The All Projects page can show each project's budget settings next to a live financial snapshot: Budget, Spent, Remaining and Cost. You see which projects are on track and which are running over without opening them one by one.
Add the columns
The eight columns are hidden until you add them, so your existing views don't change.
Open Projects › All Projects and choose the List layout, on the Active or Archived tab.
Click Fields in the toolbar.
In Manage Columns, 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 order and click Apply.
Save the view to keep the layout. See custom views.
The four financial columns are only on the All Projects list. The four settings columns also work as card fields on the Board layout of active projects (open Fields on the Board), and as columns on a company's Projects tab.
The settings columns
These show values from each project's settings, and update as soon as the settings change. You can filter, sort and group by all four.
Column | What it shows | Where it's set in Project Settings |
|---|---|---|
Budget Type | No Budget, Category Hours, Person Hours, Total Project Fees or Total Project Hours | Billing & Budget › Budget Type |
Billable Method | Not Billable, Person Hourly Rate, Category Hourly Rate, Project Hourly Rate or Do not apply hourly rate | Billing & Budget › Billing Method |
Task Required on Timesheets | Yes if people must pick a task when they log time on the project | Timesheet Rules › Require Tasks be selected on Timesheets |
Timesheet Approval by Default | Yes if people newly added to the project need their time approved. It doesn't change members who are already on the project. | Timesheet Rules › Require timesheet approval by default |
The financial columns
Hover over the info icon in a column header for a short explanation.
Column | What it shows |
|---|---|
Budget | The project's budget from its settings: hours for an hours budget, an amount for Total Project Fees. |
Spent | How much of the budget is used so far, in the same unit as the budget. See "How Spent and Cost are calculated" below. |
Remaining | Budget minus Spent. Below zero, the project is over budget: the value turns red, with a warning icon. |
Cost | Your internal cost of the time logged: hours × cost rate, leaving out rejected time. Always an amount at cost rates, whatever the budget settings. |
What Budget, Spent and Remaining show depends on the budget type:
Budget Type | Budget | Spent and Remaining |
|---|---|---|
Total Project Fees | The fee budget | Amounts |
Total Project Hours | The hours budget | Hours |
Person Hours | The total of each member's Budget Hours | Hours |
Category Hours | The total of each timesheet category's Budget Hours | Hours |
No Budget | A dash | Spent is an amount; Remaining is a dash |
- When no budget is entered, or it's zero, Budget and Remaining show a dash rather than 0. A project without a budget never looks over budget.
- Expense category budgets aren't added to Budget.
- Amounts are in the customer's currency, with its code in front, such as USD 5,000.00. Internal projects use your account currency. Amounts in different currencies are never converted or added together.
- Hours follow your account's Timesheet Display Format (Settings › Timesheet Settings), for example 10:30 in hours and minutes.
To set a budget, see entering a project budget.
How Spent and Cost are calculated
Spent counts everything recorded against the project, whatever its date. There's no date filter on this page. Project budget alert emails use the same calculation, so an alert always matches this page.
Item | How it counts |
|---|---|
Timesheets | Draft, Pending, Approved, Automatically Approved and invoiced time counts. Rejected time doesn't. |
Time on a Total Project Fees or No Budget project | Valued with the rate basis in the project's settings. Billable Rate: hours × each entry's billable rate, so non-billable time adds nothing. Cost Rate: hours × each entry's cost rate, for billable and non-billable time alike. |
Time on an hours budget | The hours logged. With Only deduct billable hours from the budget ticked, only billable hours count. |
Expenses | Added to a fee budget's Spent only when Include Expense Amount is ticked. Counted without tax, whether they were entered tax-inclusive or tax-exclusive, and converted to the customer's currency at the rate saved on each expense. Chargeable and non-chargeable expenses both count, without markup. Every status counts except Rejected. |
Fixed amounts and bills | Never included. |
Each time entry is valued at the rates saved on it. When you change a person's or category's rates in the project settings, Avaza asks whether to update existing uninvoiced timesheets. If you keep the default, only new time uses the new rates. Invoiced time always keeps its rates. See cost rates and billable rates.
Where the Spent settings live
The rate basis (Include timesheets based on their: Billable Rate / Cost Rate), Include Expense Amount and Only deduct billable hours from the budget are on the project's Billing & Budget tab, inside the Budget alert panel. Tick Budget alert to see and change them. They apply whether or not alerts are on, and unticking Budget alert keeps the values you set.
The rate basis and expense options only appear while Budget Type is Total Project Fees, but a No Budget project's Spent uses them too. Each new project starts with the defaults in Settings › Project Management Settings. If a project's Spent looks higher or lower than you expect, check these options first.
Worked example
The Website Redesign project for Bluegum Architects has a Total Project Fees budget of USD 5,000 with Include Expense Amount ticked. Time is billed at USD 100 an hour and costs USD 60 an hour.
Item | Status | Counted? | Billable Rate basis | Cost Rate basis |
|---|---|---|---|---|
Billable time, 2 h | Draft | Yes | 200.00 | 120.00 |
Billable time, 3 h | Pending | Yes | 300.00 | 180.00 |
Billable time, 4 h | Approved | Yes | 400.00 | 240.00 |
Billable time, 5 h | Rejected | No | – | – |
Non-billable time, 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 | USD 1,180.00 | USD 910.00 | ||
Remaining (5,000 − Spent) | USD 3,820.00 | USD 4,090.00 | ||
Cost (time × cost rate only) | USD 630.00 | USD 630.00 |
Why the figures can differ elsewhere
- Invoices: Spent includes time and expenses that aren't invoiced yet, including draft and pending time. It leaves out rejected items and fixed amounts, and on the Cost Rate basis it values time at cost, not at billable rates.
- Project Dashboard report: the report uses the options you pick each time you run it: Date Range, Timesheet Approval Status, Expense Approval Status, Use Billable Rate, Apply Rounding, Apply Expense Markup, Exclude Expenses from Spent Calculation and Exclude Fixed Amount from Spent Calculation. By default it counts only approved, automatically approved and invoiced time, and approved and automatically approved expenses. To compare with this page, run it for All Time, with every status except Rejected, the project's rate basis, expenses in or out to match the project, fixed amounts excluded, and no rounding or markup. Two differences remain: the report has no option to count only billable hours, and with Use Billable Rate it leaves out non-chargeable expenses, which this page counts. See the Project Dashboard report.
- Project Summary and Project Profitability reports: these also count approved time and expenses by default, and the Project Summary report deducts bills too.
Sort, filter and group
- Sort: click the Budget, Spent, Remaining or Cost header, or choose the column under Sort. Click the header again to reverse the order. Projects with a dash, or with values you can't see, always come last. Sorting compares the numbers only, so hours and amounts mix (5010:00 hours sorts between USD 10,000 and USD 5,000). Group by Budget Type first to keep them apart.
- Filter: click Add filter and pick a financial column, then Is, Is not, Is between (includes both end values), Is greater than or Is less than. Type hours as decimals, such as 7.5 for 7:30. A project without a value never matches, so Budget Is not 10000 leaves out projects with no budget.
- Over budget: this quick filter adds Remaining Is less than 0 for you.
- Group: by the four settings columns, not the financial ones. Grouped by Budget Type or Billable Method, the groups follow the order in the table above, starting with No Budget or Not Billable. Group headings show the number of projects, not totals, because a group can mix currencies.
A view that sorts or filters by a financial column first works out every project's figures, and shows "Calculating…" until they're ready. You can save these views like any other.
Who can see the amounts
Person | What they see |
|---|---|
Administrator, Finance Manager, Portfolio Manager | Every value on every project they can see. |
Other team members, including Project Managers | Hours (hours budgets and hours spent) on every project they can see. Amounts (fee budgets, amounts spent, Remaining on fee projects, and Cost) only on projects where they have Can manage Project Member Cost & Billable Rates. |
Customer contacts | None of the eight columns. |
A value you can't see shows a lock icon. Hover over it for the reason. Hidden values never reach your browser, and filters and sorting never reveal them.
The Project Manager role, or being able to manage a project's settings, doesn't unlock the amounts by itself. To let someone see them on a project, an Administrator, Finance Manager or Portfolio Manager opens the project's settings, goes to Members, selects the person and ticks Can manage Project Member Cost & Billable Rates. The Finance Manager or Portfolio Manager role unlocks every project.
In the Avaza API
Developers get the same figures from the Avaza API:
- Listing projects returns them when you add
IncludeBudget=true, with at most 100 projects a page. A single project always includes them. EffectiveBudgetHoursandSpentHoursare for hours budgets. For Person Hours and Category Hours,EffectiveBudgetHoursis the total of the member or category budgets.SpentAmountis for Total Project Fees and No Budget.CurrencyCodeis the customer's currency.BudgetAmountandBudgetHoursstill hold the budget as entered. Money fields follow the same rules as the page and come back empty for people who can't see them. Customer contacts get no budget details.