User manual
Welcome to Budgety: the budget and cost management solution for Jira.
Designed to simplify financial oversight, Budgety enables you to track project expenditures and analyze budgetary data with precision and ease.
Accessing Budgety
Begin managing your budgets and expenses effortlessly by accessing Budgety directly from the “Apps” menu in Jira.
You can access Budgety directly from the projects page. Simply select a project, navigate to the tabs menu, and click on "More". This will lead you to a page displaying the budgets associated with that project. From there, you can easily navigate to each budget using its respective link.
Upon your initial entry into Budgety, you will be directed straight to your first budget page, allowing you to begin inputting data immediately. For further information, please refer to the “Create a new budget” section.
Creating a New Budget
To create a new budget after completing your first one, simply click the "Create budget" button located on the reporting page. This will take you to a new page featuring a blank budget template.
Filling in Budget Details
On the budget creation page, you have to enter various details: Budget name, linked work items, target budget and costs.
Budget name
Assign a title to your new budget, such as "Systems 2025".
Linked work items
This feature enables you to link the budget directly to specific Jira projects or individual Jira work items.
Target budget
Establish your expected budgetary constraints here.
At the bottom of the screen, you will find a section titled "Costs history", where you can begin entering cost items right away.
If no costs have been recorded yet, a streamlined cost entry form will appear beneath the budget details. This form is specifically designed to quickly capture the essential information you need.
After submitting your first cost, you can promptly start monitoring your expenses in relation to your budget.
Once the initial cost is entered, the form transforms into a table displaying the cost alongside a new "Add cost" button. This button directs you to a more comprehensive cost entry form for further details.
Adding Costs
Within Budgety, effective cost management is a dynamic and comprehensive process that commences as soon as you create your budget. The "Cost history" section provides a straightforward form for you to input your initial cost details.
It is essential to understand that the forms for entering costs differ based on whether the costs are linked to logged work. For costs associated with logged work, you will need to provide details of the work logs along with the corresponding costs. Conversely, for costs not linked to logged work, you will specify the number of units and the cost per unit, making it easy to distinguish between various types of costs.
Based on logged work
Budgety makes it easy to add costs associated with logged work hours. Simply select “Yes” in the “Based on logged work” field, and the form will adjust accordingly to gather the required information.
Work logged by: Selecting the work logged by specific team members.
From date and Until date: Specify the log work's date range.
Cost per hour: Indicating the cost per hour.
Budgety will automatically recalculate costs based on logged work every day. This process will only be executed if the cost date range is currently applicable. Read more about synchronization.
Not based on logged work
For expenses that are not directly associated with logged work, please select “No” in the field provided, and you will be directed to a slightly different form.
Assignee: The owner or assignee of the cost.
Date: Specifying the date on which the cost occurred.
Units: The number of units.
Cost per Unit: Indicating the cost per hour.
Cost description
Regardless of whether the cost is logged or not, please provide a description to assist you in identifying the expense in the future.
Clasify costs
Independientemente del tipo de coste, podras clasificar los costes en las siguientes categorias.
CAPEX/OPEX: Indicate whether these are day-to-day expenses associated with regular business operations or long-term investments.
Direct/Indirect: Clarify whether they are associated with project production or not.
Custom Categories: Create new categories to classify your costs according to your preferences.
Editing and Deleting Costs
Budgety provides you with the flexibility to effectively manage your expenses. Each entry in your "Costs history" table features an action menu at the end of the row, enabling you to:
Edit: Refine or add more details to your cost entry, using the same detailed form used for adding new costs.
Delete: Remove a cost entry entirely if it was added in error or is no longer applicable.
Synchronize costs based in logged work
Every cost associated with logged work is recalculated whenever the cost is created or edited. There are two methods for recalculating a cost:
Automatically, Budgety will recalculate costs based in logged work from all Budgets where their data range applies now.
Manually, clicking in the Refresh unit hours button in the Costs History section of the Budget. This will recalculate all the costs based in logged work of that budget.
Tracking your budget
You can monitor your budget conveniently from the top right-hand corner of your screen as you add costs. A remaining budget will be indicated in green, while a depleted budget will be shown in red.
Budgety Dashboard
When you reopen Budgety you will be presented with the Reporting Dashboard which provides a snapshot of the financial health of all your projects.
The dashboard includes a table listing all your budgets, and it's organized under three main tabs:
Summary: it gives you an overview of each budget's total cost and its remaining balance.
CAPEX vs OPEX: it categorizes each budget expenditure under Capital Expenditures (CAPEX) and/or Operational Expenditures (OPEX).
Direct vs Indirect: it categorizes total expenses under Direct or Indirect costs.
Below this table you will find a graph that shows each of your budgets, allowing you to have a visual understanding of your financial data.
Accessing a Budget
The budget page is where you will enter all the data, from the budget data itself to all the costs associated with it.
You can access the budget page from several places:
From the reporting page, through the link for each budget that appears in the data table.
Access to budgetFrom the budget selector that appears on the budget page and on the reporting page.
Search and access to budget
Review budgets linked to a project
Budgets can be linked to projects.
You can review the budgets linked to a particular project just by navigating to the Budgety page in the project.
Review budgets linked to an issue
Budgets can be linked to issues.
You can review the budgets linked to a particular issue just by navigating to that issue and clicking in the Budgets button. Then, an issue panel will be loaded with the linked Budgets information.
