Budgeting your marketing projects
Getting an overview of your marketing budget is vital. You shouldn't depend on reporting by your finance department.
- Set limits for plan and project groups
- Set project budgets
- Estimate costs
- Track your invoices
1. Set limits for plan and project groups
Each plan has a limit: the entire marketing budget, which for example is a percentage of the (expected) turnover. This will soon be compared with the total of a project budget.
It is also possible to set a limit per project group. For example, the Events project group will receive a maximum of € 20,000. If you currently have 3 projects of € 5000 within that project group, it means that there is room for extra events with a total of € 5000.
2. Set project budgets
For every project, you can set a project budget for each fiscal year. When creating a project you have the possibility to input these budgets right away. The project duration determines which fiscal years you can use.
When you give every project a budget, your plan total will appear and circle diagrams will show you which projects take the biggest chunks. You can filter on the fiscal year and on the project group. In a glance, you see which projects have gone over budget.
3. Estimate costs
This Direct Mail project can cost € 4500. You divide your project budget in costs:
- printing (€ 800)
- design (€ 800)
- addresses (€ 600)
- translations (€ 400)
- postage (€ 1800)
These costs are estimates for now. You don't have to input an amount, but doing so is best practice. It helps you make sure your project budget isn't some fictitious number, but a realistic budget.
By adding your costs, you'll see how much budget is available for your project. You might adjust your project budget by clicking on the pencil icon next to the project budget.
If adjusting your project budget is a big no-no in your organization, accept the fact that you went over budget and adjust the costs or another project budget.
If you add budget to your campaigns they will appear in your project budget as new costs. You can't edit them in Budget, but you can in Campaigns.
4. Track your invoices
Once you defined your costs, you can add your invoices. Click on + Add invoices. The sidebar appears and you can start adding your invoices. The date and the amount are required, description and supplier are optional. You'll notice that the supplier list will give you suggestions while you type, based on previous invoices.
Should you input invoices with a total above your estimated cost, then the total of your invoices will light up.
If you want to add digital copies of invoices, you can by adding them to the Files sidebar pane.
Notice: you can't add invoices before you create costs. If you don't want to split up your project budget in different costs, you can create one cost, calling it 'All costs' and add your invoices to that cost.