The All Projects page can now show each project’s budget settings and a live financial snapshot (Budget, Spent, Remaining and Cost) side by side, so you can see which projects are on track and which are running over without opening them one by one.
What’s new
- Four settings columns: Budget Type, Billable Method, Task Required on Timesheets and Timesheet Approval by Default. You can filter, sort and group by all four.
- Four financial columns: Budget, Spent, Remaining and Cost, calculated for every project from the day it started to today. You can sort and filter by them.
- An “Over budget” quick filter that lists every project whose Remaining value is below zero.
- Amounts are protected: money values are only shown to people who are allowed to see them (see Who can see the amounts).
- The same numbers are available in the Avaza API for your own reports and integrations.
Adding the columns to your view
The new columns are hidden by default so that your existing views don’t change. To add them:
- Go to Projects and open the List layout (Active or Archived).
- Click Fields in the toolbar.
- Tick the columns you want: Budget Type, Billable Method, Task Required on Timesheets, Timesheet Approval by Default, Budget, Spent, Remaining and Cost.
- Drag them into the order you want and click Apply. Save the view if you want to keep the layout.
Where else the columns appear:
- Board layout (Active projects): the four settings columns can be shown as card fields. Open Fields on the Board.
- Company page > Projects tab: the four settings columns are available. The financial columns are only on the All Projects page.
The settings columns
Column | What it shows |
| Budget Type | The project’s budget method: No Budget, Category Hours, Person Hours, Total Project Fees or Total Project Hours. |
| Billable Method | How time on the project is billed: Not Billable, Person Hourly Rate, Category Hourly Rate, Project Hourly Rate or Do not apply hourly rate. |
| Task Required on Timesheets | Yes if people must pick a task when they log time on the project. |
| Timesheet Approval by Default | Yes if people newly added to the project need their timesheets approved. It doesn’t change the approval setting of people who are already members. |
All four can be used to filter, sort and group the list. They come from Project Settings and are updated as soon as a project’s settings change.
The financial columns
Hover over the info icon in any column header to see a short explanation of that column.
| Column | Meaning |
| Budget | The project’s budget, taken from Project Settings. It’s in hours for hour-based budgets and an amount for fee budgets. |
| Spent | How much of the budget has been used so far, in the same unit as the budget. See How Spent is calculated. |
| Remaining | Budget minus Spent. If it’s negative, the project is over budget and the value is shown in red with a warning icon. |
| Cost | Your internal cost of the time logged on the project: timesheet hours × cost rate, excluding rejected timesheets. Cost is always an amount and always uses cost rates, whatever the project’s budget settings. |
What Budget shows for each budget type
| Budget Type | Budget | Spent and Remaining |
| Total Project Fees | The project’s fee budget amount | Amounts |
| Total Project Hours | The project’s hours budget | Hours |
| Person Hours | The total of the hours budgets set for each member | Hours |
| Category Hours | The total of the hours budgets set for each timesheet category | Hours |
| No Budget | A dash (no budget) | Spent is shown as an amount; Remaining is a dash |
- If a budget hasn’t been set, or is zero, Budget and Remaining show a dash rather than 0. So a project with no budget amount never looks “over budget”.
- Expense category budgets are not added to Budget.
Currency
- Amounts are shown in the customer’s currency with its three-letter code in front (for example USD 5,000.00). This makes it clear which currency each row is in when your projects bill in different currencies.
- Projects for your internal company use your account currency.
- Amounts in different currencies are never converted or added together.
Hours format
Hour values follow your account’s timesheet display setting, for example 10:30 in hours-and-minutes format.
How Spent is calculated
Spent follows these rules. The same calculation is used for Budget Alert emails, so the number on this page always matches what an alert email reports.
Time period
Everything recorded against the project from the day it started to today. There is no date filter on this page.
Timesheets
- Included: Draft, Pending approval, Approved, Auto-approved and Invoiced timesheets.
- Excluded: Rejected timesheets.
- Fee budgets (Total Project Fees and No Budget): time is valued using the rate basis set in the project’s Budget settings (Include timesheets based on their Billable Rate / Cost Rate):
- Billable Rate: hours × the billable rate on each timesheet entry. Non-billable time adds nothing.
- Cost Rate: hours × the cost rate on each timesheet entry, for billable and non-billable time alike.
- Hour budgets (Total Project Hours, Person Hours, Category Hours): Spent is the number of hours logged. If Only deduct billable hours from the budget is ticked in Project Settings, only billable hours count.
- Each timesheet entry is valued at the rate recorded on it when it was saved. When rates change, un-invoiced entries are updated to the new rates, but invoiced entries keep the rate they were invoiced at.
Expenses (fee budgets only)
- Expenses are added to Spent only if Include Expense Amount is ticked in the project’s Budget settings.
- Expenses are counted excluding tax, whether they were entered as tax-inclusive or tax-exclusive.
- Expenses are converted to the customer’s currency using the exchange rate saved on each expense.
- Chargeable and non-chargeable expenses both count. Expense markup is not applied.
- Rejected expenses are excluded. Draft, submitted and approved expenses are included.
Fixed amounts
Task fixed amounts are never included in Spent.
The settings apply even when Budget Alerts are off
The rate basis (Billable or Cost Rate), Include Expense Amount and Only deduct billable hours are saved on every project and are used whether or not Budget Alert emails are switched on. You’ll find them under Project Settings > Billing & Budget. Tick Budget alert to see and change them. Unticking it again keeps the values you set.
Tip: projects created before this release use the rate basis and expense option from your account defaults at the time the project was created. If a project’s Spent looks higher or lower than you expect, check these options first.
Worked example
The Website Redesign project has a fee budget of USD 5,000, Include Expense Amount ticked, a billable rate of USD 100/hr and a cost rate of USD 100/hr for design work (USD 60/hr for non-billable time).
| Item | Status | Counted? | Billable Rate basis | Cost Rate basis |
| Design timesheet, 2 h | Draft | Yes | 200.00 | 200.00 |
| Design timesheet, 3 h | Pending approval | Yes | 300.00 | 300.00 |
| Design timesheet, 4 h | Approved | Yes | 400.00 | 400.00 |
| Design timesheet, 5 h | Rejected | No | – | – |
| Non-billable timesheet, 1.5 h | Draft | Yes | 0.00 | 90.00 |
| Expense 100 + 10 tax (tax-exclusive) | Verified | Yes | 100.00 | 100.00 |
| Expense 110 including 10 tax | Verified | Yes | 100.00 | 100.00 |
| Non-chargeable expense 50 | Verified | Yes | 50.00 | 50.00 |
| Expense 30 | Draft | Yes | 30.00 | 30.00 |
| Expense 200 | Rejected | No | – | – |
| Spent | Spent | Spent | USD 1,180.00 | USD 1,270.00 |
| Remaining (5,000 − Spent) | Remaining (5,000 − Spent) | Remaining (5,000 − Spent) | USD 3,820.00 | USD 3,730.00 |
| Cost (timesheets × cost rate only) | Cost (timesheets × cost rate only) | Cost (timesheets × cost rate only) | USD 990.00 | USD 990.00 |
Why Spent can differ from the Project Dashboard report
The Project Dashboard report lets you choose its own options each time you run it, such as the date range, which approval statuses to include, the billable or cost rate, rounding, expense markup and whether to include fixed amounts. The All Projects page always uses the project’s own settings and the rules above. If you run the report with the same choices (all time, all statuses except Rejected, the same rate basis, expenses in or out to match the project, fixed amounts excluded, no rounding or markup), the figures will match for fee budgets.
Two differences remain even then:
- Billable-only hours: the report counts all hours for hour budgets, while this page honours Only deduct billable hours.
- Non-chargeable expenses: on the Billable Rate basis, the report leaves out non-chargeable expenses, while this page includes them.
Sorting and filtering by the financial columns
Sorting
- Click the Budget, Spent, Remaining or Cost column header, or choose the column in the Sort menu. Click the header again to reverse the order.
- Projects with no value (a dash), and projects whose values you’re not allowed to see, are always listed last, in both directions.
- Sorting compares the numbers as displayed, so hour budgets and fee budgets are mixed together (for example, 5010:00 hours sorts between USD 10,000 and USD 5,000). To keep hours and amounts apart, group by Budget Type first.
Filtering
- Click Filter > Add filter and pick Budget, Spent, Remaining or Cost. The available conditions are Is, Is not, Is between, Is greater than and Is less than. Is between includes both end values.
- For hour values, type the number of hours in decimal form (for example 7.5 for 7:30).
- Projects without a value are never matched by a financial filter. For example, Budget is not 10000 leaves out projects that have no budget.
- The Over budget quick filter adds Remaining is less than 0 for you.
When a view sorts or filters by a financial column, the page first calculates the figures for every project and shows “Calculating financials…” until they’re ready. Views with these sorts and filters can be saved like any other view.
Grouping
You can’t group by the four financial columns, because every project has its own value. You can group by Budget Type, Billable Method, Task Required on Timesheets or Timesheet Approval by Default. When you group by Budget Type, No Budget comes first, followed by Category Hours, Person Hours, Total Project Fees and Total Project Hours.
Group headings show how many projects are in each group. They don’t show financial totals, because a group can contain projects in different currencies.
Who can see the amounts
| User | What they see |
| Administrator, Finance Manager, Portfolio Manager | All values on every project they can see. |
| Other team members (including Project Managers) | Hour values (hour budgets and hours spent) on every project they can see. Money values (fee budgets, amounts spent, Remaining for fee projects, and Cost) only on projects where they have Can manage Project Member Cost & Billable Rates ticked in the project’s Members settings. |
| Customer contacts (external users) | None of the financial columns, and no budget details in the API. |
- Values you’re not allowed to see are replaced by a lock icon. Hover over it to see why.
- Hidden values are never sent to your browser.
- Filters and sorting never reveal a hidden value: a project whose values are hidden from you won’t be matched by a financial filter and is sorted to the end of the list.
Having the Project Manager role, or being able to manage a project’s settings, doesn’t on its own unlock the amounts. To let a Project Manager see the money figures for a project, open Project Settings > Members, select the person and tick Can manage Project Member Cost & Billable Rates.
Using the figures in the Avaza API
- List projects: GET /api/Project returns the calculated figures when you add IncludeBudget=true. When this option is on, at most 100 projects are returned per page.
- Single project: GET /api/Project/{id} always returns them.
- Fields returned:
- CurrencyCode: the project’s (customer’s) currency.
- EffectiveBudgetHours and SpentHours: for hour-based budgets. For Person Hours and Category Hours, EffectiveBudgetHours is the total of the member or category budgets.
- SpentAmount: for Total Project Fees and No Budget projects.
- BudgetAmount and BudgetHours still hold the budget as entered in Project Settings.
- Money fields (BudgetAmount, SpentAmount, ProjectHourlyRate) follow the same visibility rules as the page. They are empty for users who aren’t allowed to see them, on both the list and single-project calls.
- Webhook payloads have not changed.
Frequently asked questions
Why does a project show a dash instead of 0 for Budget?
The project has no budget set, or the budget is zero, or it uses No Budget. A dash means “no budget” rather than “a budget of zero”, so the project isn’t flagged as over budget.
Why is Spent different from the total on my invoices?
Spent includes time and expenses that haven’t been invoiced yet, including draft and pending timesheets. It leaves out rejected items and task fixed amounts. On the Cost Rate basis it values time at cost rather than at billable rates.
I see a lock instead of a number. How do I get access?
Ask an Administrator to give you the Finance Manager or Portfolio Manager role, or to tick Can manage Project Member Cost & Billable Rates for you on the project.
Why are hours and amounts mixed when I sort by Budget?
Each project’s budget is in its own unit. Group by Budget Type to sort hours and amounts separately.
Do Budget Alert emails use the same numbers?
Yes. The alert emails and the All Projects page use the same calculation.