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Budget Reports
PayInvoice Next provides a suite of budget reports that give you real-time visibility into how your organization's funds are being allocated, consumed, and managed. These reports help finance controllers, department heads, and project managers answer the core question: where does the money stand right now?
Budget Utilization Report
The Budget Utilization Report is your primary tool for monitoring budget health. It shows one row per WBS code and tracks the complete lifecycle of each budget — from the original allocation through amendments, transfers, and consumption down to the final available balance.
For a detailed explanation of every column and what the numbers mean, see Reading the Budget Utilization Report. To learn how to narrow the report to specific codes, departments, or fiscal years, see Report Filters and Drill-Down.
WBS Summary Report
The WBS Summary Report presents a high-level view of your Work Breakdown Structure hierarchy with aggregated budget figures at each level. Use it to compare budget allocation across projects, departments, or program areas without drilling into individual WBS codes. Parent-level totals roll up automatically from their child codes, so a project manager can see the combined position of an entire project branch at a glance.
Budget vs Actual Comparison
The Budget vs Actual report places the originally approved budget side-by-side with actual expenditure for each WBS code. The variance column highlights codes that are over-spent or significantly under-spent. This report is especially useful during quarterly reviews when leadership needs a quick comparison between planned and actual spending without the full detail of the Budget Utilization Report.
Filtering Your Budget Reports
All budget reports share a common set of filters so you can focus on exactly the data you need:
| Filter | What It Does |
|---|---|
| Fiscal Year | Limits the report to a single budget period. Required on most budget reports. |
| Department | Shows only WBS codes belonging to the selected department. |
| Project | Narrows results to a specific project. |
| WBS Code | Displays data for a single budget code and, optionally, its children. |
| Cost Center | Filters by cost center, useful when budgets span multiple cost centers within one department. |
TIP
Combine filters to get precise results. For example, select a fiscal year and department together to see every WBS code owned by that department in a single period.
Exporting Reports
Every budget report can be exported for offline analysis or sharing:
- Excel — Downloads the report data as an
.xlsxfile. Column headings and filters are preserved. Use this for further analysis in a spreadsheet. - PDF — Generates a print-ready document suitable for management review meetings or audit submissions.
To export, open the report with your desired filters applied, then click the Export button in the top-right corner and choose your format.
Related Guides
- Budget Management Overview — How the full budget lifecycle works
- Create a Budget Entry — Setting up initial budget allocations
- Budget Amendments — Requesting increases or decreases
- Budget Enforcement — How PayInvoice Next validates budgets on transactions