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


It Doesn’t Need to Be Complicated

Here are the five ways that Calxa makes budgeting easy:

  1. Budget Factory
  2. Export and Import
  3. Layouts and Totals
  4. Driver-Based Formulas
  5. Managing Scenarios



1. Bulk Creation in a Jiffy

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 and makes bulk changes to your budgets effortless.  Here are some good exemples when to use the Budget Factory:

  • Choose the source data, such as last year’s actuals or budgets and copy that, with some adjustments, for up to 10 years ahead.
  • You can run it for the organisation budget, for projects or departments. In addition, 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.
  • Alternatively, you can 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.



2.Bring your Own

Especially when you are starting out with Calxa, the best way of making your budgets straight-forward is to work with what you already have. Whether your existing budgets are in your accounting system or in a spreadsheet, it is a simple process to bring them into Calxa.

Most accounting system budgets can come across with the regular sync but there are some, such as Xero Tracking Category budgets, where that is not possible (yet!). Export those and import them straight into Calxa. We’ve built a flexible import process to help match the columns from your export and bring them in.

If your existing spreadsheet layout won’t import easily, all is not lost. Simply export a blank budget template, copy your numbers onto it and then re-import. Simple!



3. Layouts and Totals

The Budget Builder is where all the work gets done but structured in a way that works for you. We realise that life isn’t always straight-forward, so we’ve given you some choices. Work the way you want to work!


Project or Department Budgets

Budget at the project or department level and then automatically roll them up to the organisation budget. You can even budget for combinations of business units. 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.


Choose your Budget Layout

Adjust the layout to budget by month, quarter or year. Filter your budget to show just the rows you are interested in, or to display accounts using an Account Tree.

When you edit a total, whether it’s a row or column, we will spread your changes proportionately over the underlying detail rows or columns. If there are no existing budgets, we’ll spread the total evenly over your chosen months or accounts.

Switch the layout to Business Units and you can select one account and easily adjust the budgets for each of your projects or departments.



4. Driver-based Budgets and Formulas

Budgets are never just numbers. There’s usually some calculation behind them and the budget formulas in Calxa make that easy for you. With formulas, you can set one account as a percentage of another single account or a selection of accounts. Date offsets in formulas let you work with monthly or annual increases.

When you want to build driver-based budgets, Metrics are the key. Create the components that drive your numbers, enter actuals and budgets for them and then build the top-level budget from them. Start simple but you can handle some complex scenarios like payroll and invoice factoring.



5. Managing Scenarios

One budget is never enough. There are always alternate futures that you want to map out. What if things go well? What if things go badly? You can manage these budget scenarios easily with the Budget Manager.

It gives you the tools to copy an entire budget, lock a budget or rename it. Remember that each scenario can be used for multiple years so you don’t need to create a new one each year. They just continue on and on. To copy budgets from one version to another, use the Budget Factory.

Need to know more about Calxa’s budgeting 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.