Balancivo · Money in and out

Plan a budget and compare it to actual

Enter the year's planned income and spending by category, then print the Budget vs. actual report to see how you're doing.

Who can do this: Owners edit the budget; owners and bookkeepers view it and run the report.

Plan a budget and compare it to actual · 45 sec · shown with a sample organization.

Read the transcript

On the Budget page, pick the year you're planning. Start from last year's real numbers, plus a percent for growth. Type 3 in Increase by, and click Start from last year's actuals. Or type what you expect to bring in or spend for the whole year. Balancivo shows the monthly amount. If a bill comes once a year, like insurance, click Edit months and put it in the right month. Your changes save as you type. Further down, Budget vs. actual shows how the year is going next to the plan. Here's this year, year to date. For each category, you'll see the actual amount, the budget, and the difference. Click Print to bring it to your board or business meeting.

A budget is your plan for the year: how much you expect to bring in and how much you plan to spend in each category. During the year, compare what actually happened with the plan so you see overspending early. Church and nonprofit boards often approve a budget once a year; enter the approved amounts here.

Steps

Go to Budget and choose the Year.
Enter an amount for each category. Type the annual amount in Budget for the year. Balancivo divides it by 12 and shows the Monthly amount. The last year's actual is shown next to it for reference.
Or start from last year. Type a percent in Increase by (for example, 3 for 3%), then click Start from last year's actuals. Each category fills with what you took in or spent last year, rounded to whole dollars. You can change any amount afterward.
Set uneven months if you need to. Click Edit months under a category and type each month's amount, like insurance paid once a year. Click Spread evenly instead to go back to an even split.
Your changes save as you type. "All changes saved." appears next to the buttons at the top and below the list.
Check your progress. Scroll to Budget vs. actual. Choose This month, Year to date, Full year or Custom months.
Click Print for the treasurer's report or board packet.

Good to know

Each amount saves a moment after you stop typing, or as soon as you move to another box. If it can't be saved (for example, the connection dropped), you'll see Not saved. with a Try again link.
Clear removes every amount for the year after you confirm.
Budget vs. actual uses the saved budget, so it updates as your changes save.
In the report, for expenses "over" means you spent more than planned; for income "less" means less came in than expected. An expense at 50% of budget halfway through the year is right on pace.
For this month or year to date, the budget includes the whole current month, so spending may look under budget until the month ends.
Net income is income minus all costs and expenses. A negative number means the plan spends more than it brings in.
You can plan next year, this year, or the two years before.
Only an owner can change the budget. Bookkeepers can view it and run the report.

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