Budgets

Budgets cap how much each employee can spend per period. They are configured per group, tracked individually per employee, and reset automatically on a schedule you define.

Last updated: March 2026

How budgets work

Budgets follow a simple model:

Budget rules (amount, period, reset type) are set at the group level.
Each employee's spend is tracked individually — one employee's purchases do not affect another's remaining budget.
When an employee's used budget reaches the limit, the portal blocks checkout until the budget resets or an admin adds an override.

Set Budget Period to UNLIMITED if you do not want to cap spending for a group. Employees will see no budget widget and can place orders of any size.

Setting up a budget

1
Open the company and navigate to the Groups tab
2
Select the group and click Edit
3
Set the Budget Amount
Enter the maximum spend allowed per period in your shop's currency.
4
Choose the Budget Period
Options: Daily, Weekly, Monthly, Yearly, or Unlimited.
5
Choose the Reset Type
Fixed Date or Rolling — see details below.
6
Configure the reset schedule
Set the specific time, day, weekday, or month depending on the period and reset type.
7
Save the group

Budget reset periods

Period	How it resets	Common use
DAILY	Resets every day at the configured time.	Canteen or meal allowances.
WEEKLY	Resets once per week on the configured weekday.	Travel expenses, weekly supplies.
MONTHLY	Resets once per month on the configured day.	Standard employee spending — most common.
YEARLY	Resets once per year on the configured date.	Annual uniform or equipment budget.
UNLIMITED	Never resets — no cap on spending.	Trusted buyers, procurement teams.

Fixed Date vs. Rolling reset

Reset Type	How it works	Best for
Fixed Date	All employees in the group reset at the same calendar date and time. Example: Monthly on the 1st at 00:00.	Fixed payroll cycles where all spending is reconciled on the same date.
Rolling	Each employee resets relative to when they joined the group. Configure a window in days, weeks, or months. Example: 30 days — an employee added Jan 15 resets Feb 14.	Individual entitlements that start on a hire or onboarding date.

Budget overrides

Admins can manually adjust an individual employee's budget for the current period without changing the group-level rules. Useful for one-off situations — a special project, a corrected purchase, or an exceptional allowance.

Adding an override

1
Open the employee's detail page
Admin panel → Company → Employees → View employee.
2
Click "Budget Override"
A modal opens with Amount and Reason fields.
3
Enter the override amount and a reason
A reason is required for the audit trail.
4
Save
The employee's available budget is updated immediately.

Screenshot: Budget override modal

Override history

All overrides are recorded in an audit trail that cannot be deleted. The employee's detail page shows a Budget Override History table with the date, amount, reason, and who made the change.

Screenshot: Budget override history table

Real-time budget tracking in the portal

Employees see their budget status in two places:

The dashboard widget shows Used / Total with a colour-coded percentage bar.
The cart page shows a warning if the current order would exceed the remaining budget, and disables the checkout button.

Usage level	Indicator colour	Checkout action
0 – 70%	Green	Order proceeds normally.
70 – 90%	Yellow	Order proceeds, warning shown.
90 – 100%	Red	Order proceeds, strong warning shown.
Over 100%	Red (locked)	Checkout disabled — budget exceeded.

Screenshot: Budget widget in portal

What happens when a budget is exceeded

When the cart total would exceed the employee's remaining budget:

The "Place order" button is disabled.
A warning message appears: "This order exceeds your budget."
The employee cannot proceed until the budget resets or an admin adds an override.

Budget vs. Approval: Budget enforcement and order approval are separate systems. An employee can have budget available but still require approval before the order is processed. Both checks apply independently. See the Approval Workflows guide.

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