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Budget Tracking

Maintain budget codes and department budgets, read the request-form budget bar, and find real spend figures.

Org AdminSuper AdminLast reviewed 03 Aug 2026

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Submitting Travel Requests

Complete the six-step travel request wizard: trip details, booking method, travellers, requirements, budget, and review.

Approval Workflows

Follow a request through its approval chain, and approve or reject requests from the Approvals inbox.

Policy Compliance

Where travel policy rules are actually evaluated, what a rule is, and where compliance is reported.

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Policy Compliance

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Delegations

Budget information is spread across three screens: budget codes and department budgets are maintained in the Admin Dashboard, travellers see a usage bar when they pick a budget code on a request, and actual spend is analysed on the Analytics dashboard.

Maintaining Budget Codes

Go to Administration > Admin Dashboard and open the Budget Codes tab. Each entry lists its Total, Available, fiscal year, and department. Click Add New to create one; the form asks for Name, Code, Description, Department, Total Budget, and Fiscal Year. Each row has buttons to activate or deactivate, edit, and delete.

Department budgets are on the Departments tab of the same screen and show Budget, Available, and Head. Neither list shows a spent figure, committed spend, or a progress bar, and neither offers a date-range filter — only a text search box.

The Budget Bar on a Travel Request

The only budget indicator a traveller sees is on the Budget step of the travel-request wizard. Selecting a Budget Code shows the available amount, the percentage used, and a bar that turns yellow above 75% and red above 90%. It is advisory: no rule stops a submission because the code is nearly exhausted, and nothing escalates the request to an extra approver.

Important: Department, Budget Code, Cost Center, and Project Code are independent optional fields on a request. Only Estimated Budget is required, so a request can be submitted with no cost allocation at all. If you rely on cost-centre reporting, tell your travellers to complete those fields.

Seeing Actual Spend

For spend against budget, use Administration > Analytics. It shows Total Spend, Avg Cost per Trip, Policy Compliance, and Budget Utilization for a period you select (Today, This Week, This Month, This Quarter, This Year, or a custom range), with tabs for spend over time, by department, by category, and by traveller.

Exporting Budget Data

There is no export control on the Admin Dashboard budget tabs. Export from either of these instead:

  • The Export dropdown on Analytics (PDF, Excel, or CSV for the selected period).
  • Reports — Generate Custom Report offers report types including Travel Expenditure Summary and Department Comparison, a start and end date, and PDF, Excel, and CSV formats.

Recurring reports are set up on the Schedule Reports page, reached from Schedule Report in the Reports quick-actions panel.