasons for variances

Corrective actions

When overrun is expected:

Revise scope: Prioritize essential deliverables
Request additional funding: If overrun is justified
Optimize costs: Look for less expensive alternatives

Reporting

Use budget data for:

Steering committee reports
IT portfolio consolidation
Planned vs actual analysis

Key points

Allocated budget defined at project creation
Expenses updated manually throughout the project
Automatic remaining budget calculation
Visual indicator for budget overruns