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Budget & Expense Management

Projexia helps you track project budgets and log expenses so you always know where your money is going. This guide covers setting budgets, logging expenses, and monitoring your spending.

Setting a Project Budget

You set a project budget during the project creation wizard (Step 3: Budget) or by editing the project later.

  1. Go to Sidebar → Projects
  2. Either create a new project or open an existing one
  3. In the Budget step (or section), enter the total budget amount
  4. Save

The budget is tied to the project’s currency (set in your organization’s Settings → Preferences → Currency).

Budget Display in Indian Numbering

If your currency is set to INR, budgets are shown using Indian numbering:

  • Amounts over 1,00,000 are shown as Lakh (e.g., “5 Lakh” = 5,00,000)
  • Amounts over 1,00,00,000 are shown as Crore (e.g., “1.2 Crore” = 1,20,00,000)

This makes large numbers easier to read at a glance.

Budget amounts in words are shown for convenience. The exact number is always available when you hover or click into the detail.

Logging Expenses

Once a project has a budget, you can start logging expenses against it.

  1. Open the project → go to the Expenses tab
  2. Click “Add Expense”
  3. Fill in the details:
    • Amount (required) — How much was spent
    • Category — What type of expense (e.g., Software, Design, Hosting, Travel)
    • Description — A short note about what the expense was for
    • Date — When the expense occurred
  4. Click Save

The expense is now recorded and reflected in the project’s budget tracking.

Log expenses as they happen rather than batching them at the end of the month. It keeps your budget tracking accurate and avoids surprises.

Budget Progress Bar

On the project detail page, you’ll see a budget progress bar that shows how much of the budget has been used. Here’s how it works:

Normal Range (under 80%)

  • The progress bar is filled in the primary color
  • You’ll see the percentage used and the amount spent vs. total budget

Near-Limit Warning (80% to 100%)

  • The progress bar turns amber/yellow
  • A warning message appears: something like “Approaching budget limit”
  • This is your signal to review spending and decide if you need to adjust

Over Budget (above 100%)

  • The progress bar turns red
  • An alert message appears indicating you’ve exceeded the budget
  • The bar shows how far over you are

Going over budget doesn’t block anything in Projexia — you can still log expenses. But the visual alerts make it obvious so you can have the conversation with your client or team before it becomes a bigger issue.

Viewing Expense Summary

On the project detail page, the Expenses tab gives you a full breakdown:

  • Total expenses logged so far
  • Individual expense entries in a list, showing amount, category, description, and date
  • Budget remaining — How much of the budget is left

This gives you a clear picture of where the money went.

Best Practices

  • Always set a budget — Even a rough estimate is better than no budget. It helps you and the client track spending
  • Log expenses promptly — Don’t wait. The sooner you log an expense, the more accurate your tracking
  • Watch the progress bar — Check it weekly. If you’re approaching 80%, have a conversation about scope or budget adjustments
  • Categorize consistently — Use the same categories across projects so you can compare spending patterns
  • Communicate over-budget early — If you see the budget trending over, talk to the client before it happens, not after
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