Real-time budget management without surprises

Budget Management is available as an extension within AP Automation and Procurement. What was previously retroactively 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 a requisition. This completely eliminates the delay between requisition and insight, resulting in faster and better-informed decision-making.

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. Budget Management fits in perfectly with how users already work with our platform, without compromising on control or governance."

When creating a requisition, a clear progress bar automatically appears on the screen. This shows what the requisition 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 requisition falls within the set budget, the process continues automatically. If the requisition exceeds the available budget, it is automatically blocked. In that case, an escalation route is immediately activated to the authorised budget holder or manager, so that the request only proceeds after explicit approval. This maintains ownership, controls financial risks and prevents delays due to subsequent corrections. "This prevents surprises for everyone involved," explains John. "Users can immediately see the impact of their requisition."

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. For CPOs and CFOs, this means more control over spending, fewer exceptions and a more predictable spending pattern. 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 requisition flow. Moreover, the solution can be used flexibly for both centralised and decentralised budget structures. This means that Budget Management aligns with your organisation's working methods, regardless of the level of complexity or the number of budget holders.

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."