5 Ways of budgeting made easy walks you through the steps of doing your budgets in the Calxa app. Essentially, Calxa is an alternative to preparing budgets in a spreadsheet. If you are looking for ways to make your business budgeting easy, read on.


It Doesn’t Need to Be Complicated

Here are the five ways that Calxa makes budgeting easy with the following features:

  1. Auto-Budgets
  2. Budget Builder
  3. Budget Factory
  4. Export and Import
  5. Budget Manager



1. For the Busy Business

The auto-budget option in Calxa is great for when you don’t have time to give it much thought but need a full budget now.


It simply takes last year’s actual results and makes that the budget for this year. It’s a little unrealistic for most businesses to use the auto-budget option as this year is unlikely to be exactly like last year. However, if your goal is to quickly populate some reports with reasonable numbers, it’s a quick option.


You can select auto-budget on any report or when creating a bundle from a kit. It’s well-suited when you’re evaluating Calxa to get a feel for what the reports look like or to show some reports to your business partner or your boss.



2. Starting from Scratch

This is where all the work gets done but structured in a way that works for you.


Plan for your projects or departments and then automatically roll them up to the organisation budget. Choose the date range for your budgets to suit your needs. You’re not constrained by a financial year but can choose a calendar year, the current quarter or more. Set a custom date range if you want to budget across financial years. For example, if you have a project that starts in February and ends in November, set just that date range and enter it all in one go.


Don’t forget that you can edit the total column. This splits your entry over the displayed columns (not necessarily 12 months) if there’s nothing there or it adjusts proportionately if there are existing budgets. Combine this with the date range for some clever tricks. For example, if you have a rent review every January, first set the budget dates to July – December, enter 6 months rent in the total column and it will spread it. Then change the dates to the next 6 months (you can use the arrows to move forward if it’s the same time span) and enter the next period’s rent in the total there.

You will find this is so much quicker than entering each month one by one!



3. Bulk Creation in a Jiff

There are times when you want to make big changes to a budget – creating a draft for next year, for example, or changing this year’s income by 10% on every project or department.


The Budget Factory is the ideal tool for this job. You can run it for the organisation budget, for projects or departments. You can update one year or 10. It’s perfect for copying from one budget to another (for example, from your original budget to your current forecast).


You can also choose to start from your desired net profit. Set the profit you want to make, and it will show you the income you need to earn to achieve that – and what the cost of sales and expenses will be.



4. Bring your Own

Sometimes you need complex calculations as part of your budget but often they relate to just a few lines.


Simply export your current budget, remove all lines except the ones you want to change, add some formulas to calculate the budget and then re-import. Simple!



5. The Maintenance Phase

Need to copy or rename a budget? Lock a financial year? Delete a budget? The Budget Manager gives you the tools to do all of that.


Need to know more about how budgeting can be made easy? Have a look at the Budgeting Tips for Not-for-Profits Guide and our webinar recording Preparing Next Year’s Budget, where we walk you through the steps one by one.