Building a Budget

Managing the finances of your short term trip can be another major item of management and time. ServiceReef has created a powerful tool to help you build a budget, track expenses, and run reports.  The budget tool is built inside each opportunity and allows the admin the ability to create a budget, the trip leaders the ability to post expenses, and the trip leader the ability to pull P&L reports at any time.  There’s a whole lot more to this tool – we just wanted to give you a picture of what you could be doing for greater financial management.  Have fun budgeting!

First, you'll want to navigate to Budget by going to Financial>Budget.

From there, you will need to select Edit in the upper left.

Here, you will begin to create your Line Items for your Budget. 

NOTE* Before an expense can be entered, there must be a corresponding Line Item to select from. 

Enter each Line Item (Name), Stage (Pre-Event, Event, Post), Category (Activities, Cash Advance, Emergency, Lodging, Meals, Other, Projects & Supplies, Team Building, Travel), Quantity, Amount, and Total. Additionally, you have the ability to specify a local currency conversion. When you add an expense, you'll be given the choice to enter the amount in USD or the selected currency. 

Once you have added your Line Items, you will see your Budget on the Budget Dashboard (see box below). If you need to Edit these items, you can go back into Edit and do so (you are also able to add additional Line Items at any time). 

Selecting Expenses in the upper right, gives the option to Add Expenses, Import Expenses, View Expenses. Additionally, you are able to Export Expenses (upper right).

When adding Expenses, you will select the Budget Line Item the expense corresponds with, Date, Payment Method, Amount, Vendor, Description and the option to add a Receipt.

As an Organization, you have the ability to set Permissions for your Team Admin to both create/manage the Budget or to simply view the Budget.