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Accounting → Budgets lets you define how much you expect to spend (or earn) each month by cost center and income statement account, and compare it with what was actually posted in the Budget vs actual report.

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Concepts

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Statuses

The actions in each budget’s More menu: Only draft budgets can be deleted.

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Create a budget

1

Go to Accounting → Budgets and click New budget

2

Enter name, fiscal year and notes (optional)

The budget starts as Draft.
3

Load the amounts

In the monthly editor or by importing an Excel file (see below).
4

Approve

When it is ready, use Approve. From then on it is the year’s reference budget.

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Monthly editor

When you open a budget (Edit for drafts, View for the other statuses) a table is shown with one row per center and account, one column per month (Jan to Dec) and the row Total.
1

Add a row

Choose the Cost center (leaf) and the Income statement account, and click Add row. Each combination of center and account can only appear once.
2

Enter the amounts for each month

Amounts cannot be negative. An empty or 0 month is not saved.
3

Spread an annual amount (optional)

In the Spread annual column, enter the year’s amount and press Enter: it is divided into 12 equal months and the cents difference is added to December. Example: 1,000.00 is spread as 83.33 from January to November and 83.37 in December.
4

Save changes

Discard goes back to the saved amounts.
Save or discard your changes before changing the budget’s status.

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Import and export in Excel

File format (row 1 with headers):
  • Centro (center) and Cuenta (account) are entered by code. The column headers stay in Spanish as shown, because the template uses them.
  • One row per combination of center and account. Empty cells count as 0.
  • The import is all or nothing: if any row has an error (nonexistent or inactive center, or one with sub-centers; account that is not an income statement account; negative amount), nothing is imported and the list of errors is shown with the Excel Row, the Field and the Error. Fix the file and import it again.
To prepare next year’s budget, export the current one, adjust the amounts in Excel, create a new budget and import it. You can also use Copy as new draft and change the fiscal year.

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Budget vs actual report

In Accounting → Reports, choose Budget vs actual.

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Filters

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What it shows

A table per cost center (parent centers marked includes children, adding up their sub-centers), with accounts grouped under Income, Costs and Expenses, and a total per group: At the end, Selection total adds up the centers without counting sub-centers twice.

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How to read the traffic light

The color of Variance and % execution indicates each account’s status: Examples with thresholds at 100:
  • Stationery: budget 100, actual 120. Execution 120%, variance 20: red (exceeded).
  • Advertising: budget 500, actual 0 in the range: execution 0%, green (unspent expense is not an alert).
  • Sales: budget 10,000, actual 8,500. Execution 85%: amber (income below target).
  • Maintenance: no budget, actual 75: red (unbudgeted expense).
To have an alert margin, raise the expense threshold (for example, 110 only flags what exceeds by more than 10%) or lower the income one (for example, 90).

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Export

With Export PDF or Export Excel the report is downloaded with the same filters (presupuesto-vs-real-2026.pdf or .xlsx), with the signatures configured for the Income Statement.

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See also