Create Budgets by Task on the Task Editor
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Once you create tasks, you’re ready to add task-details, like budgets. You can add budgets at the task-level in two locations in BigTime: on the Task Dashboard and on the Task Editor, found in the Project List. This article explains how to add budgets using the Task Editor.
Read this article, if you’re new to the Task Editor.
In this article, we’ll explain how to add budgets to tasks in the Task Editor. Then, we’ll show you how to use the “overview/status” function, where you can add more task budget details.
Add Budgets to Tasks and Subtasks in the Task Editor
Navigate to the Task Editor for a specific project. First, let’s add budgets to tasks. Your Task Editor window will look like the image below.
On the same row as the task, type a number into the cell under the Budget column. Or you can create a new task and add a budget for the new task you create.
As you add budgets to your tasks, BigTime automatically calculates the overall total for all of your tasks. You’ll find this information near the end of your Task Editor window.
Remember to click Save to save your work. Or turn on “autosave,” located near the top-right of your editor window, and let BigTime save your changes automatically.
Add Budgets to Subtasks
You can also add budgets to subtasks.
In the image below, the task is in green font and the subtasks are indented beneath it. If we add a subtask with a budget, then the overall task budget (in green) will increase, as will the overall total at the end of the Task Editor window.
Remember to click Save to save your work.
NOTE: If you have a task with a budget and then create a subtask, then the budget you set for the task will default to the first subtask you create.
For example, “Task 1” has a budget of $500. Then, you create “Subtask A.” The $500 budget will default to “Subtask A.” However, you can easily update this number by entering a new numerical value into the relevant cell under the Budget column.
Add Budget Details with the Overview/Status Feature
You may want to add task budget details, like fee and expense budgets. To do this, access the Overview/Status feature located under Tasks on your Project Dashboard toolbar.
Once here, you’ll see a high-level view of your tasks and their statuses. To add budget-related details, find the gray button near the top-right of your window, as shown in the image below. Click the white arrow and a picklist will populate. Select Task Billings to Date from your list of options.
Now we can see the allocated hours and overall budget, as well as the invoicing status for this project.
To add more details to the budget we created, you'll click on a hyperlinked task on the left-side of the window. A new window will pop up, where you'll have the option to add more details. Click on the Budget/Dates tab to add more budget-related details.
NOTE: If you click the dialog box Archive (100% complete), you are telling BigTime that you’re finished with a task and you want to archive it.
On this tab, you can add start and due dates by clicking in the respective field. Either type the numerical date or select the start and due date from the calendar that populates.
This window is also where you’ll add your budget information: hours, fee, and expenses. We’ll define these terms below:
- Hours Budget refers to the hours budgeted for this project. In the image above, we estimate it’ll take 20 hours.
- Fee Budget is related to hour billing rate.
- Expense Budget is related to expenses. Expense-types vary by company, but may include travel expenses and meals out.
It’s helpful to create these budgets, so they can be tracked with reports. For example, you can create a custom report that tracks expenses, such as credit card expenses. Or run a custom “expense report information” report, consisting of submission date, posted date, and report name.
Remember to save your work by clicking Save.
The total under Estimated...Charges and Invoiced to Date...Remaining will reflect any changes you made. Plus, the overall totals at the end of this window will also be automatically updated.