Know what's left
before anyone spends it.
Load the year's budget from a spreadsheet, by department, location and month. Every spending request, claim and cash advance shows the balance before and after, and goes to the right head, Finance and CEO. At month-end, download the reconciliation by GL code.
Start from the spreadsheet you already have.
Each budget line carries a year, location, department, Opex or Capex, a category, a GL code and twelve monthly amounts. Upload it from Excel or CSV, fix any rows the error report points to, then publish.
The balance is checked while the request is typed.
Staff pick a request type and a budget line, enter the amount and see the balance before and after. Request types can ask for documents, such as a quotation or pro forma invoice, before the request can be submitted.
More budget, or moved budget, always through approval
A head who needs more asks for a revision. Money moved between lines is a transfer. Both go through approval and both show in the revisions log.
One dashboard, each person sees their part
Traffic lights
Each line shows Original, Revised, Actual, Pending and Available, with amber and red when it gets close to the limit.
Heads see their departments
A department head sees the lines for their own department. Finance and the CEO see the whole company.
Capex tracker
Follow capital spend line by line, apart from day-to-day Opex.
Overspend queue
Requests over the balance wait in one place for the people you named to decide them.
Seven budget reports
Budget against actual, revisions log, overspend and Capex registers, spend by supplier and approval turnaround.
Monthly summary
An optional monthly budget performance email, plus alerts when a line passes the threshold you set.
Hand Finance a reconciliation, not a pile of receipts.
At month-end, download approved spend by GL code, department and location as Excel or CSV, or as a Zoho Books manual journal file. A nightly check confirms the budget ledger still adds up, and ledger rows are never deleted.
Spend control on its own, payroll when you are ready
Staff can be added without a salary structure and given the budget roles they need. License only the modules you use, and add payroll later on the same employee record.
Questions, answered
Yes. Staff can be added without a salary structure, and you license only the modules you use. Payroll can be added later on the same record.
You choose. The request can show a warning, be blocked, or go on an overspend route to the people you name. The setting is part of your budget policy.
Yes, through a revision or a transfer. Both go through approval and change the Revised budget. The Original stays as published, so you can always compare against it.
No. Heads see their own departments. Finance and the CEO see the whole company.
Yes. Upload Excel or CSV, read the row-level error report, fix and upload again, then publish when it is right.
At month-end, download approved spend by GL code, department and location as Excel, CSV or a Zoho Books journal file. Or connect Zoho Books and approved spend posts as journals automatically.
Budgets and approvals
Set up budgets and spending requests
Upload the year, publish it, and choose what happens when a request is over the balance.
Ask for more budget, or move it
How revisions and transfers go through approval and change Revised, never Original.
Reconcile spend at month-end
Download approved spend by GL code, department and location, or as a Zoho Books journal.
Use Vintage People for spend control only
Add staff without a salary structure and give them the budget roles.
See your budget in Vintage People
Send us last year's budget spreadsheet and we'll load it into a demo company with you.