Real-time budget management without surprises

Budget Management is available as an extension within AP Automation and Procurement. This add-on requires the use of Spend Analytics. What was previously possible via separate screens within Spend Analytics is now fully integrated into the user interface of AP Automation and Procurement. Employees receive visual feedback the moment they submit an expense. This completely eliminates the delay between request and insight. 

The technology is built on a completely redesigned architecture of Spend Analytics. This makes the integration sleek, stable and scalable. According to John, this is where the strength of this extension lies: "Budget management only really works when it is part of your existing process. Our solution fits in perfectly with how users already work with our platform."

When creating a request, a clear progress bar automatically appears on the screen. This shows what the request will cost, how much of the budget has already been spent and how much is still available. This ensures immediate transparency and prevents approvers from having to intervene at a later stage. 

If the request falls within the set budget, the process continues automatically. If the budget is (almost) exceeded, an escalation route is automatically activated. This could involve approval by a budget holder or additional checks by the finance department. This maintains ownership without delaying the process. "This prevents surprises for everyone involved," explains John. "Users can immediately see the impact of their request."

The integration of Budget Management offers concrete benefits for organisations that want to strengthen their budget control. Firstly, it prevents overspending by providing visual insight at the right moment. Secondly, it promotes budget responsibility within departments. Employees can see the consequences of their spending for themselves. "We make budget management tangible and directly applicable in daily practice," says John. A third advantage is that everything happens within the existing environment. Users do not need to open separate tools or consult reports. Everything takes place within the request flow. Moreover, the solution can be used flexibly for both centralised and decentralised budget structures. This means that Budget Management fits in with the way your organisation works, regardless of its complexity.  

The need for better budget management is increasing. Organisations are under pressure to control costs and remain compliant with internal and external guidelines. At the same time, you want your employees to be able to work quickly and efficiently. Budget Management brings these worlds together. John sums it up: "We see that finance departments increasingly want to use data to manage proactively. This expansion helps with that. You gain control over expenditure without slowing down the process. That's where smart automation makes the difference."