Project Budget, Time and Costs

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Overview

Keep your project spending on-track by setting a budget. Time and Costs can be recorded on the project either directly, or tracked through the project’s associated activities and tasks.

Please note that only finance users have permission to view and edit costs. All standard users are restricted from seeing this information.

Project Budget Bar

The budget bar displays

  • The value of the project’s budget
  • Total Cost added to the project
  • Total Time spent on the project
  • How much of the budget has been spent

Unset Budget

The following examples of the budget bar show how the costs and times look when added to a project that does not have a set budget.

Budget Progress Bar
Budget Progress Bar displaying £1000 Cost
Budget Progress Bar displaying 10 hrs Time Spent and £1600 Cost

£25,000 Budget

The following examples of the budget bar show how the costs and times look when added to a project that has a set budget of £25,000.

Budget Progress Bar
Budget Progress Bar displaying £1,000 Cost
Budget Progress Bar displaying 10 hrs Time Spent and £1600 Cost

Set a Project Budget

To set a budget for the Project:

  1. Ensure you are on the project’s page.
  2. Click on Ellipsis on the budget progress bar.
  3. Click on View.
  4. The Update Project Time & Cost window is displayed.
Update Project Time & Cost Window (Budget unset)
  1. Enter the the allocated budget for the project.
Update Project Time & Cost Window (Budget set)
  1. Click on Save icon.
  2. The budget is saved and the budget progress bar displays the set budget.

See our User Guides for more information on using Katala.

Time Spent

To add time spent directly to the Project:

  1. Click on Ellipsis on the budget progress bar.
  2. The Update Project Time & Cost window is displayed.
Update Project Time & Cost Window (Budget Set)
  1. Click on the Times tab.
  2. Click on Log Time Icon.
  3. The Log Time window is displayed.
Log Time Window
Log Time Window
  1. Complete the fields:
    1. User (required): The user the time is allocated to.
    2. Time Spent (required): The time spent. Enter the time manually or use the quick complete buttons.
    3. Description: A description of the time allocated to the project.
Log Time Window
Completed Log Time Window
  1. Click on Add Time.
  2. The Time Spent is displayed under the Times tab, and the Cost of Time is calculated and displayed under the Costs tab.
Time Spent under the Times tab
Cost of Time calculation under the Costs tab
  1. Click on Save icon.
  2. The budget progress bar updates to display the time and cost of time added.

Costs Incurred

To add costs directly to the Project:

  1. Click on Ellipsis on the budget progress bar.
  2. The Update Project Time & Cost window is displayed.
  3. Click on the Costs tab.
  4. Click on Log Cost Icon.
  5. The Add Cost window is displayed.
Log Cost Window
Log Cost Window
  1. Complete the fields:
    • Cost (required): The cost spent.
    • Description (required): A description of the cost allocated to the activity.
Log Cost Window
Completed Add Cost Window
  1. Click on Add Cost.
  2. The Cost pane is closed and the cost is added to the Update Project Time & Cost window.
Update Project Time & Cost - Cost Logged
Cost added directly to Project
  1. Click on Save icon.
  2. The cost is added to the Total Cost displayed above the budget, and is displayed on the project’s budget bar chart.

Activity Time and Costs

When activities and tasks are associated with a project, their times and costs are also included in the Project’s budget. These can be seen in the Update Project Time & Cost window.

Time has been logged against the webinar activity “Online QA” which can be seen under the Times tab in the Update Project Time & Cost window. The linked time of 2 hours and cost of time of £120.00 is displayed here.

An activity has 2 hours logged against it, and £120.00 Cost of Time.

Costs have been logged against the webinar activity “Online QA” which can be seen under the Costs tab in the Update Project Time & Cost window. The linked cost of time of £120.00 and the cost of £375.00 is displayed here.

An activity has £120.00 Cost of Time and £375.00 costs logged against it.
Activity with 2 hours time spent, £120 cost of time and £375 cost

See our User Guides for more information on using Katala.

Try our in-app user guides for faster onboarding.

Launching User Guide
  1. Click your user icon.
  2. In the side pane, click User Guides.
  3. Select a topic.
  4. Become a Jedi Master.